Be Clear and Brief

Too many people start writing without first arranging their thoughts. As a result, their business writing can be confusing, which is the exact opposite of what you want to achieve when you communicate. Before you begin writing, pause for a moment. Think about what you want to say. Then resolve to say it as clearly and briefly as possible.

Structure Your Writing

A great deal of business writing suffers from jargon, long sentences, and long paragraphs. Instead, structure your writing with short sentences, short words where possible, and short paragraphs. That doesn’t mean that your writing will be abrupt. You can still produce text that flows smoothly and naturally. The point is that you should keep the structure of your writing simple.

Use a Polite, Business-Like Tone

The tone of your business writing is crucial, particularly in business. If you’re angry, upset, or bored, your readers will notice these emotions through your writing. No matter what your subject matter, or how you feel, keep your tone polite and business-like. Such an approach is practical if you’re engaged in an exchange of emails with an angry client, for instance. If you use a polite and business-like tone, you’re already halfway to calming the client and making your point.

Resist the Unusual

Word-processing software offers a wide range of fonts and styles. Some writers are also tempted to make frequent and inappropriate use of colons, semicolons, and dashes for business writing. Resist these embellishments unless they serve a definite purpose. Readers of business material want to see a clear font. They also prefer sentences that use commas and periods rather than other punctuation marks. However, please note that bullet points are always useful when you need to make a list.

Check What You’ve Written

You’re more than likely busy throughout your day. Nonetheless, make time to read what you’ve written. If you’ve produced a particularly long piece of writing, such as a report, try to find someone who can read it over for you before you finalize it. You can use a spelling and grammar checker, of course, for basic aspects of your writing. But the point of reading over what you’ve done is to check that you’ve structured your writing well and used a courteous, business-like tone.

Keep a Copy

If you’ve produced a business blog or used social media, you have a copy of your writing immediately at hand. However, never forget to keep copies of other forms of business writing such as leaflets, reports, and letters. The purpose is to refer back to these when you next write something similar. Your prior work can provide you with sentences and phrases that could prove useful for other business writing projects.

In sum, when you produce an excellent piece of business writing, you should rightly be proud of what you’ve achieved. Good writing can bolster your personal and business success. The tips given here will help you on your way.

References

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