Tips for Writers from the Professional Writing Program Faculty *
University of Maryland

In general, good writers are motivated less by fear than by curiosity, read widely in many fields, look up words and phrases they don't know, and are secure enough to take appropriate risks because they know their audiences and what works for those audiences. Writing, like wine, needs time to ferment. Most people over-write initially, but less is generally more - especially in the world of work. With that in mind, here are some tips to help you communicate more effectively: •  Know who your audience is. •  Know why you are writing to this audience. •  Write at least an informal outline, and keep updating it as research and drafting progress. •  Know the most important point you're trying to convey, and unless your audience prefers an indirect approach, state your purpose clearly early on. •  Support your main point with compelling, logical arguments.

•  As you write, continue imagining the motivations and needs of your primary readers, as well as your own purposes.

•  If the writing becomes a strain or you get blocked, stop. Come back to it later. Corollary: get rid of the editor on your shoulder. There's plenty of time to revise once you have something to work with.

•  Use language, style and format appropriate to your audience and the method of publication/ distribution.

•  Use active verbs whenever possible - the verb "drives" the sentence.

•  Use headings and subheadings when appropriate and keep paragraphs relatively brief.

•  Make sure all sentences in the paragraph support the topic or focal sentence so the writing doesn't "wander."

•  Use transitional devices within paragraphs and to link the entire text.

•  "Sleep" on your draft, no matter how briefly. Even getting up, walking across the room and looking out the window for a few minutes can help.

•  Strongly consider printing out your text to revise; you see things on the printed page that you never notice onscreen. Then revise, rest, and revise again.

•  When you do edit on paper, use a highlighter pen to cross off your editing/revision comments as soon as you've made the changes. This procedure helps you keep track of where you are.

•  Print out and proofread in hard copy before distribution. Do NOT rely exclusively on spellcheckers - they can't read!

Finally, always remember that your goal is to communicate clearly, so both your objectives and your readers' needs are met.

For more information on writing clear, concise prose, check out the Federal government's Plain Language web site: http://www.plainlanguage.gov

For help with your organization's particular writing concerns, contact the Professional Writing Group (a service of PWP) at engl-pwg@umd.edu.

Getting the Most from Professional Writing - a Student's Guide (The Diamondback student newspaper article.)

Beyond the Classroom: Writing that Works
A Conference Hosted by the Professional Writing Program
August 28-29, 2006

*© 2006 Professional Writing Program - 3119 Susquehanna Hall - The University of Maryland, 20742. Telephone: 301-405- 3763. You are welcome to print out these tips for personal use. Contributors to this tip sheet are PWP faculty members Nicholas Allocca, Alexandra Calloway, Lea Chartock, Ceil Goldberg, Dan Hirschhorn, Bert Hubinger, Walter Knorr, Michael Marcuse, and Reiner Prochaska.

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