By Christine Fischer Guy

Whenever we’re talking plain language in the writing classroom, the word ‘professional’ eventually makes an appearance, and it’s usually something along these lines: ‘But it doesn’t sound professional!’

I’m always heartened when a writer has this concern because I know that he or she is taking language and communication seriously. With that kind of focus, the battle for professionalism has already been won: you’re bound to find a plain style that suits you and conveys your skill, integrity, and commitment to your work.

But let’s take a minute to consider what it means to be professional, because the word is often confused with formal. Professional is a behaviour, not a writing style. A professional

• Acts with integrity
• Responds to situations in a timely, skilful, and respectful manner
• Communicates with sensitivity to the context and audience

It’s this last point that matters most when you’re considering the move to a plainer writing style, because in general, a formal writing style belongs to a context that no longer exists. We don’t address one another as ‘Mr. Smith’ or ‘Mrs. Green’ any longer, and nor are we wearing three-piece suits and pantyhose. Society in general is more relaxed, informal, and approachable. A customer can write directly to a company president (and expect an answer!) So why write in a style that belongs to a bygone era? It makes sense to use a warmer, more conversational style that conveys a modern organization willing to move with the times.

That’s not to say that you’ll never want to use a formal, cooler tone. If a situation demands distance, whether because of the content of the message or for an audience that prefers an arms-length relationship, you always have that option. But let a plainer style dominate and you’ll warm up your relationships, convey a modern image, and continue to be the professional that you already are.

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