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10 tips for effective business writing

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❶Here are some ways you can use modals instead of longer phrases:

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According to the Capella University, it addresses the needs of specific audiences and has prose and lists for a particular topic that concerns business.

The Inc Magazine website details what makes written communication work … and worse:. This will serve as the direction, the reference, and the path of your details. This will set the tone, the style, and structure of your letter. This is your message and your goal. Defining your purpose will set things right at the very beginning. For example, if your purpose is to excite and invite the employees to join the annual talent contest of the company as a team-building effort, you cannot bore them with long paragraphs explaining how the activity will help boost their productivity, write too formal sentences, or use heavy office or work jargon.

The purpose tells you to keep your lines light yet still professional, use bullets, and add an exclamation point or two at the end of the memo. To determine how the document will appear, it is only critical to ask yourself first if your purpose is:. Another significant step in order to make an impact on your audience is to know them. For example, if you simply send a letter to employees about attending a conference on a Sunday and reiterating that it is a requirement, a portion of your workforce might resume to work with worries in their heads because they have religious obligations to meet on Sundays.

If you can tailor your letter without touching any religion, culture or sensitive issue in an uncomfortable way, work would be much smoother and solidarity among the people will remain intact.

In fact, when it comes to my whole business, details are everything. I hire people who care about those details. Hence, there is a need to prevent grammatical errors and inappropriate writing in business communication.

There should be less jargon—unless it is a technical document—and more specific words and brief yet strong phrases. Be as definite and as clear as possible.

Headings and bullets — Headings are used to underscore the main points, form white space, and make it easy for readers to scan the document. Bullets, on the other hand, are often for series of items. Tables — These are used when subjects or options are being compared or contrasted to one another. These tools will avoid the repetition of the company names and categories throughout the text.

There would be less words because the data no longer needs extensive explanation. Maps, flowcharts, and diagrams — These are for more complex data or connections of data that text alone can no longer detail substantially.

These also aid in presentations, saving more time and other resources. Bold face and italics — To emphasize specific points to readers , you can put the words in boldface or in italics. The Miami University gives pointers for acknowledging sources in business documents, especially those that present proposals:. This will also give the impression that you have a solid grasp of the evidence for your proposals.

This will make your document more reliable and convincing. Ideas in your business should flow in a logical manner to keep the whole discussion smooth and all thoughts cohesive.

The Purdue University has guide questions for reviewing professional papers. Barbie Carpenter of Demand Media, a digital marketing agency, in an article , shares the four types of business communication:.

This type of correspondence encourages people, especially those in the office, to take actions or follow specific instructions. An example of this is a memo with the weekly goals of a team. It is expected to be motivational to produce solid results. Some documents are eyeing a goal, but some are simply to inform the audience. For example, an email can be about a change in a policy, a help manual for a particular program or facility, or changes in the organizational structure.

These papers are expected to be clear to avoid misinterpretation. There are inevitable events in the workplace that may not be pleasing to everyone. Writing about them requires careful planning. In this type of communication, the writer should use a firm but empathetic tone and write succinctly to provide essential information in a direct manner.

This refers to proposals or applications for a government grant, funding, or partnership. Lines should be convincing and positive to make an impression and hook the recipient to consider or act on the plan. Top Principles and Techniques. Are they likely to resist your message? Are they old or young, urban or rural, highly educated or not?

Picture the typical reader in your mind. Is she an year-old university student in a small New Brunswick town or a year-old executive in Vancouver?

Do you simply want to share information? Do you need to explain a difficult concept? Or do you want to inspire your readers to act?

Most importantly, what is your key message? Who, what, where, when, why and how. Show your document to someone outside your department or company and ask whether anything is missing.

How many times have you read about low-hanging fruit, win-win solutions or pushing the envelope? Do they inspire you—or make you yawn? Every field has its acronyms and technical terms. On a webpage, for instance, you can insert a hyperlink to the definition.

Cut the flab to keep your readers. Here are a few tips. People often skim documents for key information before deciding to read the whole thing. Make it easy for them. In the second, the company is the subject of the sentence. In grammatical terms, the first sentence is in the passive voice and the second is in the active voice. Putting sentences in active voice is a quick way to brighten your writing.


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Hence, there is a need to prevent grammatical errors and inappropriate writing in business communication. On words, phrases, and sentences. The book “Effective Business Communication,” by Ronnie Bouing, suggests that complex and general nouns and wordy lines should be avoided.

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Effective Business Writing is an online Communications class at blossomlamar8.ml, that you can take at your own pace.

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Effective Business Writing lays to rest the notion that business correspondence must be pompous and ponderous. Its numerous examples, which are simple and to the point, will give you confidence in your ability to write, and edit, effectively/5(15). Many people find that the writing style and structure they developed in school doesn’t work as well in the business world. “One of the great diseases of business writing is postponing the message to the middle part of the writing,” says Garner.

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Concise business writing - Plan what want to write before you start writing. Put your points into paragraphs before you start, so that you only write what's relevant and . The Business Writing Essentials course teaches the essential best practices business people are using today to write clear, effective, professional business documents, including e-mail, memos, letters, reports, and other documents.