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Effective Business Writing: Top Principles and Techniques

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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. 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. Sentences in active voice are often shorter and usually clearer than those in passive voice, and inspire more trust in readers. Everyone wants to know who is doing what. Read documents aloud to catch missing words. And if you see one mistake, read the rest of the paragraph particularly closely—typos tend to cluster.

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Avoid shortening words too much wld; pls etc , as this can make your reader spend time trying to understand what you want to say. Put your points into paragraphs before you start, so that you only write what's relevant and you can avoid repeating the same ideas. Here are some ways you can use modals instead of longer phrases: Avoid words that add no meaning. For example, "very" can usually be deleted without changing the meaning.

For example, you can write "expensive" instead of "very expensive" without losing any extra meaning. Other words that can generally be deleted to make your writing more concise are "really" and "absolutely". For example, use "discuss" instead of "have a discussion".

Other examples of this are "have a meeting" meet , "give consideration to" consider and "be of concern to" concern. Examples of cliches are "to all intents and purposes", "to think outside the box" and "to push the envelope".

If you have made a plan before you write so that you only include relevant information, then you don't need to add cliches to "pad" out your message. How to write courteously Being polite is not just a question of remembering to use please or thank you. It's also about the tone you use when you write.


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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 cwmetr.gq, 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.