Practical rules for writing that is easy to read and hard to misinterpret.
Bottom line up front: lead with the conclusion, decision, or ask.
Subject does the action (clear ownership).
Example: "We shipped X."
Prefer specific nouns, numbers, and examples over vague labels.
Split compound thoughts to reduce ambiguity and improve scanability.
Remove "in order to", "very", "basically", and similar padding.
Write for a specific reader and outcome (inform, decide, request, align).
Keep paragraphs to 1-4 lines for fast scanning.
Headings should convey the point, not just the topic.
Put the most important words early in sentences and bullets.
List items should have the same grammatical form (makes comparisons easy).
Avoid nominalizations.
Example: "decide" over "make a decision".
Replace "some", "often", "might" with specifics or remove them.
Introduce a term, then use it consistently (avoid synonyms for the same thing).
Each paragraph should support a single point.
Bullets make multiple items scannable and reduce run-on sentences.
Replace "soon" with a date/time; replace "many" with a count.
Include owner + action + deadline.
Example: "Alex: approve by Fri 16:00."
Cut openings like "Just checking in" or "It should be noted".
Replace ambiguous "it/this/they" with the specific noun when needed.
Show one concrete example when a rule/idea could be interpreted multiple ways.
Choose the simplest word that is accurate (clarity > sophistication).
Aim to cut ~20% without losing meaning; remove repetition.
Reading aloud reveals awkward phrasing and missing words.
Can a reader skim just headings + first lines and still get the message?