Executive Writing Guide
Memos, decks, briefs — BLUF, the pyramid principle, and the Amazon 6-pager for modern writing.
Pyramid Principle
Barbara Minto's pyramid
The canonical structure for business writing. Developed at McKinsey in the 1970s. Used across consulting, finance, and increasingly tech.
Key Points
- Start with the answer (the pyramid's point).
- Group supporting arguments into 2-4 parallel categories.
- Within each category, support with specific evidence.
- Structure is recursive — each section can have its own mini-pyramid.
Situation, Complication, Question, Answer
Minto's introduction structure. Sets up why the reader should care before you demand their attention.
Situation
Context the reader already knows. Establishes common ground.
Complication
What changed or what's at stake. Creates tension.
Question
The specific question this document answers.
Answer
The thesis. The rest of the document supports it.
Formats
BLUF — Bottom Line Up Front
US military origin. Lead with recommendation. The opposite of academic writing.
Key Points
- Recommendation in sentence 1.
- Key reasoning in the next 2-3 sentences.
- Supporting detail after.
- Your reader should stop anywhere and still know the decision.
Amazon 6-pager
Jeff Bezos banned PowerPoint decks internally in 2004. Six-page narrative memos replaced them. Meetings start with 20 minutes of silent reading.
Key Points
- Narrative text, not bullets.
- Appendix for charts and supporting data.
- One document per decision.
- Tolerates — even requires — analytical depth that slides suppress.
Decks (when unavoidable)
Key Points
- One idea per slide.
- Headline slide: the full argument in the title — readable in 5 seconds.
- Appendix all supporting data; don't cram slides.
- Always send a doc or speaker notes alongside — decks are poor standalone artifacts.
Craft
Sentences that work
Key Points
- Short > long. 12-18 words per sentence average.
- Active voice. 'The committee approved' not 'the committee has been approved.'
- Concrete nouns. 'Revenue' not 'financial performance.'
- Kill adverbs, hedges, and throat-clearing.
Examples
The correct version has an active verb, a number, and a single cause. The incorrect one hedges everything.
Revision
Key Points
- Write to discover what you think; revise to communicate it.
- Cut 20% of the draft. Always. The writing gets better.
- Read out loud — sentences that trip the tongue trip the reader.
- Sleep on it, then revise again. Distance reveals weakness.
FAQ
How long should business writing be?
As short as possible while still doing the job. One-page briefs for routine decisions. Six-pagers for important ones. Papers/strategy documents 15-30 pages — with ruthless executive summaries.
Should I use AI for drafts?
Yes, as a drafting assistant. Tell it your BLUF and 3 bullet points; ask it to expand. Then you revise to get rhythm, voice, and truth right. The writing still has to sound like you.
Continue learning
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