Business Writing Excellence Checklist - Your Complete Quality Assurance Guide

Concise Summary

This comprehensive checklist transforms all key insights from Bryan A. Garner's business writing principles into an actionable quality control system. Organized around four essential phases—reader connection, systematic writing process, clarity and concreteness, and professional polish—this tool ensures consistent excellence in every business communication. Use it as a planning guide before writing, a quality check during drafting, and a final review before sending important documents. The checklist includes format-specific guidelines for emails, letters, and reports, plus reference lists for common language improvements.

This comprehensive checklist organizes all key learnings from Bryan A. Garner's "HBR Guide to Better Business Writing" into practical phases that follow the complete four-part framework. Use it as a strategic reference before starting any writing project, a quality control guide during development, or an evaluation tool for reviewing drafts at each stage.

How to Use This Checklist Effectively

Before Writing (Planning Phase)

Review Phase 1 (Reader Connection) and Phase 2 (Writing Process - Planning sections) to ensure you understand your audience and have a clear strategic approach.

During Writing (Active Creation)

Reference Phase 2 (Writing Process - Execution sections) and Phase 3 (Clarity and Concreteness) as you generate ideas, organize content, and draft your initial version.

After Writing (Review and Polish)

Apply Phase 4 (Professional Polish) and format-specific guidelines to transform your draft into polished, professional communication.

For Ongoing Improvement

Use the Supplementary Lists to gradually eliminate weak language patterns and build stronger communication habits.

PHASE 1: STRATEGIC READER CONNECTION

Complete this analysis before beginning any important business document

Audience Analysis and Alignment

[ ] Primary audience identified: I know exactly who will read this document and make decisions based on it
[ ] Reader needs assessment: I understand their specific goals, priorities, and current pressures or challenges
[ ] Motivation mapping: I've identified what will motivate them to read completely and respond positively
[ ] Knowledge level calibration: I'm targeting a "smart non-specialist" to balance sophistication with accessibility
[ ] Action orientation: I've clarified the specific action I want readers to take after reading

Strategic Purpose Definition

[ ] Clear objective statement: I can explain my precise purpose for this document in one sentence
[ ] Outcome visualization: I know exactly what results I want to achieve through this communication
[ ] Reader benefit emphasis: I've planned how to highlight "what's in it for them" within the first paragraph
[ ] Immediate relevance: I've prepared to connect my message to their current priorities or challenges
[ ] Purpose placement: I'm ready to state my main purpose clearly within the first two sentences

Professional Tone Strategy

[ ] Audience-appropriate tone: I've selected a tone that matches my readers' expectations and communication culture
[ ] Natural voice preparation: I'm committed to writing in a genuine, professional voice rather than corporate-speak
[ ] Personal connection planning: I've planned strategic use of personal pronouns (especially "you," "your," "we," "our")
[ ] Language accessibility: I've committed to avoiding unnecessary jargon, bizspeak, and overly formal expressions
[ ] Professional approachability: I've considered how to project competence while remaining likable and trustworthy

PHASE 2: SYSTEMATIC WRITING PROCESS

Follow this structured approach from initial brainstorming through complete draft

Idea Generation Phase (The Madman)

[ ] Unrestricted brainstorming: I've captured ideas without self-editing, organizing, or worrying about quality
[ ] Comprehensive content gathering: I've collected all relevant facts, data, research, and supporting evidence
[ ] Source credibility tracking: I've clearly distinguished verified facts from opinions and assumptions
[ ] Three-point focus: I've limited my core message to three main points for optimal reader comprehension
[ ] Clear thinking verification: I've written my main points as complete, specific sentences to test my logic

Strategic Organization Phase (The Architect)

[ ] Reader-centered outline: I've created a logical structure based on how readers need to receive information
[ ] Progressive logic building: I've arranged points in a sequence that builds understanding step by step
[ ] Strong opening planned: I've designed an introduction that immediately establishes context and purpose
[ ] Evidence-based middle: I've organized supporting content to clearly validate each main point
[ ] Action-oriented conclusion: I've planned an ending that reinforces key messages and prompts specific next steps

Efficient Drafting Phase (The Carpenter)

[ ] Protected writing time: I've scheduled dedicated, uninterrupted time blocks for focused drafting
[ ] Speed-focused approach: I'm committed to writing quickly without stopping to perfect word choices or grammar
[ ] Timed writing sessions: I've set productivity timers (5-10 minutes per section) to maintain momentum
[ ] Strategic section skipping: I'm prepared to move past difficult sections and return when I'm in better flow
[ ] Draft-edit separation: I've completely separated the drafting process from editing and revision activities

Document Architecture Planning

[ ] Informative heading structure: I've planned descriptive headings and subheadings that guide readers to specific information
[ ] Visual enhancement consideration: I've identified opportunities for graphics, charts, or visuals to clarify complex information
[ ] Executive summary inclusion: I've planned a front-loaded summary stating the problem, solution, and key benefits
[ ] Information hierarchy: I've organized content with the most critical information appearing first
[ ] Smooth transition planning: I've considered transition words and phrases to connect ideas logically

PHASE 3: CLARITY AND CONCRETENESS MASTERY

Apply these standards while drafting and during content-focused revisions

Sentence-Level Clarity Excellence

[ ] Optimal sentence length: I've kept most sentences under 20 words for easy processing and comprehension
[ ] Engaging rhythm creation: I've varied sentence length strategically to create natural flow and emphasis
[ ] Active voice prioritization: I've used active voice for most sentences to create clear accountability and directness
[ ] Strong sentence construction: I've built sentences around clear subjects and powerful, specific verbs
[ ] Conciseness evaluation: I've applied the "Can I say this more briefly?" test to every sentence

Concrete Communication Techniques

[ ] Specific evidence over claims: I've replaced abstract assertions with concrete examples, statistics, and measurable outcomes
[ ] Visualizable details: I've included specific details that readers can easily picture and remember
[ ] Strategic narrative use: I've incorporated relevant stories or case studies that illustrate key points effectively
[ ] Chronological clarity: I've presented events and processes in logical, time-based sequences when telling stories
[ ] Purpose-driven detail selection: I've included only details that directly support my main message and reader needs

Strategic Word Economy

[ ] Preposition reduction: I've eliminated unnecessary prepositions, especially excessive use of "of"
[ ] Verb strengthening: I've replaced weak nominalization patterns (-tion words) with strong, active verbs
[ ] Dynamic verb selection: I've minimized weak linking verbs (is, are, was, were) in favor of action verbs
[ ] Padding phrase elimination: I've removed filler expressions like "in terms of," "the purpose of," and "due to the fact that"
[ ] Functional word audit: I've removed any words that don't perform a necessary communication function

Information Flow Optimization

[ ] Logical idea connection: I've used appropriate transition words to guide readers through my reasoning process
[ ] Paragraph focus discipline: I've ensured each paragraph concentrates on one main idea or concept
[ ] Smooth paragraph transitions: I've verified that paragraphs flow naturally and logically from one to the next
[ ] Navigation support: I've used descriptive subheadings to help readers quickly locate relevant information
[ ] Complete information coverage: I've answered who, what, when, where, why, and how questions in my summary

PHASE 4: PROFESSIONAL POLISH AND EXCELLENCE

Apply during final editing and quality assurance review

Grammar and Mechanics Mastery

[ ] Subject-verb agreement verification: I've checked that all verbs agree with their subjects in person and number
[ ] Pronoun clarity assurance: I've verified pronoun agreement and eliminated any ambiguous pronoun references
[ ] Standard English compliance: I've corrected any nonstandard usage that might undermine professional credibility
[ ] Punctuation precision: I've used punctuation correctly and consistently to enhance rather than confuse meaning
[ ] Error elimination: I've carefully proofread for and corrected spelling, typographical, and formatting errors

Authentic Professional Voice

[ ] Corporate-speak elimination: I've removed business jargon, clichés, and unnecessarily formal expressions
[ ] Natural contraction use: I've used contractions appropriately to create conversational flow without sacrificing professionalism
[ ] Balanced pronoun strategy: I've used personal pronouns effectively without overusing "I" or sounding self-centered
[ ] Consistent tone maintenance: I've maintained an appropriate, consistent voice throughout the entire document
[ ] Human authenticity: I've ensured my writing sounds like a competent person, not an impersonal institution

Format-Specific Excellence Standards

Email Communication Excellence

[ ] Compelling subject line: I've written a specific, informative subject line that clearly indicates content and urgency
[ ] Immediate purpose clarity: I've stated my main request or message within the first two sentences
[ ] Optimal length management: I've kept the message concise enough to read on one screen without scrolling
[ ] Clear action specification: I've explicitly stated any deadlines, required actions, or expected responses
[ ] Professional signature inclusion: I've included complete contact information and relevant title/organization details
[ ] Strategic recipient selection: I've copied only people who genuinely need to receive this information

Business Letter Professionalism

[ ] Reader-first approach: I've opened with "you" and reader benefits before discussing my own needs or perspectives
[ ] Substantive content delivery: I've provided meaningful information rather than empty formalities or filler content
[ ] Direct communication style: I've avoided hedging, equivocating, and uncertain language that weakens my message
[ ] Natural language prioritization: I've used conversational expressions instead of stiff, overly formal business phrases
[ ] Positive news structure: I've sandwiched any difficult or negative information between positive, constructive elements

Report and Memo Impact

[ ] Informative title creation: I've written a specific, descriptive title that clearly indicates the document's purpose and scope
[ ] Executive summary effectiveness: I've included a summary that clearly states the problem, recommended solution, and supporting rationale
[ ] Focused issue organization: I've structured content around a limited number of main issues (ideally three) for optimal comprehension
[ ] Complete issue treatment: For each major point, I've stated the issue, presented my solution, and explained my reasoning
[ ] Multi-audience consideration: I've designed the document to serve executives, technical reviewers, and future reference needs

Final Quality Assurance Review

[ ] Purpose achievement verification: My document clearly accomplishes its stated objective and serves reader needs
[ ] Reader-benefit focus confirmation: The content consistently emphasizes what matters most to my intended audience
[ ] Communication clarity assurance: I've expressed ideas in clear, concise, and concrete language throughout
[ ] Professional authenticity balance: The tone sounds both natural and appropriately professional for the business context
[ ] User-friendly navigation: I've made it easy for busy readers to quickly find the information they need most
[ ] Action orientation success: The document effectively prompts readers toward the specific response or action I want

SUPPLEMENTARY REFERENCE LISTS

Business Jargon to Eliminate Immediately

Overused Corporate Expressions:

at the end of the day → ultimately, finally
going forward → from now on, in the future
impactful → effective, significant
leverage (as verb) → use, utilize, apply
operationalize → implement, put into practice
synergy → collaboration, combined effect
think outside the box → be creative, find innovative solutions
value-added → beneficial, valuable
win-win → mutually beneficial
core competency → main strength, expertise

Unnecessarily Formal Phrases:

as per → according to, following
pursuant to → according to, following
in regard to → about, concerning
please be advised → (delete completely)
at this point in time → now, currently

Plain Language Replacements for Formal Expressions

Common Formal Phrases → Clear Alternatives:

Enclosed please find → Here are; I've enclosed
As per your request → As you requested; Following your request
We are in receipt of → We received; We have
Due to the fact that → Because
At an early date → Soon, quickly
In respect of the matter of → About, regarding
Please don't hesitate to contact → Please contact; Feel free to call
We would like to take this opportunity → We want to; We're pleased to

Strategic Transition Words for Smooth Flow

Time and Sequence Connections:

Time progression: first, then, next, afterward, meanwhile, subsequently, finally
Immediate timing: now, currently, at present, meanwhile
Future orientation: later, soon, eventually, ultimately

Logical Relationship Indicators:

Adding information: also, additionally, furthermore, moreover, in fact, indeed
Providing examples: for example, for instance, specifically, in particular, such as
Showing causation: because, since, therefore, thus, consequently, as a result
Creating contrast: but, however, yet, conversely, instead, nevertheless, despite
Drawing conclusions: so, therefore, thus, in conclusion, in summary, ultimately

Physical and Conceptual Organization:

Location references: here, there, nearby, at the front, to the left, above, below
Importance hierarchy: most importantly, primarily, particularly, especially, notably
Emphasis building: indeed, in fact, certainly, undoubtedly, clearly

Implementation Strategy for Sustained Excellence

Daily Practice Integration

Use relevant checklist sections for routine communications to build consistent habits and gradually improve your overall business writing effectiveness.

Project-Specific Application

Apply the complete checklist systematically for important documents like proposals, reports, and formal correspondence that require maximum impact.

Continuous Improvement Process

Regularly review which checklist items you consistently miss, then focus on improving those specific areas through targeted practice and attention.

Team Communication Standards

Share appropriate sections with colleagues to establish consistent communication standards and quality expectations across your organization.

This content represents my own analysis and interpretation of concepts from Bryan A. Garner's "HBR Guide to Better Business Writing". For the complete experience and the full depth of these ideas, I highly recommend purchasing and reading the original book.

Frequently Asked Questions

Q: Should I use this entire checklist for every business communication? A: Adapt the checklist to your communication's importance and complexity. For routine emails, focus on Phase 1 (Reader Connection) and key Phase 4 items. For critical documents like proposals or reports, use the complete checklist systematically to ensure maximum effectiveness.

Q: How can I remember to apply these principles without constantly referring to the checklist? A: Start by focusing on one phase at a time until it becomes natural. Many professionals find it helpful to create a shortened version with their most common problem areas. Over time, these practices become automatic habits.

Q: What should I prioritize if I have limited time for revision? A: Focus on Phase 1 (ensuring reader relevance) and Phase 3 clarity items (sentence length, concrete details, word economy). These elements have the highest impact on communication effectiveness. Grammar and formatting can be addressed quickly but shouldn't overshadow content clarity.

Q: How do I balance thoroughness with efficiency when using this checklist? A: Use the checklist strategically—apply Phase 1 before writing, Phase 2 during organization and drafting, Phase 3 during content revision, and Phase 4 during final polish. This sequential approach is more efficient than trying to address everything simultaneously.

Q: Can this checklist help with collaborative writing projects? A: Absolutely. Different team members can focus on different phases, or the entire team can review documents using the same standards. The checklist provides consistent quality criteria that improve both individual and team communication effectiveness.

Q: How do I know which supplementary lists are most important for my writing improvement? A: Track your most common writing challenges over a few weeks. If you frequently use business jargon, focus on the elimination list. If your writing sounds stiff, emphasize the plain language replacements. If your ideas don't flow smoothly, concentrate on transition words. Target your biggest opportunities first.