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What’s A White Paper, And Do You Need One?

Let’s be honest, “white paper” doesn’t sound exciting. It sounds dry and boring. Something a government geek in a grey suit might draft on a rainy afternoon.

But white papers are surprisingly powerful. In the business world, they’re like persuasive essays in disguise, backed by data and designed to guide decision-makers, not bore them. Done well, a white paper can explain complex solutions and give your product or service a serious edge.

So, what is a white paper?

According to Gordon Graham (aka That White Paper Guy), a white paper is “a persuasive essay that uses facts and logic to promote a B2B product, service, technology, or methodology.” Think of it as a cross between a helpful guide and a low-key sales pitch.

White papers are typically used in B2B marketing. Their goal? To help readers:

  • understand a tricky issue
  • solve a real-world problem
  • make a well-informed decision.

They often feature clean design and visuals, but their strength lies in clear, well-organised text, something with substance that speaks to both brains and budgets.

Where did white papers come from?

The term goes back to the British Government in the 1920s, when policymakers used “white papers” to float ideas and invite feedback. Businesses picked up the concept in the 1990s and gave it a makeover: instead of policy proposals, they used white papers to promote complex or costly products with data and credibility.

Today, white papers are used across both government and industry. They’re especially handy when you’re introducing something new, technical or important.

The Three Types of White Papers (Yes, There Are Types!)

Gordon Graham outlines three main flavours:

The Backgrounder

This version dives deep into a product or service. It’s often used during launches or sales conversations to showcase benefits and justify value, especially when the offering is expensive or technical.

The Numbered List

A faster, lighter read. Think “5 Things to Know Before Choosing Project Management Software” or “7 Mistakes Companies Make with Cloud Security.” They are great for grabbing attention and ideal for repurposing into blog posts and newsletters.

The Problem–Solution

This is the “king of content”. It explores a specific industry problem and presents a compelling solution, backed by solid research and third-party data. Think of it as thought leadership with purpose; it builds trust, generates leads and positions you as a serious player.

Who uses white papers?

Mostly B2B companies. If you’re selling something that’s innovative, complex or pricey, a white paper can:

  • explain what you do (without the jargon)
  • build trust with your target audience
  • support your sales process.

B2C businesses don’t often use white papers—most consumers don’t need ten pages to decide which vacuum cleaner to buy—but there are exceptions, particularly in health and wellness.

Who writes them?

Sometimes, in-house staff like product managers or engineers take a crack at writing white papers. But the format requires a particular blend of storytelling, structure and strategy, which is why many companies bring in specialists.

White paper writers usually come from three camps:

  • technical writers who moved beyond manuals
  • journalists who pivoted to business writing
  • copywriters (like me!) who added white papers to their toolkit.

I’m in the last group. I’ve completed a white paper writing course with AWAI, and my background in academic editing and research makes me right at home with structured, fact-based content.

Need a white paper?

Need a white paper that builds informs and drives action? Let’s talk about your project.

Go Easy On The Acronyms

Do acronyms make you cringe too? Not everyone is an expert at decoding a string of letters that leave most readers mystified. The number of acronyms you master is not an indication of your expertise. Quite the opposite!

Chances are, an overuse of LOL, ROFLOL, ROTFLMAOWPIMP and LSHMBH will put your readers to sleep; they won’t make it past the first three lines.

Honestly, I think it borders on arrogance to assume your readers have given up on communication with real words and sentences. They shouldn’t need an acronym dictionary to decipher your gobbledygook.

WHEN IS IT OK TO USE ACRONYMS?

Acronyms aren’t always bad. In technical or academic writing, you often need to refer to long terms repeatedly. That’s why most publishers have clear rules: the first time a term appears, spell it out in full, followed by the acronym in brackets—like this: North Atlantic Treaty Organization (NATO). After that, just use the acronym.

Personal writing isn’t bound by these rules, but before you bombard your readers with a secret code, pause and think. No matter how familiar you are with your subject, your goal is to engage your audience. A sentence like “The advantage of the LH was clear from the RT data, which reflected high FP and FN rates for the RH,” won’t cut the mustard.

So, next time you write a blog, article, report or thesis, keep these rules in mind if you want to keep your readers hooked:

  • Less is more
  • Abuse leads to confusion
  • Know your audience
  • Put the reader first
  • In formal writing, follow the rules.

And last but not least, remember: PCMCIA—People Can’t Master Computer Industry Acronyms.

The Interrobang, And Other Punctuation Headaches For Proofreaders

The Interrobang, and Other Punctuation Headaches for Proofreaders

Proofreaders are trained to polish a manuscript until it shines. They know their grammar, spot spelling errors a mile off, and won’t tolerate inconsistencies. But they also walk a fine line between correcting too much and respecting the author’s style. While grammar rules are easy to apply, every proofread comes with unique challenges—ones that call for common sense, tact, and the courage to draw a line that shouldn’t be crossed.

Punctuation is one of those grey areas that can frustrate even seasoned proofreaders. And I’m not talking about the obvious—missing question marks or full stops. In your freelance proofreading career, you’ll almost certainly come across authors who love to add extra punch with a flurry of punctuation marks at the end of a sentence.

Mark Twain once said, “One should never use exclamation points in writing. It is like laughing at your own joke.” Terry Pratchett went further. In Reaper Man, he wrote: “Five exclamation marks, the sure sign of an insane mind.” By his own admission, he sorted fan mail in this order:

  • From kids
  • Typed
  • Readable
  • Interesting
  • Others
  • Ones written in green ink on mauve paper
  • Ones with more exclamation marks than sanity dictates.

So, what would Twain or Pratchett have thought of the interrobang?

What Is an Interrobang?!

The interrobang is a combination of a question mark and an exclamation mark—?!, !?, ?!?, !?!—or even this: ‽. Though often seen as a modern quirk, it actually dates back to 1962, when journalist Martin K. Speckter introduced it as a neater alternative to multiple end-of-sentence punctuation marks. While it never caught on formally, the rise of social media has breathed new life into its use.

Fans of the interrobang say it adds “nuance and clarity,” especially for rhetorical questions. Pearson, the education company, even uses it as a logo to reflect “the curiosity to know and discover, and the excitement and fun of learning.”

To Bang or Not to Bang

Others—grammar nerds like me—aren’t so keen. For some, the interrobang is a sign of lazy writing. If the sentence is strong enough, they argue, the punctuation shouldn’t have to shout.

At Symbol

Up and @ ‘em: A Symbol of the Digital Age

On 5 March 2016, Ray Tomlinson passed away. He’s not a household name—at least not in most households—but his work has shaped how we communicate every day. Often credited as the father of email, Tomlinson is also the man who introduced the @ symbol to internet communications. We’ve been @-ing each other across platforms ever since.

But the symbol’s history stretches back much further than its digital debut in 1971. It’s been around so long that its exact origins remain a bit of a mystery.

Merchants and Monks

One popular theory traces @ to medieval monks, who, mindful of ink and space, abbreviated the Latin ad (meaning at, toward, by, or about) into a single symbol.

Another theory suggests it was merchant shorthand for “each at,” used to describe the unit price of goods. Look closely and you can see how @ could resemble an ‘a’ wrapped in an ‘e.’ Smithsonian Magazine supports this idea, noting that a 1536 letter by Florentine merchant Francesco Lapi used @ to denote units of wine called amphorae.

A Tale of a Tail

There are plenty of curly tales behind this curly symbol. It’s unique in that there’s no universal name for it—each language puts its own spin on the description.

English plays it safe with “at symbol,” but other languages go wild with imagination. Dutch speakers call it apenstaartje (“little monkey tail”), Greeks say παπάκι (papaki – “duckling”), the Welsh opt for malwen (“snail”), and in Taiwan it’s 小老鼠 (xiǎo lǎoshǔ – “little mouse”).

@ You, @ Me

Today, the @ is everywhere. Every email address uses it to bridge the username with the domain. Whether tied to your workplace, university, or webmail provider, chances are your name follows an @.

And with the rise of social media, its use has exploded. X puts it front and centre; Instagram and Facebook use it to tag users—even if the symbol itself doesn’t always appear in the final post. What once connected a person to a server now connects people to each other.

So, thank you, Ray Tomlinson, for your gift of connectivity.

https://www.youtube.com/watch?v=1v16jpzy4ZI