Purpose
Clear, consistent writing makes us look professional and saves everyone time. This guide gives you simple formats and plain-English standards to follow at work.
Plain English
- Write the way you’d explain it to a colleague — clear and direct.
- Keep sentences short and use everyday words.
- Lead with the main point, then the detail.
- Use bullet points and headings to break up information.
- Avoid jargon and acronyms unless the reader will know them.
Tone and professionalism
Be polite, respectful and helpful. Stay calm and factual, even when something’s gone wrong. Don’t write anything you wouldn’t be comfortable having read back to you.
Email format
- Subject line: short and specific so the reader knows what it’s about.
- Greeting: “Hi [name],” is fine for internal email.
- First line: the main point or what you need.
- Body: the detail, in short paragraphs or bullets.
- Close: any action and a deadline, then a sign-off and your signature.
Memo format
Use the memo template for internal notices: To, From, Date, Subject, then Purpose, Details and Action required. See the templates library.
Meeting agenda format
Send an agenda before the meeting: meeting name, date/time, location, chair and minute-taker, then a numbered list of items with who’s leading and roughly how long each will take.
Meeting minutes format
Record who was present and apologies, the decisions made, and the actions with an owner and due date for each. Keep it brief — minutes are a record, not a transcript.
Short update format
For a quick progress update, cover three things: what’s done, what’s next, and anything in the way (blockers or risks). A few lines is plenty.
Proofreading checklist
Before you send anything important:
- Is the main point clear in the first line?
- Have you said what you need and by when?
- Spelling, names and numbers correct?
- Right people in the To and Cc?
- Any attachments actually attached?
- Tone polite and professional?
File naming conventions
Name files so others can find them: YYYY-MM-DD_Topic_Version. For example:
20XX-06-24_Team-Meeting-Minutes_v120XX-06_Resource-Usage-Report_Final
Avoid spaces-only names like “Document1”, and don’t use “final-final” — use version numbers.
Subject line examples
- Action needed: timesheet approvals by Thu 26 Jun
- FYI: Level 14 print room closed Friday for maintenance
- Decision required: supplier choice for stationery
- Customer follow-up: order NX-10482 — delivery update