Writing for Impact: Communicating with Stakeholders

Why Writing Skills Matter for VASCOs

You know the intricacies of VA regulations. You understand the challenges military-connected students face. You can navigate complex certification processes in your sleep. But can you explain why your office needs an additional staff member in a way that resonates with a budget-conscious provost? Can you write an email to a frustrated student that de-escalates tension while maintaining boundaries? Can you craft a report that actually gets read by busy administrators?

Writing is how VASCOs exercise influence beyond their direct interactions. It's how you scale your expertise, advocate for resources, preserve institutional knowledge, and build support for veteran initiatives. Yet many skilled VASCOs struggle to translate their knowledge into written communication that moves people to action.

This guide provides practical frameworks for writing that achieves your objectives—whether you're crafting policy documents, persuasive proposals, student communications, or reports that actually influence decisions. The difference between VASCOs who successfully advocate for resources and those who don't often comes down to communication effectiveness, not the merit of their ideas.

Core Writing Principles for Professional Communication

Before diving into specific formats, master these foundational principles that apply across all professional writing:

The Clarity Framework

Lead with purpose: State your main point in the first paragraph, not buried on page 3. Busy readers may never get past your opening.
Use active voice: "The office processed 450 certifications" beats "450 certifications were processed by the office" every time.
Choose simple words: "Use" not "utilize," "help" not "facilitate," "show" not "demonstrate." Clarity beats sophistication.
Eliminate redundancy: "Advance planning" is just planning. "Past experience" is just experience. Every word should earn its place.
Break up dense text: Long paragraphs intimidate readers. Aim for 3-5 sentences per paragraph in professional communication.
Use parallel structure: Lists should follow consistent grammatical patterns for easier comprehension.

The Empathy Principle

Effective writing considers the reader's perspective, knowledge level, and priorities:

Assume limited context: Don't assume readers know VA acronyms, institutional history, or previous conversations
Address objections preemptively: Anticipate questions and resistance; answer them before they arise
Consider emotional state: A frustrated student needs different tone than a neutral administrator
Respect time constraints: Provide executive summary for long documents; use formatting for scanability
Focus on reader benefit: Frame recommendations in terms of solving their problems, not just your needs

The Revision Mindset

First drafts are for getting ideas out. Second drafts are for making them good:

Write first, edit later—don't let perfectionism stall initial drafting
Let important documents sit overnight before final revision if possible
Read your writing aloud to catch awkward phrasing and run-on sentences
Ask a trusted colleague to review high-stakes communication before sending
Use tools (Grammarly, Hemingway Editor) for mechanical issues, but don't outsource thinking

Strategic Audience Analysis and Adaptation

The same information requires different approaches depending on your audience. Master audience adaptation to maximize impact:

Stakeholder Communication Matrix

Audience	Primary Concerns	Effective Approach	Avoid
Senior Leadership	ROI, strategic alignment, risk management	Data-driven, concise, big-picture framing	Operational minutiae, jargon without context
Budget Committees	Cost justification, measurable outcomes, alternatives	Clear cost-benefit analysis, comparative data	Emotional appeals, vague benefits
Faculty/Staff Partners	Practical implementation, time requirements, student impact	Specific action steps, clear roles, examples	Administrative mandates without rationale
Student Veterans	What do I need to do? When? How does this affect me?	Action-oriented, deadline clarity, plain language	Bureaucratic language, assumed knowledge
External Partners (VA, Employers)	Compliance, partnership value, mutual benefit	Professional formality, specific deliverables	Internal politics, informal tone

Tone Calibration

Adjust formality, directness, and emotional register based on situation:

Formal (external partners, high-stakes requests): Complete sentences, third person when appropriate, professional distance, careful word choice
Professional-Friendly (routine campus communication): Conversational but respectful, first person appropriate, warmth without overfamiliarity
Direct-Supportive (student guidance in challenging situations): Clear boundaries, empathetic acknowledgment, solution-focused, action-oriented
Urgent-Calm (crisis or time-sensitive situations): Convey urgency without inducing panic, specific next steps, reassuring competence

Format Selection and Structure

Different communication objectives require different formats. Choose strategically:

Email Communication Strategy

Email is your most frequent writing format. Make every message count:

Subject Line Clarity

Action needed: "Action Required by Friday: Spring Certification Confirmation"
Information: "Fall 2025 VA Housing Allowance Changes"
Request: "Request: Fall Schedule Submission for BAH Calculation"
Avoid vague subjects like "Question" or "Important Information"

Email Structure Template

Opening: State purpose in first sentence ("I'm writing to request...")
Context: Brief background if needed (2-3 sentences maximum)
Core Message: Main information or request with specific details
Action Items: Clear next steps with responsible parties and deadlines
Closing: Professional sign-off with contact information

Email Length Guidelines

Simple requests/updates: 3-5 sentences
Complex information: 2-3 short paragraphs with bullets
If longer than one scroll: attach document and summarize key points in email body

Memo and Policy Document Format

For internal communication requiring documentation and reference:

Standard Memo Structure:

Header: To, From, Date, Re: (subject line)
Purpose Statement: One sentence stating the memo's objective
Background: Context needed to understand the issue (brief)
Discussion/Analysis: Detailed information organized with headers
Recommendation/Action: Specific next steps or decisions needed
Attachments: Supporting documentation referenced in text

Policy Writing Best Practices:

Use numbered sections for easy reference (1.0, 1.1, 1.2)
Define terms before using them throughout document
Separate "must" (required) from "should" (recommended) clearly
Include effective date and review schedule
Provide clear ownership and contact information

Proposal and Request Documents

When requesting resources, approval, or support:

Winning Proposal Elements:

Executive Summary: One-page overview stating request, justification, and expected outcome
Problem Statement: Clear articulation of current challenge with supporting data
Proposed Solution: Specific intervention with implementation details
Evidence Base: Research support, peer institution examples, pilot data
Resource Requirements: Detailed budget and staffing needs with justification
Expected Outcomes: Measurable objectives with timeline
Risk Analysis: Potential challenges and mitigation strategies
Alternatives Considered: Why other options were rejected (shows thoroughness)

Persuasion Strategy:

Frame request in terms of institutional priorities (retention, student success, compliance)
Use data to establish credibility and urgency
Acknowledge constraints and demonstrate creative problem-solving
Provide multiple tiers (minimum, optimal, ideal) if appropriate
Make approval the path of least resistance with clear next steps

Report and Assessment Documents

When documenting outcomes, analysis, or recommendations:

Executive Summary First: Always lead with 1-page summary of key findings and recommendations—some readers will never get past this
Visual Data Presentation: Use tables, charts, and graphs to make numbers accessible and compelling
Clear Methodology: Briefly explain data sources and analysis approach for credibility
Findings and Interpretation: Present data, then explain what it means and why it matters
Action-Oriented Recommendations: Specific, feasible suggestions with priority ranking
Appendices for Detail: Move supplementary information to appendices to keep main document readable

Visual Enhancement and Formatting

Content matters most, but presentation affects whether anyone reads your content at all:

Formatting for Readability

White Space: Resist the urge to fill every inch of the page. Margins and spacing improve comprehension.
Consistent Headings: Use hierarchical heading styles (H1, H2, H3) consistently throughout document
Bullet Points: Break up dense paragraphs with bulleted or numbered lists when appropriate
Bold for Emphasis: Highlight key terms or action items, but use sparingly (too much bold = nothing stands out)
Tables for Comparison: Side-by-side comparison tables are easier to process than paragraph descriptions
Professional Fonts: Stick with readable standards (Calibri, Arial, Times New Roman) in 11-12pt for body text

Data Visualization Principles

When including charts or graphs:

Choose appropriate chart type: Bar charts for comparison, line graphs for trends over time, pie charts only when showing parts of whole (and even then, consider alternatives)
Clear labels and legends: Never assume readers will intuitively understand your data representation
Minimal decoration: Remove gridlines, 3D effects, and other "chart junk" that distracts from data
Contextual annotation: Add brief text explanations of key findings directly on visualizations
Accessible colors: Ensure sufficient contrast and consider color-blind friendly palettes

Document Design Checklist

Header/footer with document title, date, and page numbers on multi-page documents
Consistent margin and spacing throughout
Table of contents for documents > 5 pages
Hyperlinked cross-references in digital documents
Professional branding (institutional logos, color schemes) when appropriate
Accessible PDFs with proper tagging for screen readers when distributing widely

Common Communication Scenarios and Examples

Apply these principles to frequent VASCO communication challenges:

Difficult Student Communications

Scenario: Student missed certification deadline and will experience delayed benefit payment

Ineffective Approach: "You missed the deadline and this is the consequence. There's nothing I can do."

Effective Approach: Acknowledge frustration, explain policy context, outline specific next steps, provide resources for immediate financial concerns, set clear expectations for future

Example:

"I understand this delay in your housing allowance creates real financial stress. Here's what happened and what we can do: [explanation of certification timeline]. While I cannot retroactively change the certification date, I can: [specific actions]. To prevent this in future terms: [clear action items]. If you're facing immediate financial hardship, these campus resources may help: [specific referrals]."

Budget Justification Communication

Scenario: Requesting additional staff position

Ineffective Approach: "We're overwhelmed and need help. Everyone is working so hard."

Effective Approach: Data-driven analysis showing workload growth, current capacity constraints, risk assessment, cost-benefit analysis, specific outcomes from investment

Example Opening:

"Veteran enrollment has increased 47% over three years while staffing remained flat, creating compliance risk and limiting support services. This proposal requests one additional Certifying Official to: reduce certification processing time from 14 to 5 days (improving student financial planning), ensure continuous coverage during peak periods (eliminating current service gaps), and enable proactive outreach programming (addressing our 73% vs. 85% institutional average retention gap)."

Policy Change Communication

When announcing procedural changes to students:

What's Changing: Clear, specific description of the new policy or procedure
Why It's Changing: Brief rationale (regulatory requirement, process improvement, etc.)
When It Takes Effect: Specific date, and whether it affects current or only future students
What Students Must Do: Concrete action steps with deadlines
Where to Get Help: Specific contact information and office hours
FAQ Section: Anticipate and answer common questions preemptively

Continuous Skill Development

Strong writing skills develop through intentional practice and feedback:

Self-Improvement Strategies

Create a swipe file: Save examples of effective writing you encounter—budget justifications that succeeded, clear policy communications, compelling proposals
Seek feedback: Ask trusted colleagues to review important communications before sending, specifically requesting critique
Analyze your sent folder: Review emails and documents that achieved desired outcomes vs. those that didn't—identify patterns
Study effective writing: Pay attention to why certain communications work—what makes them clear, persuasive, or memorable
Practice regularly: Write frequently, even for low-stakes situations, to develop facility and confidence

Resources for Continued Learning

Books: "On Writing Well" (William Zinsser), "The Sense of Style" (Steven Pinker), "Writing That Works" (Kenneth Roman)
Tools: Grammarly for mechanics, Hemingway Editor for readability, institutional writing centers for coaching
Workshops: Campus professional development offerings, NASAA/NAVPA conference sessions on communication
Writing Groups: Peer feedback circles with colleagues to review each other's high-stakes communications

Your Words Shape Your Impact

The most knowledgeable VASCO in the world has limited impact if that knowledge stays locked in their head. Writing is how you scale your expertise beyond the students you personally advise and the meetings you directly attend. It's how you influence budget decisions, shape institutional policy, transfer knowledge to new staff, and advocate for the veterans you serve.

Every email you send, every report you write, every proposal you submit either strengthens or weakens your professional influence. The good news? Writing is a skill, not an innate talent. With deliberate practice and strategic attention to audience, purpose, and structure, you can become the VASCO whose communications get read, remembered, and acted upon.

Start small: apply one principle from this guide to your next important communication. Seek feedback. Refine your approach. Over time, you'll develop a communication style that amplifies your expertise and expands your ability to serve veterans effectively. Your ideas deserve to be heard—make sure your writing gives them the platform they need.