I help accountants and auditors turn insights into impact by improving their business writing.
Continuing my occasional series of typographic typing tips (I like that alliteration). Usually we use the full stop as the decimal point in a number but strictly speaking the decimal point should be at middle height of the digits not at the base. You want 123·45 and not 123.45 What you need to type is called an interpunct or dot space. The way to do this on a Windows computer is a bit awkward.
A: when it’s a non-breaking space. Q: What’s a non-breaking space? A: A non-breaking space is used when you want the text on both sides of the space to stay on the same line of text. Q: Why should I care? A: Mostly you don’t need to care. The app you are writing in will take care of line breaks and wrap your text as you type. It is a problem though if, for example, you leave a space between a currency abbreviation and the number, or write large numbers with a space rather than a comma.
TL;DR Break long formulas into shorter steps. Break long sentences into short ones.
Learn a few basic concepts of graphic design so that what you write is more readable. This if the last of my five tips for writing about finance. First, the optimum length of a line of type for readers is 65 to 75 characters. That is why newspapers and magazines are set out in columns. Standard A4 paper with 2cm margins and a point size of 10 or 12 will have far too many characters per line.
This is the fourth of my five tips for writing about finance. Voice transcription is built into computers and phones now so why not use it to turn your thoughts into writing. The big advantage of this is speed. I’m sure you can speak faster than you can type. The technology has got much better at grammar these days that you don’t have to specify punctuation marks; it figures out what’s needed, where.
This is the third of my five tips for writing about financial subjects The aim of tables and charts is to convey a message to the reader. For that you want the message to be clear. This means: clear away gridlines be careful about the use of colour so that it enhances rather than obscures the message give the table or chart a meaningful headline instead of a factual title order the data in the way that makes the message clear (such as making the most important item the top row of the table) consider rounding figures to 2 significant figures.
This is the second of my five tips for writing about financial subjects. The big problem with apps like Microsoft Word and Outlook is the fact that they show you what your writing looks like. This can distract you from the act of writing the words that will convey your message. Ignore all that stuff and focus on the words. Only when they are right should you think about how they look.
Each day this week I will share a tip to help you write financial documents. Here’s the first one. Begin with the end in mind. Before you start writing make sure you understand what you and the reader want from the document. If you want a decision then make it easy for the audience to know that is your purpose. If you are simply reporting something for in-formation, make that clear too.
Last week I wrote a post explaining how I had used ChatGPT to help me edit one of my longer articles into a shorter post.
This week I have made my own GPT specifically to simplify text so that it has a readability index of 8 or less. I call it Readability Editor. I plan to use it to do a first pass edit of drafts of my longer blogposts and articles.
If you want to try it for yourself contact me and I will send you the link.
When you’re writing a report or an email you probably use a hyphen (the key to the right of the zero) when you want a minus sign. It’s OK, but a hyphen is too short because it’s intended to be a connector in words like co-ordination. A minus sign looks better if you use an en-dash (–), which is a dash that is the same width as an “n”. See for yourself: