This comprehensive checklist organizes all key learnings from Bryan A. Garner’s “HBR Guide to Better Business Writing into practical phases that follow our four-segment structure. Use it as a reference before starting a new writing project, or to evaluate your drafts at each stage of development.
PHASE 1: READER CONNECTION
Use before planning your document to align with reader needs
Understanding Your Readers
- I’ve identified my primary audience and their specific needs
- I’ve considered their goals, priorities, and pressures
- I’ve determined what will motivate them to read and respond
- I’m writing for a “smart non-specialist” to balance sophistication and accessibility
- I’ve clarified what I want readers to do after reading my document
Purpose Clarity
- I’ve defined my precise purpose for writing this document
- I know exactly what outcomes I want to achieve
- I’ve planned how to highlight “what’s in it for them” early in the document
- I’ve considered how to make my message immediately relevant to readers
- I’ve prepared to state my purpose within the first few sentences
Tone Planning
- I’ve chosen an appropriate tone for my audience and purpose
- I’m prepared to write in a natural, professional voice
- I’ve planned to use personal pronouns (especially “you” and “your”)
- I’ve committed to avoiding bizspeak and overly formal language
- I’ve considered how to sound likable while maintaining professionalism
PHASE 2: WRITING PROCESS
Use to guide your approach from idea generation through drafting
Idea Generation (The Madman)
- I’ve brainstormed without self-editing or organizing
- I’ve captured all relevant facts, data, and opinions
- I’ve clearly distinguished facts from opinions in my notes
- I’ve limited my main points to three whenever possible
- I’ve written these points as full sentences to clarify my thinking
Organization (The Architect)
- I’ve created a logical outline from the reader’s perspective
- I’ve arranged points in a sequence that builds understanding
- I’ve planned an introduction that quickly states the purpose
- I’ve organized the middle to clearly support my main points
- I’ve planned a conclusion that reinforces key messages or prompts action
Drafting (The Carpenter)
- I’ve scheduled dedicated time for uninterrupted drafting
- I’ve committed to writing quickly without stopping to edit
- I’ve set a timer to create productive pressure (5-10 minutes per section)
- I’m prepared to skip difficult sections and return to them later
- I’ve separated drafting completely from editing
Document Structure
- I’ve planned informative headings and subheadings
- I’ve considered where graphics or visuals might enhance understanding
- I’ve included a summary at the beginning that states the problem and solution
- I’ve organized content with the most important information first
- I’ve planned transition words and phrases to connect ideas
PHASE 3: CLARITY AND CONCRETENESS
Use while drafting and during first-round revisions
Sentence Clarity
- I’ve kept most sentences under 20 words
- I’ve varied sentence length for rhythm and emphasis
- I’ve used active voice for most sentences
- I’ve constructed sentences with clear subjects and strong verbs
- I’ve asked “Can I say this more briefly?” for each sentence
Concrete Expression
- I’ve replaced abstract claims with specific examples
- I’ve included concrete details that readers can visualize
- I’ve used stories or narratives where appropriate
- I’ve presented facts in chronological order when telling stories
- I’ve included only relevant details that support my purpose
Word Economy
- I’ve removed unnecessary prepositions (especially “of”)
- I’ve replaced nominalizations (-ion words) with verbs
- I’ve eliminated weak verbs (is, are, was, were) where possible
- I’ve cut padding phrases (“in terms of,” “the purpose of”)
- I’ve removed any words not performing a necessary function
Information Flow
- I’ve used transition words to connect ideas logically
- I’ve ensured each paragraph focuses on one main idea
- I’ve verified that paragraphs flow logically from one to the next
- I’ve used descriptive subheadings to guide readers
- I’ve answered the who, what, when, where, why, and how in my summary
PHASE 4: PERFECTING YOUR PROSE
Use during final editing and polishing
Grammar and Mechanics
- I’ve checked subject-verb agreement throughout
- I’ve verified pronoun agreement (gender and number)
- I’ve eliminated any nonstandard English usage
- I’ve used punctuation correctly and consistently
- I’ve fixed any spelling or typographical errors
Professional Tone
- I’ve eliminated bizspeak and clichés
- I’ve used contractions appropriately to sound natural
- I’ve balanced personal pronouns (not overusing “I”)
- I’ve maintained a consistent, appropriate tone throughout
- I’ve ensured my written voice sounds like a real person, not an institution
Format-Specific Elements
For Emails:
- I’ve created a specific, informative subject line
- I’ve stated my purpose in the first few sentences
- I’ve kept the message to one screen of text or less
- I’ve clearly specified any deadlines or actions needed
- I’ve included a professional signature with contact information
- I’ve copied only those who need to be included
For Business Letters:
- I’ve focused on the reader (using “you” before “I”)
- I’ve stated something substantive, not just filler
- I’ve avoided hedging and equivocating
- I’ve used natural language instead of formal expressions
- I’ve sandwiched any negative news between positive elements
For Reports and Memos:
- I’ve created a strong, informative title
- I’ve written a summary that states the problem, solution, and rationale
- I’ve organized around a limited number of main issues (preferably three)
- I’ve stated each issue, my solution, and my reasoning
- I’ve considered the needs of different reader types
Final Review Questions
- Does my document accomplish its purpose?
- Is it focused on what matters to my readers?
- Is it written in clear, concise, and concrete language?
- Does it sound natural and professional?
- Have I made it easy for readers to find what they need?
- Does it prompt the specific action I want readers to take?
SUPPLEMENTARY LISTS
Bizspeak to Avoid
- at the end of the day
- going forward
- impactful
- leverage (as verb)
- operationalize
- synergy
- think outside the box
- value-added
- win-win
- as per
- pursuant to
- core competency
Formal Phrases to Replace
- Enclosed please find → Here are; Enclosed are
- As per your request → As you requested
- We are in receipt of → We’ve received
- Due to the fact that → Because
- At an early date → Soon
- In respect of the matter of → Regarding
Transition Words to Connect Ideas
- Time sequence: then, afterward, meanwhile, later, finally
- Place: there, at the front, to the left, upfront
- Adding points: also, further, moreover, in fact
- Examples: for example, for instance, in particular
- Reasons: because, since, thus, therefore
- Contrast: but, yet, conversely, however, instead
- Conclusion: so, in conclusion, in sum, thus, therefore
Use this checklist before, during, and after writing to ensure your business communications are reader-focused, well-structured, clear, concrete, and professionally polished.
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.