5 ways to format your written comms so people actually read them
Have you ever received an email that is way too long, way too text-heavy, and way too boring? Well, we can’t necessarily help with the boring content (although we have our ways!), but for longer messages where there’s more complex information to digest, there are some quick formatting tricks to present the information in a way that makes it easier to read and understand.
1 Use white space
Breaking up your paragraphs into shorter pars - typically just one or two sentences - and having spacing between each helps to break up big chunks of text, making it easier to read immediately. Also, people are less likely to baulk at the email if they see lots of smaller pars with space, rather than one big piece of text.
2 Use dot points
Shorten your sentences so they are more concise, and then turn them into dot points. Our eyes find it easier to follow dot point lists; and people are more likely to at least remember there was a list!
Also, if you do have a list of items or concepts, creating a dot point list rather than a number of sentences helps people to remember those items.
3 Replace lengthy explanations with a visual
If you’re trying to describe a new process, or how one concept or project relates to another, then a simple visual will do the trick. Most people are visual thinkers, so they’ll ‘get’ the concept if it’s in a diagram, rather than if it’s explained in a number of sentences.
Top tip - you don’t need a graphic designer to do this for you! Check out a tool like Canva, or even using the chart function in PowerPoint can be a great starting point.
Below is an example of how you can reduce a list of dot points to a simple visual.
Example of how to reduce a list of dot points to simple visuals.
4 Add a ‘key points’ section
If it is a longer email it might be helpful to have a section right at the beginning that outlines the three-to-five top key points. Then if people read nothing else, they at least have read the key messages you wanted to get across!
Similarly, if there is an action people need to take, make it clear - at the start of the email, it’s absolutely okay to write ‘Action required …’, and then offer the context and further information.
5 Use sub-headings
Sub-headings help the user navigate the story you’re trying to tell. They also bring awareness to key points, and can be used to highlight your key messages. If a person just skim reads your email, they are likely to just read the sub-headings - if the sub-headings explain key points concisely, then you’ve done your job with communicating!
Want more info on these tips?
Check out episode 7 of our Less Chatter, More Matter podcast: Formatting hacks that will get your comms read! Available here, or on most major podcast apps.
