The Art of Business Writing

Sections in this guide

Introduction to Business Writing

It can often be intimidating to write a professional document that may be read by many important individuals. It can even be challenging to correctly write something as simple as a memorandum. The reason for this is because business writing usually involves many rules and layouts that can be hard to remember. The purpose of this article is to provide an easy and practical resource for all professionals who wish to improve their business writing skills. If you follow the advice in this article, your writing will improve drastically. We will help you focus on the important aspects of your writing and show you where to begin. Moreover, we will help you minimize errors and write in a clear, concise, and well organized fashion. Lastly, we offer useful templates and samples of common business documents to use as guides for your own writing. While business writing can be complicated, it is a necessary and worth-while skill to learn that will benefit you tremendously in your professional life.

Order Information

When engaging in business writing, using an order of concerns is most effective. The items you will be initially concerned with are referred to as Higher Order Concerns (HOCs): the aspects of your writing that are most significant to the overall quality of your work. All other concerns are referred to as Lower Order Concerns (LOCs): the mechanical aspects of your writing such as format, grammar and spelling. Dealing with LOCs at the end of your writing will help you focus on the quality of your content, rather than pay too much attention to detail.

Higher Order Concerns

1. Focus and Purpose: the central idea in your writing. Developing a focus and purpose is the first, and often the most difficult, step in writing. Prewriting tools can help you with this endeavor. Examples of pre-writing tools:

Brainstorming à Write whatever comes to mind when you consider your topic. Keep your pen moving and try not to pause. This strategy will help rid of writer’s block by freeing your mind to explore many possible realms.

Reading information on the topic à Reading can often trigger many of your own thoughts and ideas. Try to read actively by asking questions as you read.

Clustering à This is a great strategy to help you focus in on a large topic. You can do this by writing the main topic in a circle on the middle of the page. Then, have new circles radiate outside of the main circle and fill in those circles with ideas and sub-topics that come to mind when thinking of the main topic. Here is an example of what a cluster may look like:

2. Audience: who you are writing for. It is important to consider details about your audience before writing. The following factors are key considerations:

Knowledge à You should take into account the background knowledge your audience may already have about your topic. For example, if you are writing an article for a class of college English students, it is probably safe to assume that they know the meaning of a metaphor.

Perspective à Try to view the topic in the eyes of your audience. Each reader will have different biases that are important to consider. For example, if you are writing a letter to your student’s parents complaining about bad behavior, you may want to be particularly sensitive. You should try not to offend the parents since you know their son is dear to them. You can avoid being offensive by describing the acts of the student, rather than commenting on the actual student.

Tone à When writing a business document be sure to use a professional tone. Avoid colloquial language and try to give the reader a sense that you are an authority on the topic of discussion.

Language à Your language may vary drastically depending on your audience. You should ensure that your writing will be comprehensible to your target audience. In some cases, this may mean being race, age, or gender sensitive.

3. Organization: the logical arrangement of your writing. Make sure each of your paragraphs discuss one central idea that is relevant to the document as a whole. Also, you can use transition phrases or sentences, when delving into a new topic, in order to increase the natural flow of your writing. Examples of transitions include words such as “furthermore,” “in conclusion,” “similarly” and “in contrast”.

4. Development: when each idea builds upon another and gradually leads to a conclusion. Before explaining your results or conclusion, you should develop that claim with supporting proof or an explanation. For example, when writing a research report, you may want to include your hypothesis and method before stating your findings. For example, if you want to convince the CEO of a large company to sell your product, you will want to begin by explaining all the reasons why your product is unique and worth selling.

Lower Order Concerns

1. Formatting: the visual arrangement of your document. Your layout should be well organized and easy to read and understand. You may wish to use bullets, headings, short sentences, etc, in order to make your writing more reader friendly. Make sure everything that is necessary to your document is included and in proper order. Also, make sure you comply with standard business convention. Often in business writing, there are specific rules for formatting depending on your document. Refer to “Business Documents” for more information on formatting business documents.

2. Grammar and Spelling: the technical details of your writing. When revising your work, watch out for recurrent grammatical or spelling errors that you need to pay close attention to throughout your document? Pail Brians provides an extensive list of common errors in English on his website. While proper grammar and spelling may be a minor detail in your writing, they are essential to making your document comprehensible and easy to read. Some tips for catching your errors can be to read your document aloud or to read your document starting from the end and working your way to the beginning.

Parallel Structure in Professional Writing

One of the things you should look for when editing your writing for grammar mistakes is parallelism. In the context of business writing, parallelism refers to the balance of a sentence through the use of common words, phrases, or clauses in a list or series. When presenting a list or series of words, phrases, or clauses, you must use consistent sentence structure or word form in order to illustrate an equal level of value. Parallelism is particularly important because a small mistake can alter the meaning of your sentence.

Example 1

Correct: Sarah needs to work on typing, printing and presenting her report.

Incorrect: Sarah needs to work on typing, printing, and to present her report.

The use of “ing” must be consistently used throughout the sentence. Since “typing” and “printing” are written in present tense, “to present” must be changed from future to present tense.

Example 2

Correct: One must make a concerted effort to excel while realizing that s/he will never be perfect.

Incorrect: One must make a concerted effort to excel while realizing they will never be perfect.

This example reflects a very common mistake – the use of singular and plural pronouns interchangeably.

Tips to Consider When Looking for Parallelism:

Pay close attention to conjunctions such as “and,” “or,” and “but,” to make sure that the words surrounding those conjunctions are parallel with the rest of the sentence.
If one verb is written in present tense, all your verbs should be written in present tense. Similarly, if one verb is in present or future tense, all verbs in that paragraph should be in the same consistent tense.

Example of tense: took (past) – taking (present) – take (future)

Similar to verb tense, the use of pronouns should be consistent: I, you, we, are, one, s/he, their. If you use “I” in one part of your writing, you should continue to use the “I” pronoun throughout your writing.
You can use “to” before each verb in a sentence or just before the first verb in a sentence.

Example: We wanted to read, edit and, rewrite the draft.

We wanted to read, to edit, and to rewrite the draft.

Both these forms are correct.

All items in a list should be written in the same form. If you use a semicolon to separate one item, you should use a semicolon to separate the rest of the items on the list.

Adding Emphasis

Another important aspect of business writing is the use of emphasis. Adding emphasis to documents is necessary for making your writing look more attractive on the page, making your work easier to read, and allowing certain words and phrases to stand out. There are many techniques writers can employ to emphasize particular aspects of their writing. Remember, while emphatic writing can be effective when used at the appropriate time, it should be used in moderation. If overused, you will reduce the effects of emphatic devices drastically. The following or various modes of emphasis:

Boldface

A common misconception is that boldface is an effective way to emphasize a word. Although this may be true for some genres of writing, boldface IS NOT an appropriate way to emphasize words in business writing. The most effective uses of boldface are for titles or headings.

Punctuation

In contrast to boldface, punctuation IS an effective form of emphasis within your text. Some examples of punctuation include exclamation marks, dashes or colons. Consider the following examples and compare the differences in affect between the emphatic and non-emphatic sentences:

Example 1: We managed to collect one million dollars.

We managed to collect one million dollars!

Example 2: The shelf contained books on philosophy, politics and theology.

The shelf contained books on: philosophy, politics and theology.

The shelf contained books on – philosophy, politics and theology.

Choice Arrangement

The arrangement of words in a sentence can have a large impact on the effect of the sentence. There are several ways to add emphasis using choice arrangement:

Repeating a word or phrase will draw the reader’s attention.

Example: We have decisions to make, we have deadlines to fulfill, and we have limited time.

Another way to add emphasis through repetition is by repeating a phrase and then using a variation of the repetition:

Example: We have decisions to make, we have deadlines to fulfill, and we don’t have much time.

Using words that will indicate a high level of importance in what is to come and thus cause readers to pay close attention. Examples include words such as “particularly,” “most importantly,” “especially,” “above all,” etc.

Clause Arrangement

Another technique for creating emphasis is placing the subordinate clause before the main clause:

Example 1: Computers have become one of the most significant technological advancements in our society.

Example 2: In our society, computers have become one of the most significant technological advancements.

The second example emphasizes the main point of the sentence, that computers are significant technological advancements, by forcing the reader to pause at the comma before introducing the main idea.

Sentence Structure and Arrangement

Developing a unique pattern for your sentences can help create emphasis. One example is to use a series of short sentences in order to make those sentences stand out:

Example 1: We should go ahead. Let’s sign this deal. It’s good for everyone.

Example 2: We should go ahead and sign this deal since it is good for everyone.

The first example demands the reader’s attention, more than the second example, by breaking the flow and forcing the reader to pause frequently between statements.

Another way to use emphasis is by placing an abrupt short sentence after a long sentence:

Example 1: Sixty-nine percent of Iran ’s population is under the age of thirty. It’s hard to believe. Example 2: It’s hard to believe that sixty-nine percent of Iran ’s population is under thirty.

By placing the statement “it’s hard to believe,” separate from the sentence before it, the writer emphasizes that statement.

Business Documents

Another key part of business writing is the use of standard writing conventions. Business writing often involves rigid rules for writing and formatting business documents such as a business letter, memo, research report and abstract, and sales letter.

Business Letter

Like any business document, business letters should be clear and concise. However, unlike standard business documents, letters do not need to get to the main point right away. For example, a letter written with the intention of persuading your readers may begin by stating points that will lead the reader to a desired conclusion, rather than stating the main point from the beginning.

Another unique aspect to letters is the fact that they can be personal; thus, the writer should be aware of the way in which readers may react emotionally to reading the letter. For example, if a letter contains unpleasant news, one may want to slowly delve into the news by gradually building up to the news. Please refer to “Revisions in Business Writing: Organization” for more information. Also, keep in mind that, since your letter is personal, it is fine to use the personal pronoun “I” when referring to your thoughts, opinions, etc.

Business letters will often create an important first impression on your readers. Therefore, you want to make sure you use appropriate language. Since letters are naturally more informal than most business documents, you can use more casual language. However, you should refrain from being so informal that you sound unprofessional. For example, while it is fine to use some casual language, ensure that you conform to Standard English writing and that you use proper sentence structure, grammar, and spelling.

When it comes to grammar, it is particularly important to avoid passive language. Passive sentences can make your statements unclear and ambiguous. Consider the following example:

Correct: The recruiting committee has decided to hire four more employees.

Incorrect: It was decided that four more employees would be hired.

Stating who or what is responsible for an action is necessary to creating clarity in your writing.

Memo Writing

Similar to business letters, memos are informal. Your audience is usually a specific group of people who you probably know personally, since memos are internally distributed within an organization or company. Memos tend to address topics such as feedback, opinions, or information.

An informal aspect of memos is that they do not begin with a greeting or end with a closing. Instead, they typically begin by stating the main point immediately, and then proceeding with supporting points. While you should begin with the most important information, keep the rest of your information succinct. Remember, memos are meant to be short and should only contain basic information. Try to keep your memos no longer than a page. Otherwise, your reader will probably be too busy to read through them.

Another technique you can use to keep your readers interested in your memo is to use friendly language. Since it is impossible to communicate body language through writing, statements can be easily misinterpreted. Thus, try to keep your language positive, or at least neutral, and non-offensive.

Your memo should also contain clear and simple language that will quickly and easily be understood by your readers. Avoid long and complex sentences that will cause readers to miss your point. Also, avoid technical language or jargon that may not be understood by all readers. You may refer to “Revision in Business Writing: Concise and Clear”, for more information on how to improve the quality of your writing.

Both business letters and memos should be:

Laid out with one inch margins
Formatted to the left side of the page, besides the logo and title when applicable
Single-spaced except when transitioning between sections
Equal and balanced on the page
Free of grammar and spelling errors
Concise and clear

Research Report Workshop

A research report is a written documentation that explains the process of finding evidence to support a conclusion for a particular topic or problem. Such reports are structured and have a consistent format. Before delving in to the writing process, you may want to enhance your knowledge and understanding of the topic by reading literature that is relevant to your report. Other people’s thoughts and opinions will give you background information and a good foundation with which to begin your writing. Moreover, you can use the information you find as a source for your writing.

Besides reading supplementary literature, another great way to get you started for writing is to brainstorm. You can do this by answering some key questions: What is the purpose of my research report? Why is my topic important? Who is my audience? What information do they already have on this topic? What kind of background knowledge is necessary to put my research into perspective? What are the most important factors that have contributed to my research? What was my hypothesis and how does that compare to the outcome of my research? What is the significance of my findings? What proof do I have to support my claims? How do I respond to counterarguments or disproof?

If you answer the above questions thoroughly you will have an excellent basis to begin writing your report.

The following are sections you should include in your report:

1. Title: make sure your title reflects the topic of your report.
2. Abstract: a brief explanation of the major parts of your report. Refer to “Writing Report Abstracts” for more information.
3. Table of Contents: List each section of your report along with coinciding page numbers.
4. Introduction: briefly describe your purpose, background information, and the main aspects of your research.
5. Body: This will be the crux of your report. Include your theory, hypothesis, method, and results.
6. Conclusion: what claims can you draw from your findings? What are some logical explanations for your findings? What are your opinions based on the facts presented? Do not introduce a new idea; rather, summarize and explain the significance of your results.
7. References: be sure to cite any sources you have used.
8. Appendices: sets of data that are relevant to your report. Make sure you list them in chronological order.

Writing Report Abstracts

An abstract is a brief description of a more extensive piece of writing. It is usually written following the report. The abstract is particularly important because it will help readers decide whether or not to continue reading your report. An enticing abstract will capture the reader’s attention and make him/her anxious to read on. You can gain interest from your readers by using reader-friendly language and by explaining the significance of your work and how it relates to others.

The main purpose of the abstract is to summarize the report by highlighting the key points in the order in the order in which they occur. An abstract should have an introduction, body, and conclusion that flow smoothly and are easily understood. Furthermore, your abstract should make connections between different aspects of the report without adding any new information. A great abstract will strike a balance between being thorough enough to stand independent from the rest of the report, while being succinct and concise.

Descriptive Vs. Informative Abstracts

Descriptive:

Introduces the subject of your report.
Discusses ONLY the main points of your report including the purpose, method and scope.
Does NOT mention the results or conclusion.
May only point out what is covered in the report, rather than discussing any content.
Should be very short and brief – approximately 1-2 paragraphs.

Informative:

Includes all the essential elements of the report including the purpose, method, scope, results and conclusion.
More detailed and concerned with content, but does not include lengthy examples or data.
The length should be approximately 10% of the length of the report. For example, if the report is 10 pages, your abstract should be about 1 page.

Sales Letters

A sales letter is a document created for the purpose of increasing sales. The key to effective marketing is not to convince a consumer that your product or service is a good value, but to actually get the consumer to act upon this conclusion and make a purchase. An effective way to accomplish this goal is by ending your sales letter with these essential elements:

Design an attractive sales letter that will grab the readers’ attention. You may do this by including a catchy headline or addressing the reader directly by using his/her name if possible. You may also want to describe a success story or explain the benefits of your product or service immediately.

Focus on the importance of your readers, rather than yourself. You can do this by using the word “you” often, in order to highlight the importance of your readers.

Explicitly state how your reader can take action immediately. For example, if you are selling a ring you may say: Pick up that phone and call 1-555-555-5555 to order your ring today.

Put a time limit on your product or service, if possible. People will be a lot more motivated to take immediate action when they are restricted by time. For example, you may want to put a deadline on a promotion: if you sign up with Verizon before Dec. 10th we will give you a free phone and your first month of service free!

Make things easy on the consumer. You can do this by reducing the consumer’s responsibilities as much as possible. For example, if you are advertising a magazine subscription you may offer a stamped, self-addressed envelope. That way, all the consumer has to do is simply fill out the form and drop it off at any mailbox.

Provide incentive for immediate action. For example, you may offer a free gift to the first 100 people that call and order your service. This will create a sense of urgency and will motivate the consumer to act quickly. You may also offer free, easy to attain, information. That way, you can preserve the interest of buyers who are reluctant to make an impulsive purchase.

Try to answer the reader’s questions immediately. If readers are not clear on exactly what you are offering, they may lose interest.

Revision in Business Writing

After figuring out how to correctly write a particular business document, the trick is polishing up your document so that it is professional and reader-friendly.

The Importance of Revisions

Almost any document can be improved with revisions. It is necessary to revise your work so that you may ensure that your writing is easy to read and understand. If your readers are focusing all their efforts on trying to understand one particular word or phrase, they may lose sight of your main point. Another benefit to revisions is that it will make your writing look more professional and will give you credibility as a writer.

Paying Attention to Details

Detail can be a tricky subject because it is often hard to know how much to say about a particular subject. You want to give enough information for the reader to fully understand your point, but not too much information that you end up being repetitive or irrelevant. In order to determine whether or not you have enough detail, ask yourself the following:

Have I accomplished my objective?
Do I address all the significant issues?
Do I answer all the necessary questions?
Did I leave out any important information?

Concise and Clear

The key to concise writing is only using the essential words needed to make your point. One way to avoid unnecessary writing is by NOT stating the obvious. Words such as “clearly” and “obviously” are red flags. There is no need to write what is to follow if it is already clear or obvious to everyone. Another common source for wordy writing is the incorrect assumption that the use of elaborate writing sounds more intelligent. For example, saying “ascertain the location of,” instead of simply saying “find,” appears to sound more eloquent. However, the reality is that you can get the exact same message across without using so many words. This act of eliminating unnecessary words or substituting one word for a phrase is an effective way to make your writing more concise.

While writing concisely may be your aim, be careful not to take the other extreme. Ensure your readers are able to follow your ideas without feeling rushed. You can do this by dedicating enough time to address each topic thoroughly. In addition, use clear explanations and avoid vague language.

Example: “I will contact you soon”

“I will call you tonight”

The second sentence is more clear and specific as to how you will contact the person and at what time the contact will be made. The general rule of thumb is, if you can be more specific without using many more words, go for it! If you need to use more words to be more specific, you will need to evaluate whether or not specificity is useful in that particular case.

Tailoring to the Audience

When writing, it is necessary to keep an audience in mind in order to ensure that your writing is appropriate for the target audience. For example, if you are sharing marriage tips for men you might mention the importance of romance and sensitivity, since those are factors that woman tend to appreciate in a man. If sharing marriage advice for women, you may discuss the importance of not neglecting your husband after having children, since this is a common complaint among men. So, in the above example, you can see the difference content can make when there is a shift in audience.

While tailoring your writing to suit your particular audience is important, there are some basic tips for writing that apply to all audiences:

Ensure that your writing is affable and non-offensive to any potential readers.
Make your readers feel valued and important. You might do this by attempting to see things from the reader’s perspective and empathizing with the reader.
Try to state things in positive terms, rather than negative terms. For example, instead of saying “stop sending unrevised work,” you can say, “It would be great if you could revise your work before sending it to me.”

Organization

The way you organize your writing will greatly affect the way your readers receive your message. Make sure you have proper sentence structure and avoid grammar or spelling mistakes by editing your work. Also, you should make sure you writing flows logically. One way to achieve this is by discussing only one main idea per paragraph and using transition sentences between paragraphs. In addition, keep in mind that there are two approaches to organize your writing:

The general principle is to use a direct approach in which you begin with positive news or your main idea and provide details afterwards. Example: We are happy to announce that you will be receiving a raise. Please stop by my office before noon to discuss the details.

If your writing contains something negative, or something your reader might disagree with, it is preferable to use an indirect approach. Begin with something positive, and possibly even an explanation, before delving into the negative. Example: You have been a diligent and reliable worker in the past three years and we thank you. Unfortunately, budget cuts have forced us to make some very difficult decisions. We regret to inform you that we will no longer need your services at this time.

Conclusion

Business writing is an essential part of any work environment. Your writing tells a lot about who you are. Readers may judge your credibility, congeniality, and even your intelligence level, all from your writing. Moreover, writing can be used as a powerful tool to persuade and influence. If you want to make a strong and positive impression on your readers, you must equip yourself with the correct writing tools for successful business writing.