Security Magazine logo
search
cart
facebook twitter linkedin youtube
  • Sign In
  • Create Account
  • Sign Out
  • My Account
Security Magazine logo
  • NEWS
    • Security Newswire
    • Technologies & Solutions
  • MANAGEMENT
    • Leadership Management
    • Enterprise Services
    • Security Education & Training
    • Logical Security
    • Security & Business Resilience
    • Profiles in Excellence
  • PHYSICAL
    • Access Management
    • Fire & Life Safety
    • Identity Management
    • Physical Security
    • Video Surveillance
    • Case Studies (Physical)
  • CYBER
    • Cybersecurity News
    • More
  • BLOG
  • COLUMNS
    • Cyber Tactics
    • Leadership & Management
    • Security Talk
    • Career Intelligence
    • Leader to Leader
    • Cybersecurity Education & Training
  • EXCLUSIVES
    • Annual Guarding Report
    • Most Influential People in Security
    • The Security Benchmark Report
    • The Security Leadership Issue
    • Top Guard and Security Officer Companies
    • Top Cybersecurity Leaders
    • Women in Security
  • SECTORS
    • Arenas / Stadiums / Leagues / Entertainment
    • Banking/Finance/Insurance
    • Construction, Real Estate, Property Management
    • Education: K-12
    • Education: University
    • Government: Federal, State and Local
    • Hospitality & Casinos
    • Hospitals & Medical Centers
    • Infrastructure:Electric,Gas & Water
    • Ports: Sea, Land, & Air
    • Retail/Restaurants/Convenience
    • Transportation/Logistics/Supply Chain/Distribution/ Warehousing
  • EVENTS
    • Industry Events
    • Webinars
    • Solutions by Sector
    • Security 500 Conference
  • MEDIA
    • Videos
      • Cybersecurity & Geopolitical Discussion
      • Ask Me Anything (AMA) Series
    • Podcasts
    • Polls
    • Photo Galleries
  • MORE
    • Call for Entries
    • Classifieds & Job Listings
    • Continuing Education
    • Newsletter
    • Sponsor Insights
    • Store
    • White Papers
  • EMAG
    • eMagazine
    • This Month's Content
    • Advertise
  • SIGN UP!

Writing Lessons Before You Hit ‘Send’

By Julie Miller
February 1, 2008
“Writing crisply will make your e-mail communications stand out to your bosses,” contended Dr. Julie Miller.


In today’s information-crazed, e-mail driven global economy, how chief security officers and security directors use this powerful, immediate and addictive tool can mean the difference between leadership and upward mobility or business and career disaster.

These lessons will help train security executives whether you write white papers, RFPs, operations updates or e-mails.

1. No one has the time to read long documents.

Is research, data analysis, critical thinking not important? Are people’s attention spans shorter? Absolutely not! But people are on information overload. They can only take in so much data at one sitting. Learning how to synthesize information in a short, concise document will go a long way to making you a valuable employee.

2. Critical thinking equals success.

Disciplining yourself to concisely put your thoughts on paper does everyone a favor. First, it forces you to extract the essence of your idea, plan or project, thus providing valuable think time. As you tighten up the document, you are compelled to work through your ideas. Second, it makes you more valuable to your CEO, as an employee or as a supervisor. Sharp and short memos, e-mails or reports that you generate will be read. Who knows, even intangible results like respect can come from effective writing and thinking. Last, what you want to happen will happen when your boss, colleagues or security staff members receive your document. Readable and crystal-clear writing gets results.

3. A client’s time is more precious than yours is.

If you think you work at warp speed, remember so do others! Many business documents are wordy, disorganized, vague or slow to get to the point. Writing crisply will make your e-mails, reports and documents stand out. If your boss or staff members have to wade through worn out or weary sentences, you are asking too much (20 words maximum). If they have to reread your writing to make sense of it, you are on thin ice. In addition, if they are working too hard to read your document – formatting helps – they will stop reading.

4. Be clear in your responses.

Mention pertinent facts and information that will specify exactly what you are writing about. Example: I talked to them about it the other day, and they want to see the other one before they make up their minds. How would you know what this e-mail is about without threading or having specifics from the body of the text? It should read: I talked to company A and they want to see the RFP before they make a decision.

5. Actionable and informative subject lines save time.

A recent study found that by writing actionable and informative subject lines saved a corporation thousands of hours in time lost trying to decipher how to categorize and/or respond to a message. Summarize the message in the subject line to communicate your content. Repeat the subject within the body of the e-mail to reinforce your message.

6. The reader reigns supreme.

Your enterprise’s sales people know this truism: If you know your customer, you can deliver the goods. It is always about your readers – their wants, needs, headaches, concerns. It is never about you. Think about what is important to them in your message. Then write it clearly and concisely.

7. Formatting increases readability.

Make your messages easy on the eye. Format your e-mails with white space, bullets, bolding, headers, lists and appropriate indents. Remember, it takes 25 percent more time to read something on screen than on paper.

8. Proofread like crazy.

No excuses for spelling, grammatical and factual errors in e-mail messages.

9. Know when e-mail is not the appropriate vehicle.

Though it’s tempting to use e-mail to communicate bad news or criticism, this non-confrontational approach is inappropriate. These issues need to be addressed in person.

SIDEBAR: Hello Bob

An accounting firm had a 20-year association with a manufacturing company. The relationship’s longevity was grounded in the close relationship between the CEO and the firm’s top CPA. When the accountant retired from the firm, another employee took over the account. Her introductory e-mail to the CEO began, “Hi Bob!” Upon receipt, the client called and said, “Bob? I do not even know you! How dare you assume we have a relationship? I am ‘Mr. Jones’ to you.”

Share This Story

Looking for a reprint of this article?
From high-res PDFs to custom plaques, order your copy today!

Dr. Julie Miller, founder of Business Writing That Counts, is a national consultant and trainer. For more information, visit http://www.businesswritingthatcounts.com.

Recommended Content

JOIN TODAY
To unlock your recommendations.

Already have an account? Sign In

  • Security's Top Cybersecurity Leaders 2024

    Security's Top Cybersecurity Leaders 2024

    Security magazine's Top Cybersecurity Leaders 2024 award...
    Top Cybersecurity Leaders
    By: Security Staff
  • cyber brain

    The intersection of cybersecurity and artificial intelligence

    Artificial intelligence (AI) is a valuable cybersecurity...
    Security Enterprise Services
    By: Pam Nigro
  • artificial intelligence AI graphic

    Assessing the pros and cons of AI for cybersecurity

    Artificial intelligence (AI) has significant implications...
    Cybersecurity Education & Training
    By: Charles Denyer
Subscribe For Free!
  • Security eNewsletter & Other eNews Alerts
  • eMagazine Subscriptions
  • Manage My Preferences
  • Online Registration
  • Mobile App
  • Subscription Customer Service

More Videos

Sponsored Content

Sponsored Content is a special paid section where industry companies provide high quality, objective, non-commercial content around topics of interest to the Security audience. All Sponsored Content is supplied by the advertising company and any opinions expressed in this article are those of the author and not necessarily reflect the views of Security or its parent company, BNP Media. Interested in participating in our Sponsored Content section? Contact your local rep!

close
  • Crisis Response Team
    Sponsored byEverbridge

    Automate or Fall Behind – Crisis Response at the Speed of Risk

  • Perimeter security
    Sponsored byAMAROK

    Why Property Security is the New Competitive Advantage

  • Duty of Care
    Sponsored byAMAROK

    Integrating Technology and Physical Security to Advance Duty of Care

Popular Stories

Pills spilled

More than 20,000 sensitive medical records exposed

Laptop in darkness

Verizon 2025 Data Breach Investigations Report shows rise in cyberattacks

Coding on screen

Research reveals mass scanning and exploitation campaigns

White post office truck

Department of Labor Sues USPS Over Texas Whistleblower Termination

Computer with binary code hovering nearby

Cyberattacks Targeting US Increased by 136%

2025 Security Benchmark banner

Events

September 29, 2025

Global Security Exchange (GSX)

 

November 17, 2025

SECURITY 500 Conference

This event is designed to provide security executives, government officials and leaders of industry with vital information on how to elevate their programs while allowing attendees to share their strategies and solutions with other security industry executives.

View All Submit An Event

Products

Security Culture: A How-to Guide for Improving Security Culture and Dealing with People Risk in Your Organisation

Security Culture: A How-to Guide for Improving Security Culture and Dealing with People Risk in Your Organisation

See More Products
×

Sign-up to receive top management & result-driven techniques in the industry.

Join over 20,000+ industry leaders who receive our premium content.

SIGN UP TODAY!
  • RESOURCES
    • Advertise
    • Contact Us
    • Store
    • Want More
  • SIGN UP TODAY
    • Create Account
    • eMagazine
    • eNewsletter
    • Customer Service
    • Manage Preferences
  • SERVICES
    • Marketing Services
    • Reprints
    • Market Research
    • List Rental
    • Survey/Respondent Access
  • STAY CONNECTED
    • LinkedIn
    • Facebook
    • YouTube
    • X (Twitter)
  • PRIVACY
    • PRIVACY POLICY
    • TERMS & CONDITIONS
    • DO NOT SELL MY PERSONAL INFORMATION
    • PRIVACY REQUEST
    • ACCESSIBILITY

Copyright ©2025. All Rights Reserved BNP Media.

Design, CMS, Hosting & Web Development :: ePublishing