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