Clarifying the Purpose of Your Writing

Define the intention of the written message (to inform, to warn, to request).

As in verbal communication, every written message must have a clear and defined purpose before the first word is written.

It is essential to ask: "What is my intention, what do I want to achieve with this text?

The purpose can vary significantly; it may simply be to report on the progress of a project, to present facts to help others make a decision, or to warn of an imminent risk that threatens a deadline.

Having this intent clear from the outset is crucial, as every sentence and every piece of information included in the writing must serve to reinforce and fulfill that primary objective.

This initial clarity ensures that the message is consistent, focused and does not veer into irrelevant information.

How the objective determines the tone and choice of words

The intent of the message is the factor that determines the tone, language and level of formality to be employed.

Written communication should be flexible and tailored to both the objective and the recipient.

For example, if the objective is simply to request a status update from a colleague with whom you have a good relationship, the tone will be collaborative and cordial.

However, if the objective is to strongly warn about the consequences of a delay in a critical project, the tone will be much more direct and assertive, using language that reflects the seriousness of the situation.

It is important to emphasize that it is possible to be firm without resorting to personal attacks; this is achieved through a careful choice of words that focuses on the facts and the action required, rather than on value judgments.

The importance of clarity to avoid ambiguity

In written communication, clarity is paramount, since the receiver does not have the support of tone of voice or body language to interpret the message; only the words are available.

Therefore, the text must not leave room for interpretation.

Ambiguous phrases such as "I'm a bit overloaded at the moment" are problematic because they can mean many things: does the person need more time, is he or she asking for the request to be addressed to someone else, or is he or she implying that you stop sending messages to him or her?

To avoid this confusion, communication should be explicit and specific.

A much more effective response wo