Why School Taught You the Wrong Way to Write for Work (And How to Fix It)

The Writing Advice That Fails in the Workplace

Think back to the last time you received formal training in writing. Chances are, it was in school or university—where good writing meant long introductions, complex vocabulary, and demonstrating deep knowledge of a subject.

But here’s the problem:

• In school, your teacher had to read your work.
• At work, no one is obligated to read your emails, memos, or reports.

The moment you start writing like an academic in the workplace, you risk losing your reader’s attention.

So, what exactly did school get wrong? And how can you fix it?

1. School Taught You to Save the Answer for the End

The Fix: Lead with the Answer, Support It Second

In school, we were taught to introduce a topic, provide background, build up arguments, and only reveal the conclusion at the end. This structure worked in an environment where your professor was required to evaluate your reasoning from start to finish.

In the workplace, readers are busy and make decisions quickly. They don’t have time to search for the key point buried in paragraphs of background information.

What to do instead? Answer first.

Ineffective (Academic Style)
"The bid deadline has passed, and we have reviewed all offers. We received strong interest from multiple buyers, and we are in a good position overall. However, despite due diligence, Company X did not submit a bid."

Effective (Workplace Style)
"We received 10 bids, but Company X did not submit. We’re following up with them now."

By leading with the most important information, you ensure your message is understood even if the reader doesn’t finish the entire email.

2. School Rewarded Long, Complex Writing

The Fix: Write Like a Human

In academic writing, using complex vocabulary and detailed explanations was often encouraged. The goal was to sound knowledgeable and demonstrate critical thinking.

At work, clarity is more important than complexity. Overly formal or technical language slows down comprehension and reduces engagement.

Ineffective (Academic Style)
"In alignment with our strategic objectives, it is with great enthusiasm that I report the attainment of our revenue targets for Q1."

Effective (Workplace Style)
"We hit our Q1 revenue goals. Great work from the team."

A good rule of thumb: If you wouldn’t say it in a conversation, don’t write it.

3. School Taught You to Write for Everyone

The Fix: Write for the People Who Need to Read It

Academic writing assumes an unknown audience, so we were trained to over-explain to ensure every possible reader understood the context. In the workplace, most communication is directed at a specific audience. Over-explaining wastes time and dilutes your message.

What to do instead? Write for the people who must read and act on your message.

Ineffective (Academic Style)
"Over the past few months, our team has been in discussions with Acme Inc. for a $13.5M deal. This deal was a key part of our strategic plan to expand market share in APAC. Unfortunately, after lengthy negotiations, Acme has decided not to move forward due to budget constraints."

Effective (Workplace Style)
"Acme has pulled out of the $13.5M deal due to budget issues."

By removing unnecessary background, you ensure your message remains relevant and actionable.

4. School Didn’t Teach Formatting for Readability

The Fix: Format for Impact

At university, long paragraphs were the norm. In the workplace, readers skim. If your message is buried in a dense block of text, it is less likely to be read.

Key formatting techniques for readability:

• Use short paragraphs
• Bold key takeaways
• Use bullet points for clarity

Ineffective (Academic Style)
"After reviewing the bids submitted by various parties, our team has concluded that while we have received 10 letters of intent, we did not receive a submission from Company X. In light of this, we have reached out to understand their reasoning, but at this stage, we do not have further information to share. Moving forward, we will continue engaging with the remaining bidders."

Effective (Workplace Style)
Subject: Company X Didn’t Submit a Bid
Hi [Name],

• We received 10 bids, but Company X didn’t submit.
• We’re following up with them now.
• Will update once we hear back.

This structure makes it easy for the reader to scan and absorb the key message quickly.

The Takeaway: Writing at Work is a Different Skill

The best professional writers aren’t the ones who use the most impressive vocabulary or the longest sentences. They are the ones who make their message clear, direct, and easy to act on.

Key writing fixes for the workplace:

• Answer first (Get to the point immediately)
• Write like a human (Avoid unnecessary complexity)
• Write inside-out (Tailor your message to the key audience)
• Format for impact (Make your writing easy to skim)

If your emails, reports, or memos aren’t getting the responses you want, applying these principles will improve clarity and engagement. Writing well at work isn’t about proving intelligence—it’s about making communication effortless for the reader.

‍