Writing Guides

Quick Writing Guidelines

“The following guidelines are what I use when reading a paper. They are based on the

assumption that any written materials should be easy to comprehend. Remember that I

am susceptible to distractions and have many stimuli competing for my attention

attention. These guidelines are based on the basic principles of human information

processing.

You will receive a much better grade when you follow these guidelines. Also, you will

find that they are appropriate for most business writing as I am probably not much

different than most managers: I am busy, easily distracted and want the information

quickly.”

- Larry Smeltzer

1. Use headings to check overall coherence and logic. Assure that the headings are

parallel. The headings should generally be placed every three to six paragraphs.

2. Check paragraph length for appropriate, clear development. Each paragraph should

develop one idea. Writing professionals generally often advocate paragraphs of four to

six sentences.

3. The average sentence is 8 to 12 words long. A sentence should not exceed 25 words

unless there is a special reason for a compound or complex sentence.

Avoid excessive words

o Rather than saying “‘at this point in time, say “At this time…”

o Rather than saying “ In order to”, say “To…‘

Be aware of mis-placed modifiers

Assure that the tense remains constant

Split infinitives can lead to confusion

Compound and complex sentences can be difficult to read

4.Use tables or figures whenever possible.

Introduce and discuss the figures in the text

Place the graphs close to the dialogue

Label the graphs appropriately

All variables within the table must be labeled

5. Check all pronouns to ensure that their antecedents are clear.

Paragraphs and sentences generally should not begin with a pronoun

6. Check acronyms for clarity.

Assuming that readers understand acronyms may be risky

7. Conduct a final check for format and layout. Does the white space help assist in...