That walkthrough shows the whole method in miniature: each edit is small, but together they turn a polite paragraph into a message Sarah can answer in one word. For that same step-by-step feel applied elsewhere, ahaboo lets you work out how the Moon's phases arise or why photosynthesis needs a leaf.
1. Decide what you want the reader to do
Before writing, finish this sentence: “After reading this, I want [person] to [action] by [date].” If you can’t, you’re not ready to write. If you can, that sentence, lightly edited, is usually your opening line.
2. Put the point first
Journalists call it the inverted pyramid; the US military calls it BLUF, bottom line up front. The reader gets the decision, request or conclusion in the first sentence and the background after it. On a phone, the first two lines may be all they read before deciding when to deal with you.
3. Write short sentences
Aim for an average of 15 to 20 words, with no sentence over about 30. Long sentences aren’t wrong, but each extra clause is one more thing to hold in memory. The sentence length checker shows each sentence as a bar so the long ones stand out.
4. Use active voice
“The invoices were checked” leaves the reader asking who checked them. “Finance checked the invoices” answers it in fewer words. Keep passive voice for when the actor is unknown or truly irrelevant. The passive voice checker has an interactive explainer if the difference is fuzzy.
5. Choose plain words
“Use” not “utilise”, “help” not “facilitate”, “about” not “with regard to”. Plain words aren’t dumbing down: readers of every level process them faster. Jargon is the special case; the jargon translator turns corporate-speak back into English.
6. Replace vague words with facts
“ASAP” becomes “by Thursday 3 pm”. “A number of issues” becomes “three invoices worth $18,400”. “Significantly faster” becomes “from 10 days to 4”. Every weasel word is a question the reader has to send back to you.
7. Check the tone, then send
Read it as the recipient, on a bad day. Would “per my last email” or “going forward” sting? Is there one exclamation mark too many? The email tone checker flags the usual suspects and can rewrite the message in a more diplomatic or more confident tone.
Formats that help the reader
- Subject lines that say what you need: “Vendor invoices: pause or pay? (by Thu)”. Test them with the subject line tester.
- Short paragraphs: one idea each, three or four lines on a phone.
- Lists for three or more parallel items, steps or options.
- Bold sparingly, for dates and actions a skimmer must not miss.
Ready to try it on your own draft? Paste it into the business writing checker.