Business writing enhances one’s ability to communicate professionally and build a brand. The modern business relies on information to reach out to clients; whether you are using email, presentation, messenger, or blogging as a means of communication, you need to have sharp business writing skills. Clarity and simplicity are the most critical elements of business communications. In this month’s edition of Top Five Advanced Business Writing Tips, we have compiled ideas that will help you reach out to your target audience.
Include your primary idea in the first sentence. Unlike creative writing, such as plays and novels, that allows you to build ideas slowly, business writing is brief and has a purpose. A person reading your email should know what you want to communicate after reading the first sentence and what they need to do upon receiving the message. Before composing a message, write down the ideas, choose one sentence that fits your purpose, and put it at the beginning of your message. If you have a text with multiple paragraphs, repeat this procedure for every paragraph (Howard, 2020).
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Be professional. Although not every business communication needs to be formal, you should always be professional in your writing. When composing letters, job applications, memos, and legal documents, use formal language. Avoid including jokes, gossip, and personal comments in the business writing. Besides, the law requires you to keep a copy of your business communications. It would be humiliating if the public accesses a business communication full of jokes and gossips. Another important point is to pay attention to the names, titles, and genders (Nelson, 2020).
Simple language . Complex words can demoralize your audience. You may know what the term “expeditious” means, but not everyone does. Business writing aims at communicating an idea to someone. As a writer, ensure that your content is simple and easy to read and understand. A simple and precise language will help you achieve your goals better than a complex language. Besides, effective communication enhances the relationship with your colleagues while complicated language makes you seem proud (Howard, 2020).
Pay attention to your audience. Before creating a business document, understand your audience’s description. This approach allows you to identify their names, locations, preferences, age, positions, and background. Next, consider what the target audience knows about the subject you want to write about and how they will respond to it. This strategy allows you to evaluate the tone you should use when writing. For example, you may use an informal approach when writing to a coworker and use formal language when communicating with a client (Nelson, 2020).
Proofread . It may seem unprofessional to send a letter or an email full of grammar errors. After you have written a business document, take a five-minute break and set aside one hour to proofread your work. When writing, most of us read what is on our minds instead of the ideas on the paper. At times, the brain works faster than our typing speed, and we may eliminate crucial points by mistake. Giving your eyes and brain some rest helps you return to your work with more focus than before and find mistakes easily. In case you are having a tough time editing the document, try rereading your work from the last sentence up to the first one. Reading the document out of order, will challenge and improve your brain’s focus. If the document means a lot to you, give it to a trusted coworker to provide feedback (Howard, 2020).
If you are serious about advancing your business writing skills, keep a daily journal that contains your everyday experiences, such as your horrible journey to work. This approach will build your fluency and improve your ability to organize ideas. Never underestimate the power of reading. Set aside at least 30 minutes to learn new words and sentence structures.
References
Howard, B. (2020, January 20). 5 tips for better business writing skills. TracSoft. https://tracsoft.com/5-tips-for-better-business-writing/
Nelson, K. (2020, June 16). 5 tips to improve your business writing skills . Small Business Bonfire. https://www.smallbusinessbonfire.com/improve-business-writing-skills/
