"This report by its very length, defends itself against the risk of being read."
- Winston Churchill
During the course of a busy day, receiving a long and detailed email is seldom welcomed. Worse still, the longer a correspondence is, the less likely it is to be read. There also is a distinct possibility that even if it is read, it may not be done completely or with full attention.
If a long email is necessary, the proper Netiquette should be followed to insure readability, the early introduction of a major topic and a brief explanation for the need to have a long message. It may also be best to have the correspondence divided and sent separately.One long-term negative factor of sending a long or verbose message may set a bad precedent in which the recipient will not immediately or ever read future correspondence.
Certain words can contribute to make sentences less clear as well as providing more verbosity. Among these are:
Simple steps to avoid wordiness
· Kind of
· Sort of
· For all intents and purposes
· In other words
· Basically, actually
· As previously stated
· Generally speaking
· In particular
· Generally, in general
Redundant words and appositives
An appositive is defined (by reference.com) as a word or phrase to identify, amplify or rename the preceding word. These can be unnecessarily obvious. Samples of these appositives which add no value are shown below:
This is an example of an appositive which provides unnecessary identification.
George Washington, the first president of the United States and a founding father . . .
George Washington, the first president . . .
George Washington . . .
Most email writers cannot avoid using redundant pairs and this is a common mistake made even in brief messages. Some generic examples of these include:
· past remembrances
· basic fundamentals
· true facts
· honest truth
· terrible tragedy
· final outcome
· unexpected surprise
· past history
· future plans
· boundary line
There are many, many more of these and the best way to reduce their usage is to maintain good Netiquette in messages and to edit text before sending.