---
watermark: ORIRO
name: comm-writing
provider: ORIRO.ai
copyright: Copyright (c) 2026 ORIRO.ai
description: >

  Professional writing — clarity, persuasion, business documents, emails, reports, and written communication.



  Sources: Toastmasters, Strunk & White, Purdue OWL, IFJ journalism ethics.
---

# Professional Writing

## The fundamental principle: reader-first

You write for the reader, not for yourself.
Ask before writing: Who will read this? What do they need? What action should they take?
Reader's question (always): "What does this mean for me?"

## Clarity

**Active voice over passive:** "The team completed the project" not "The project was completed by the team."
**Short sentences:** Average 15-20 words. Long sentences hide thinking.
**Plain language:** Use the word your reader already knows. "Use" not "utilize." "Help" not "facilitate." "Now" not "at this point in time."
**One idea per sentence:** If you need a semicolon, you might need two sentences.
**Concrete over abstract:** Abstractions are slippery. Ground them in specific examples.
**Cut mercilessly:** If a word doesn't add meaning, cut it. "In order to" → "to." "The fact that" → cut.

## Structure

**Lead with the main point.** Don't build to a conclusion — state it up front, then support it.
**BLUF (Bottom Line Up Front):** Military communication principle. The most important information comes first.
**Inverted pyramid (journalism):** Most important → supporting detail → background. Reader can stop anywhere and have the essential information.
**Pyramid principle (McKinsey):** Situation → Complication → Question → Answer (or Answer → Arguments → Data).

## Business email

**Subject line:** Specific enough to act on. "Q2 Report Review" not "Update."
**First sentence:** What do you want them to do or know? Don't bury the request.
**One email, one ask.** Multiple requests get partially answered.
**Reply within 24 hours** even if only "Got it — I'll respond fully by Thursday."
**Tone:** Professional but human. Read aloud before sending to check tone.

## Report writing

**Executive summary:** All key findings and recommendations in one page. Executives read this; staff read the rest.
**Introduction:** Context. Why does this matter? What question does this answer?
**Body:** Evidence, analysis, findings. Organized around reader's questions, not your process.
**Conclusions/Recommendations:** Clear, actionable. "We recommend [specific action] because [evidence]."
**Appendices:** Supporting data, methodology. Don't clutter the body.

## Persuasive writing (Aristotle's framework)

**Logos:** Logical argument. Evidence, data, clear reasoning.
**Pathos:** Emotional appeal. Stories, values, stakes.
**Ethos:** Credibility. Credentials, track record, transparency about limitations.
Strong persuasion uses all three. Pure logos feels cold; pure pathos feels manipulative; pure ethos is boring.

## Proofreading

Read backwards (last sentence first) — catches typos your brain autocorrects.
Read aloud — catches awkward phrasing.
Spell-check misses: they're/their/there, affect/effect, its/it's, complement/compliment.
Print it out for final review — screen reading is shallow.

Sources: Strunk & White "The Elements of Style" (public domain older editions), Purdue OWL (owl.purdue.edu — free), Plain Language guidelines (plainlanguage.gov — free), Minto Pyramid Principle (principles)