Cómo Escribir Mensajes Más Claros en el Trabajo

Clear writing saves time. Every unclear message generates follow-up questions, delays decisions, and frustrates recipients. In the workplace, where people receive dozens or hundreds of messages daily, clarity isn't just nice to have—it's essential. This guide will help you identify what makes writing unclear and give you practical techniques to write messages that get understood the first time.

The Cost of Unclear Communication

Before diving into solutions, let's understand the problem. Research shows that knowledge workers spend nearly 30% of their time searching for information or clarifying communications. That's almost a third of the workday lost to preventable confusion.

Unclear messages lead to:

Wasted time on back-and-forth clarifications
Delayed decisions while people seek clarity
Mistakes from misunderstood instructions
Frustration and damaged relationships
Important items falling through the cracks

The good news: clarity is a skill you can develop with practice and attention.

The Five Clarity Killers

Let's identify the most common causes of unclear writing:

1. Burying the Lead

When the main point comes at the end—or gets lost entirely—readers have to work too hard to understand what you want.

Unclear: "I was going over last quarter's numbers and noticed some discrepancies in the Northeast region data. After cross-referencing with the CRM, it looks like there might be an issue with how returns are being categorized. I spoke with the accounting team and they said it's probably a system configuration issue. Anyway, I think we need to adjust the Q4 forecast."

Clear: "We need to adjust the Q4 forecast. I found data discrepancies in the Northeast region—returns are being miscategorized due to a system configuration issue. I've confirmed this with accounting."

2. Too Much Information

Including every detail you know makes messages overwhelming and obscures what matters.

Unclear: "The project we discussed in Monday's meeting (which was also attended by Sarah from marketing and John from sales, though he had to leave early for a client call) needs to be finished by the end of the month. Originally we thought we could do it by the 15th but given the scope changes that came up in the Tuesday review session with the stakeholders, and considering that the developers are also working on the API integration that the mobile team requested, we'll need the extra time. Can you let me know if that works?"

Clear: "The project deadline is now the end of the month (moved from the 15th due to scope changes). Does this timeline work for your team?"

3. Ambiguous Language

Vague words like "soon," "several," or "when possible" mean different things to different people.

Unclear: "Please review this soon and get back to me when you can."

Clear: "Please review this by Thursday EOD and send feedback by Friday morning."

Unclear: "We should meet sometime next week to discuss."

Clear: "Let's meet next Tuesday or Wednesday. I'm free 10-12 AM both days."

4. Missing Context

Assuming readers know what you know leads to confusion, especially in organizations with many projects and priorities.

Unclear: "The client called again about the issue. Can you take care of it?"

Clear: "ABC Corp called about the shipping delay on their March 15 order. Can you call them back with an updated ETA? Their number is 555-0123."

5. Unclear Action Items

When it's not obvious what you're asking for, messages get ignored or generate unnecessary questions.

Unclear: "Thoughts on the proposal?"

Clear: "Please review the proposal and let me know by Friday: (1) Are you comfortable with the timeline? (2) Any concerns about the budget assumptions?"

The Clarity Checklist

Before sending any important message, run through this checklist:

1. What's the One Thing?

Every message should have one primary purpose. If you have multiple purposes, consider multiple messages.

Ask yourself: "If the reader remembers only one thing, what should it be?"

2. Is the Action Clear?

If you need something from the reader, make it explicit:

What exactly do you need?
Who should do it?
When do you need it?

3. Is It Scannable?

Can a busy reader understand your message in 10 seconds or less?

Lead with the main point
Use short paragraphs
Use bullet points for lists
Bold key information

4. Have You Removed the Unnecessary?

Go through your draft and ask of each sentence: "Does the reader need this information to understand or act?" If not, cut it.

5. Is the Language Precise?

Replace vague terms with specifics:

"soon" → "by Thursday"
"a few" → "three"
"expensive" → "over $10,000"
"sometimes" → "about twice a month"

Clear Writing Techniques

The BLUF Method

BLUF stands for "Bottom Line Up Front." State your main point in the first sentence.

Structure:

Main point or ask
Supporting context
Details (if needed)
Call to action (if needed)

Example: "I recommend we move forward with Vendor A.

After evaluating all three proposals, Vendor A offers the best combination of price ($45K vs $52K and $60K) and timeline (8 weeks vs 12 weeks). They also have relevant industry experience.

If you agree, I'll schedule a kickoff call for next week. Let me know by Thursday if you'd like to discuss first."

The Rule of Three

When presenting information, group it into threes. It's easier to remember and appears more organized.

Example: "To complete this project, we need:

Budget approval from finance
Technical specs from engineering
Sign-off from legal

I'll handle the engineering conversation if you can take finance and legal."

One Email, One Topic

If you have multiple topics, either:

Send separate emails with clear subject lines, or
Clearly separate sections with headers

This makes messages easier to process and reference later.

Write for the Skim

Most people skim before they read. Make skimming work:

Front-load important words in sentences
Bold key terms and deadlines
Use numbered lists when sequence matters
Use bullet points when it doesn't

Before and After Examples

Example 1: Status Update

Before (unclear): "Things are mostly going okay with the project. We had some issues with the vendor but I think we worked it out. The testing phase is taking longer than expected because we found some bugs, but the team is working on it. I'll keep you posted on how things go."

After (clear): "Project status: On track with one risk.

Progress:

Development: Complete
Testing: In progress (found 3 bugs, fixes underway)
Vendor integration: Resolved after escalation

Risk: Testing may push launch 2-3 days. Will confirm by Friday.

Need anything from you? Not at this time."

Example 2: Request

Before (unclear): "Hey, wanted to touch base about the budget stuff. Can we talk about what's going on with the marketing spend? Also wondering about headcount for Q3. There might be some changes coming but I'm not sure yet. Let me know when you're free."

After (clear): "I need your input on two Q3 budget decisions:

Marketing spend: Should we reallocate $15K from events to digital ads given the conference cancellation?
Headcount: Are you planning to fill the open analyst role, or should I remove it from the forecast?

Can we do a 30-minute call this week? I'm free Tuesday 2-4 PM or Thursday morning."

Example 3: Instructions

Before (unclear): "For the new employee onboarding, you'll need to make sure they get access to everything and meet the right people. Don't forget about the training stuff too. Just follow the same process we've been using."

After (clear): "New employee onboarding checklist (complete by Day 3):

System access:

Email and calendar (IT ticket #1234)
Slack (invite sent)
Project management tool (admin adds)

Introductions:

Schedule 30-min with direct manager
Add to weekly team meeting
Share org chart with key contacts highlighted

Training:

Assign compliance modules in LMS
Send product training video links

Template and detailed steps: [link]"

Frequently Asked Questions

How do I balance clarity with not being too blunt? Clarity and politeness aren't mutually exclusive. You can be direct while remaining warm. "Please send the report by Friday" is both clear and courteous.

What if the topic genuinely is complex? Break it into sections with headers. Lead with a summary. Consider whether a meeting might be more appropriate for complex discussions.

How do I know if I'm being too brief? If readers frequently need clarifications, you're probably missing important context. Aim for "as short as possible, but no shorter."

Can I use AI tools for clarity? Yes! Tools like WordWiz can help you refine unclear writing by suggesting more direct, scannable alternatives.

Quick Reference: Clarity Do's and Don'ts

Do:

State your main point first
Be specific about times, amounts, and actions
Use short paragraphs and bullet points
Include only necessary information
Make action items explicit

Don't:

Bury important information
Use vague language ("soon," "maybe," "a few")
Write long, dense paragraphs
Assume readers know the context
Leave next steps unclear

Start Writing Clearly Today

Clear writing is a practice. Start by choosing one technique—maybe leading with your main point—and apply it consistently. Once it becomes habit, add another.

Your colleagues will thank you, your decisions will move faster, and your communication will become one of your professional strengths.

Clarity isn't about being cold or curt. It's about respecting your reader's time and ensuring your ideas land as intended. Every clear message is a small gift of efficiency to everyone who receives it.