Draw a background before illustrating the finer points

Many Americans struggle with the basics of written communication, and it has an impact professionally. But learning a few skills and unlearning some habits can help improve your writing. 

Here are more suggestions to add to the tips offered in a previous column. 

Context before detail 

Organize your document to be front-loaded; that is, educate the reader about what is coming. Put the important material up front. 

Readers understand much more easily if they have a context. Because readers understand new information in relation to what they already know, tell them a piece of new information that relates to their presumed knowledge. Then build on that information with each piece you add. 

First, ask yourself how much your audience already knows about your subject. What do you have to tell them first? You can just write "snow" in Michigan, and people will understand. If you write about snow to a Samoan, you might have to explain it. 

You must build a container - context - in the reader's mind, so when you pour in the facts of your writing, the reader has the container to hold the information. Otherwise, it leaks out. 

One reason we put important points up front is that we need to put context before details. The reader learns by building on prior knowledge. If the reader starts with no knowledge of your subject - you have to give the reader everything. But don't start out giving facts without giving the context. Tell the reader what is coming. And put that right up front. 

Frame the issue in fewer than 75 words 

Let's assume you are writing a proposal to your boss that the company buy a certain type of widget. You have done your research and have discovered that the company can save thousands of dollars by switching to this type of widget. 

Before you start in with facts, or anything else, tell the reader what the proposal is about. Include the most important part of your proposal, memorandum or whatever is framing the issue. What do you want the reader to know, and to do? 

Do not start writing until you have a succinct statement of what you are writing about. And you must do this in 50-75 words. If you can't explain the issue in 75 words, you do not understand it very well, and neither will your reader. Put your issue statement right up front, preferably in the first paragraph. 

In our widget example, you could start this way: 

I have done extensive research on the cost of widgets to our company. We now use XBX No. 38765ztr widget, manufactured by ABC Inc. We have been doing business with ABC for six years. My research studied four other widgets that all have the same performance capabilities: Bartleby model 48574857, Zirco model GT67Fz, Bient Co. model VVVx90, and Fastwig model 4. As a result I have determined... 

Or you could start this way: 

Our company could save $560,000 per year if we switch widgets. We now use ABC?No. 38765ztr. If we change to Fastwig model 4, we will get the same performance for much less money.

Which is more persuasive? Which will the boss be most likely to continue reading? A short, plain statement of the issue tells the reader what the writing is about and provides context for the discussion that follows. 

Make that statement the first paragraph in almost anything you write. 

State the facts succinctly 

Remember that you have already put the issue up front in 75 or fewer words. Then when you put in more facts the reader will know where the facts fit. 

You have already told the reader what the issue is and what you want the reader to do, if anything, in your 75-word statement. Then expand on that. A facts statement of two or three pages should suffice for any issue. 

Have someone else (perhaps a teenager) read your facts statement and see if that reader can tell you what the facts are. Maybe the technical details won't be clear, but the facts should be clear to anyone, whether or not they are in your industry or discipline. Be concise. Advertising and speech writers know that strong writing comes from paring words to a minimum. The fewer the words, the more memorable the point: "I have nothing to offer but blood, tears, toil and sweat." "I have a dream." "Where's the beef?" 

Avoid Overchronicling 

There is nothing wrong with stating the facts in chronological order. But do not fall into the habit of starting every sentence with a date. 

Avoid overchronicling. Too much writing contains extraneous dates: "On March 23, 2000, this happened, then on May 6, 2000, this happened." This approach confuses the readers, because we don't know what facts are important, and what, if any, dates we should remember. As a general rule, most dates are not important. 

Putting in an exact date signals to the reader that this date is important - remember it - you will need it later. 

Unless an exact date is important - and sometimes it might be - leave it out. Instead, tell us only the material facts, and why they are important.

You can maintain continuity and order by clues like next and later, or next month. You will be surprised how much better your story flows.

Say in June rather than on June 14, 2006. And note that June 2006 does not take a comma. 

Putting pen to paper 

Important material should be explained first, followed by details to put writing in context.
Have a succinct statement, and keep it to no more than 75 words.
Chronological order is OK, but don't overuse the listing of dates.

Painter is a judge on the Ohio First District Court of Appeals and wrote "The Legal Writer: 40 Rules for the Art of Legal Writing." Contact him at www.judgepainter.org.