How to Write Like You Talk.

...without sounding unprofessional.

How to Write Like You Talk. Without Sounding Unprofessional

Ever sit down to write something—an email, a newsletter, a caption—and find yourself typing like a corporate press release?

“We are thrilled to announce an exciting new opportunity...”

Ma’am. Sir. No, you’re not.

Somewhere between thinking what we mean and writing it down, people lose the plot. We start sounding stiff. Fake. Like we’re trying way too hard to sound "professional," as if that word means dry, formal, and hollow.

But here's the truth: writing like you talk is not the problem. Writing without intention is.

And that’s where people get stuck. You want to sound real but not sloppy. Confident but not salesy. Clear but not cold. The good news? You can absolutely have all of that.

Here’s how to write in your real voice and still sound like a person people want to work with.

1. Start with What You’d Say Out Loud

Don’t write like you’re trying to impress a boardroom. Write like you’re explaining it to a smart friend at coffee. Or to a client who’s busy and just wants the point.

✏️ Try this: Instead of typing right away, record yourself talking through the message. Transcribe it. That’s your real voice.

You can always tighten things up. But starting loose helps you avoid that overly scripted feel that makes people glaze over.

2. Cut the Fluff. Keep the Clarity.

People think professionalism equals fancy words. It doesn’t. If your audience has to work to understand what you’re trying to say, they’ll just move on.

Watch for these offenders:

• Corporate filler: “We’re committed to excellence.” (Says nothing.)

• Buzzwords: “Synergy,” “game-changer,” “dynamic solutions.” (No one talks like that.)

• Apology language: “Just wanted to reach out…” (Just don’t.)

✅ Better: “We care about getting it right. Here’s what we do and how we do it.”

Say what you mean. Then stop.

3. Let the Rhythm Breathe

Good writing has flow. So does your voice.

Don’t be afraid of short sentences. Or fragments. Or starting with “and.” The grammar police won’t arrest you. And if they do, good riddance.

When you read it back, it should feel like something you’d actually say. If you wouldn’t say “We are pleased to inform you,” then don’t write it.

✏️ Tip: Mix up your sentence lengths. It keeps people reading. And it feels more natural.

4. Professional Doesn’t Mean Formal. It Means Clear, Honest, and Useful.

Professional writing is less about tone and more about trust.

Will your reader know what’s going on? Will they feel respected, not condescended to? Will they know what to do next?

That’s what makes writing feel polished. Not the big words or fake cheer.

✅ Real professional tone:

“We’ll be closed on Friday for the holiday. Let us know if you need anything before then.”

❌ Fake professional tone:

“Please be advised our office will be observing the following closure…”

Don’t observe. Just close.

5. Gut Check. Does It Sound Like You?

Before you hit post, send, or publish, read it out loud.

• Would you actually say these words?

• Is there any line you’d cringe at if someone read it back to you?

• Does it sound like a person or a brochure?

You don’t need to write like Hemingway or Maya Angelou. You just need to sound like you on your best day: clear, grounded, and actually worth listening to.

Final Thought

Writing like you talk doesn’t mean being sloppy or casual. It means owning your voice. Trusting your reader. Getting to the point without losing who you are along the way.

And if you’re ever unsure, remember this: clarity is the most professional tone there is.