Rethinking what "Professional" Language Means

Introduction

Have you ever started reading a document, paused halfway through, and went back to the beginning to start over? It sounded ‘professional’, but you weren’t sure what it actually said or what you were supposed to do next. 

This often happens in ‘professional’ writing. Someone uses complex words and long sentences to sound credible and knowledgeable, but it only confuses their readers.

Professional writing helps people understand, decide, and act. If what you write only confuses or turns off your readers, is it really professional? 

Here are some reasons why plain language is the most professional choice you can make when writing.

Reasons traditional professional language doesn’t connect with readers

It makes your message harder for your audience to understand

Readers should not have to work to get the idea of your writing. Language that is overly complex, bureaucratic, and vague makes it difficult for people to take action.

Ditch the jargon and use words and phrases your readers understand and relate to. This helps your message have more impact. Having clear directions and ways to follow up if needed, helps your audience know how to respond.

For example:

Instead of…	Use…
We regret to inform you that your application cannot be processed at this time due to insufficient supporting documentation.	We can’t process your application because we’re missing some documents.

It distances you from your audience

Passive language creates distance between you and your audience. They may feel the content is not for them or that you do not care about their needs. Without connection, they may get a ‘cold’ feeling about your organization. When you address your audience directly and use language they understand, you build trust and strengthen your relationship with them.

Here’s some more examples:

Instead of…	Use…
The organization is currently undertaking a strategic realignment to optimize operational efficiencies.	We’re changing how we work to become more efficient.
All inquiries can be directed to our Administration Department during regular business hours.	Have a question? Our Administration Department can help you Monday through Friday from 9am-5pm.

Conclusion

When writing, don’t ask: “Does this sound professional?” Instead, ask: “After reading this, will my audience know what to do next?” Have you written your message in a way that they can easily understand, connect with, and take action on? 

Professionalism is demonstrated through usefulness, not formality. That’s why plain language is actually true professional language. 

Resources

• Cut the Jargon, Boost Satisfaction: Why Plain Language Matters in Customer Experience  - REI Systems

• A Guide to Using Plain Language at Work | Grammarly

• Plain Language Is for Everyone, Even Experts - NN/G