Polished business writing is essential for planners to project a professional image. Here are some ideas on how to improve those all-important writing skills. By Andrea Zoe Aster

Fill a room with planning professionals and you have an instant party: Planners are, by nature, great talkers. But faced with the great white page (or computer screen), often the words don’t flow so freely. When projecting a professional image, polished business writing skills can be more important than polished shoes. Here’s how to make your written words flow as easily as your conversation.

Get to the point quickly. State your point in the first paragraph, not the last. It’s annoying for a reader to wade through pages to get to the statement, “I would like to recommend …” Say that first.

Keep sentences and paragraphs short. Most writing gurus agree: Limit sentences to about 20 words. Limit paragraphs to between three and seven sentences.

Be mindful of your tone. Keep it positive, even if you’re writing to complain about an action not taken. Instead of writing “You failed to sign this document,” say “I need your signature to process this document.” Avoid old-fashioned words. A brief list of such oft-used and dusty words includes henceforth, inasmuch, pursuant, above-mentioned. You’d never use these crusty old words in conversation. Don’t use them in written correspondence.

Proofread—even e-mail. It has become common to treat e-mail casually: no proofing, lots of witty acronyms and abbreviations. But e-mail leaves a trail, unlike a phone conversation. Write cleanly. Edit and proof before you send. And, when angry, wait 24 hours before responding. If you’re too emotional, you’re the one who will end up looking like the villain.

Leave on a high note. The most formulaic conclusion in the book is: “Please don’t hesitate to contact me with any further questions.” Avoid this written ‘rubber stamp.’ Instead, if reader action is required, make it clear the ball is in their court and state what they need to do now.