If you want people to understand you, I recommend not writing like you’re trying to win a vocabulary contest. Big words might make you feel smart, but they rarely make your message any easier to understand. The point of writing isn’t to show off how many fancy words you know, it’s to make sure your reader gets it. A simple rule is “If you don’t speak that way, don’t write that way.”
I’ve seen plenty of people lose their readers because they were too busy trying to sound “official” or worse, “smart.” You don’t need to dress your words up in a tuxedo to make a point. In fact, the simpler you write, the more people will understand. Clarity beats complexity every time. And that’s pretty smart.
It may sound insulting but when writing for a large, general audience you should write so someone in 8th grade or Year 9 could understand. If a 13- or 14-year-old can understand your message, chances are everyone can. The truth is most readers appreciate understanding you more than how many fancy words you know. I know I do. It’s easy to write like a professional without being pretentious.
When you’re writing, think about who you’re talking to. Are you explaining something to coworkers, clients, or the public? Use the language they use. If you want as many people as possible to understand your message, avoid these common pitfalls.
Five examples of writing you should avoid:
1. Military jargon — I list military-speak first because unless you grew up a “military brat” like I did, chances are your reader is going to have to look most of them up. I suspect the average person only knows what SNAFU means. Unless you’re addressing a military audience, use plain English so everyone understands. And please avoid the 24-hour clock (“I’ll call you at 1600 hours”). Again, it confuses readers who don’t share your military background.
2. Corporate buzzwords — Phrases like “circle back,” “leverage synergies,” or “move the needle” are great examples of today’s corporate speak. Sure, you sound trendy, but did everyone understand what you meant? The goal is to be understood, not cool. Here are some examples of clear writing over trying to be cool:
“Circle back” → “follow up,” “get back to you,” or “talk about this again later.”
Example: “Let’s circle back next week” → “Let’s talk about this again next week.”
“Leverage synergies” → “work together,” “combine our strengths,” or “make the most of what we already do well.”
Example: “We should leverage our synergies” → “We should work together and use our strengths to get better results.”
“Move the needle” → “make real progress,” “create change,” or “make a noticeable difference.”
Example: “We need to move the needle on this project” → “We need to make real progress on this project.”
3. Academic overload — Long sentences filled with unnecessary clauses or “therefores” and “wheretofors” make people tune out
4. Legal speak — Overly formal phrasing like “pursuant to,” “herein,” or “aforementioned” sounds stiff and outdated. While there are times when its appropriate, even mandated, but when its not, don’t do it. It sounds like legalese. It’s also just about the time your audience tunes out, myself included.
5. Pretentious vocabulary — Words like “utilize” instead of “use,” or “ameliorate” instead of “improve,” don’t make you sound any smarter or your point any clearer. What they do is obfuscate your meaning. (See what I did there? Lol!) I meant, they confuse the reader. Keep it simple. Keep it clear. Keep it understandable.
The best writing is understandable – which is the point. Know your audience and adjust the vocabulary accordingly. The goal is always to be understood.