How to Write for Busy Readers

Modern workplaces rely on written communication. Things like emails, Teams messages, and decks do a lot of heavy lifting when it comes to sharing information. However, most readers tend to be incredibly busy with limited time to fully read and understand written communication, leaving us to wonder exactly how to write for busy readers.

At work, when we send someone an email or ask them to review a document, we’re usually not the only ones asking for a moment of their time. Work that once happened in meetings now happens in writing. Even outside the office, we spend our days scanning text messages, social media, and online content.

For example, people in government and business settings receive, on average, around 20-30 emails per day. This means that our reader is already reading when we ask them to read some more. As a result, it becomes incredibly important for us to pay attention to how we’re writing and organizing our information to speak to the needs of busy readers.

This article will explain how people read today and will show you how to write clearly so busy readers can understand your message quickly.

Key Insights:

• People read by skimming for information
• A well-structured document is easiest to understand
• It’s important to learn how to write clearly using plain language

How do people read?

In modern workplaces, people read far more than we have ever read before. And the amount of written communication we interact with has only increased since the COVID-19 pandemic. If we want to ask our colleague a question, we might send them a Teams message. Instead of a brief meeting, we might choose a placemat or deck instead.

The increase in written communication isn’t the only challenge we’re facing when it comes to sharing information. We’re also responsible for processing more information now than we’ve ever had to deal with before. The internet has given us a valuable opportunity to quickly get information from all corners of the world, meaning that we can do our jobs quicker and more effectively than in the past.

We are now expected to deal with an increasing amount of information while quickly making decisions and developing solutions. This constant flow of information creates information overload, which is too much content competing for too little attention. As a result, readers skim and search for clues within our documents, rather than reading them word-for-word. Wading through all the information they’re given takes more of our reader’s time and brain power, leaving them less time for what we have to tell them.

Here’s what that looks like in practice:

These two problems, an increase in written communication and an overabundance of information, have made it difficult for us to read, decipher, and pay attention to things like emails, reports, and proposals. In turn, communication becomes more difficult and requires a different approach to make sure we get what we need.

So, if people typically pay less attention to our emails, reports, and briefing notes, what are they doing when they read?

Where do they look for information?

When people read, they skim your document for information. Since most people don’t have the time or ability to focus on one specific email for too long, readers have developed a new way of engaging with written communication.

They tend to look for keywords and clues to help them get an idea of your point.

In practice, this looks like them searching for information in:

• Headings
• The first sentence of every paragraph
• The first 3-5 bullets in a list

They use the information they find in these places to figure out what the document is saying and what they need to do about it. However, if you fail to consider how people read, you might end up prioritizing the wrong information and creating confusion instead of clarity.

This is why it’s important to think about how to write for busy readers and put information where you know they’ll be looking for it.

How can I write clearly for busy readers?

Most modern readers enter any document, long or short, with specific questions that they need answered. When reading, people want to know the following:

• What is this about?
• Why does this matter?
• Why am I receiving this?
• How does this benefit or help me?
• Do I need to take action?

The more clearly and quickly you answer these questions, the more successful your document will be.

How can I help readers find the point quickly?

Using your headings, topic sentences, and bullet-point lists, answer your reader’s questions as quickly as you can. To better understand how to write and structure information for your target reader, you have to pay attention to what the structural pieces of your document are doing. Try to put yourself in the place of your reader and really think about what they need from you.

Your headings should either provide instruction or mirror a question you anticipate your reader might have. The key is to clearly show that the information under that heading will answer a specific question.

• Unclear: Part 1
• Better: How to complete your application
• Or: How do I complete my application?

Your topic sentences should act as an executive summary of your paragraph. Your reader should also be able to read through your document looking at only the topic sentences and still get a clear overview of the document. Doing this helps them follow the discussion and increases the chances that they’ll get a proper understanding of your core point.

• Unclear: We’ve been reviewing our intake process for several months, and after gathering feedback from staff and clients, we’ve identified several issues that are slowing down service delivery.
• Better: Our current intake process is slowing down service delivery for three main reasons.

Your bullet-point lists should have the most important information in the first few bullets. If your reader is only going to look at the first three or so items, put your important points where you know people will be looking for it.

How can I make my writing clearer?

In addition to creating the right structure, you need to make sure the language you use is easy to understand. According to the Canadian Association of Science Centres (PDF), when it comes to information, people value clarity over everything else. If your document is easy to understand and follow, you gain credibility with your reader, making it easier for them to pay attention to what you have to say.

How to write more clearly:

• Use common, concrete words
• Repeat key terms in your headings and topic sentences
• Use verbs that show action
• Keep sentences short and direct

For example, when writing an email, you can choose key words that align with your overall purpose. Then have those key words make an appearance in your topic sentences and headings. If the goal is to set a meeting, include the word “meeting” in the very first sentence. It would also be a good idea in this instance to follow that up with a brief explanation of what the meeting will be about.

At the same time, pay attention to using proper plain language techniques by choosing common and impactful words to clearly explain your piece of information. Again, the focus needs to be on giving someone the answers they need quickly and clearly, which then makes it more likely that our document is going to do what we need it to do.

How can I be sure I’m on the right track?

In addition to putting your information in the right place and using the right words to do so, there are a few more quick things we can do when writing clearly in a business and government context. For example:

• Have an AI tool check for clarity and structure
• Read your document using only the topic sentence to see how it flows
• Ask a colleague if the information in your writing is clear and easy to find

When you understand how busy readers search for information, you can structure your writing so your message comes across quickly and clearly. The techniques described above are a strong starting point, but they’re only one small part of a complete writing strategy.

PMC Training’s Writing in Plain Language course goes deeper into how to organize information, write for different audiences, and use language strategically to support decision-making and achieving your professional goals. If you want to strengthen your writing across emails, decks, briefing notes, and much more, this course offers practical, hands-on strategies you can apply immediately.