Want to stand out among candidates for a job or your colleagues? Whether you're job hunting or aiming for a promotion, strong written communication skills can help.
A polished cover letter can open doors. A well-structured email can make you look sharp. A clear report can show company leadership that you really know your stuff. But if your writing is vague, overcomplicated or riddled with errors, it can raise doubts about your abilities and professionalism.
With generative AI’s ability to produce text almost instantly, it’s easy to assume written communication skills aren’t as essential as they used to be. But here’s the reality: AI can churn out words, not insight. It can (sometimes) generate a grammatically pristine draft but can’t replace human judgment, tone or clarity. That’s why strong written communication is still a key skill, whether you’re just starting to build your career or advancing in it.
These five steps can show you how to improve written communication skills and make a lasting impact.
1. Have the right mindset
Good writing doesn’t just happen—you need a plan. Before you start typing, take a moment to clarify your purpose. Who’s your audience? What do you want them to know or do after reading? Whether you’re drafting your resume and cover letter, a project update or a client email, keeping your goals top of mind will make your writing more effective.
Preparation matters, too. Gather any research or supporting details before you begin. This keeps you from scrambling for information mid-sentence and helps your ideas flow more smoothly.
2. Ditch the jargon and say it simply
Strong writing gets to the point. If your message is buried under buzzwords, jargon and overused phrases, it won’t stand out, or at least not for the right reasons. That’s one big problem with relying on AI tools—unless skillfully prompted, they often generate generic, filler-packed writing that’s heavy on words like streamline and leverage but light on clarity.
Consider these two versions of a memo updating your boss on a marketing project:
Example 1: AI-generated corporate speak
Dear [Boss’s Name],
In alignment with our strategic objectives, the marketing team has proactively leveraged data-driven insights to optimize campaign effectiveness. We are streamlining engagement strategies to drive enhanced audience connectivity and maximize conversion potential. Key performance indicators indicate a positive trajectory.
This memo is overloaded with buzzwords, is hard to digest and doesn’t really say very much. Here’s a better version:
Example 2: Clear, professional writing
Dear [Boss’s Name],
The marketing team is analyzing campaign data to see what’s working, and we’ve found that engagement and conversions are rising. We’re testing a few new strategies to keep that momentum going and will share more insights next week.
Same message, but shorter, clearer, more detailed and more effective. Skip the fluff and people will actually read and remember what you write.
3. Use AI the right way
Yes, we just warned you not to let artificial intelligence do your writing for you. However, AI can be a terrific tool if you use it wisely. Instead of letting it whip up generic, jargon-filled text, think of it as an assistant—like spell-check or a thesaurus—that helps refine your written communication skills.
One of AI’s best uses for writing is giving feedback. It can help you tighten up wordy sentences, clarify confusing phrasing and suggest ways to make your writing stronger. The key is knowing how to ask the right questions. Try these prompts to get AI working for you:
"Here's a paragraph I wrote for a report. How can I make it more concise while keeping the meaning clear?"
"Can you point out any overly complex or vague phrases in this email and suggest clearer alternatives?"
"Does this memo sound natural and professional? If not, how would you improve it?"
"I'm writing to a company in India—can you check for any words or phrases that might be culturally insensitive or misunderstood?"
By treating AI as a writing coach instead of a ghostwriter, you can sharpen your written communications and help ensure they stay clear and authentic.
4. Keep it professional
As you work on improving your writing, take everything you write seriously and be mindful of how your words might be received. A good rule of thumb: Don’t write anything on a company computer or account that you wouldn’t be comfortable with your boss reading. Even a casual message can be forwarded or taken out of context.
Part of writing in professional communications is also being inclusive as a matter of common courtesy. For example, instead of writing “Hey guys, let’s brainstorm ideas for the new campaign,” a better choice might be “Hey everyone, let’s discuss ideas for the new campaign.” Small adjustments like this help ensure your writing is clear, respectful and suited for a professional setting.
Improve your professional communication by mastering email signature etiquette—learn what works and what to avoid.
5. Check it again—and again
Maybe you feel like your written communication skills are on track as you make a compelling case for updating your office’s phone system. However, as you put together your masterpiece, you’re moving along so quickly that the document is filled with typos and spelling mistakes. No worries, you tell yourself. You’ll just run a spellcheck and all will be fine, right?
No. Spellcheck can and does miss a wide range of errors. So it’s worth spending a few extra minutes to reread messages yourself and even have another person check them, or read them aloud to yourself.
Ready to put your writing skills to work? Learn how to craft impressive thank-you emails after interviews with these practical examples.
Strong written communication skills in the workplace set you apart, whether you’re looking for a new job, leading a team or working with clients. AI can help refine your writing, but it can’t replace clear thinking or the human touch. Focus on writing that’s concise, professional and easy to understand. That way, you’ll know you’re getting your point across clearly and standing out for the right reasons.
