Business writing isn’t hard, but when it comes to professional communication, many of us feel intimidated by the lack of experience in the field or feel we don’t have “the talent” for writing. The truth is, to write a quality piece of business content, you don’t have to be a gifted writer. All you have to do is learn the basic rules and tricks, and apply them to every copy you’re writing.
Whether you’re writing a business email, report, proposal, call-to-action, or memorandum, you can apply the same rules. We’ve put together a list of 8 tips to help you master business writing as a management professional. If you’re curious to learn and improve your writing skills, just keep reading. Here’s what you need to do to become proficient in business writing.
You can’t start writing a business written copy if you’re not quite sure what you want to achieve with it. Your number one task is to sit down, think about the intention of what you’re planning to write and define it as precisely as possible.
For example, your intention could be:
Once you’re positive about the main point of the written copy, make sure your opening statement defines it. Start with the main point and build on from there.
Of course, you know who you’re addressing this written copy to. However, you should try and place yourself in their skin for just a couple of moments.
Keep in mind the circumstances and recipient of this copy, to ensure you tailor it exactly according to their needs, and your business relationship.
The phrase business writing may sound a bit overly serious and heavy to the ear of an inexperienced writer. Just because something is a part of the professional world, it doesn’t mean you should sound like a walking encyclopedia. The truth is, your style of writing should be adjusted so as to make your point clear. You should not try sounding like you’ve used a thesaurus to put together every sentence.
To adjust your style of writing, follow these guidelines:
In addition to making your main idea and message clearer, this type of writing will also show your self-confidence and professionalism.
Once you write your initial draft (and yes, there needs to be more than one draft), you need to analyze it an search for things to remove.
Look for words which add no meaning or value to the copy:
Don’t simply add words to your business writing to make the copy longer. On the contrary, make sure that you:
To put it simply, if you can use one word to make a point, don’t use three.
Keep in mind that you’re not writing a novel or a literary essay, it’s business writing.
There should be no:
Instead, keep things simple and move straight from one point to the other. Keep your course and make sure you keep the recipient on it as well.
Active voice has a much stronger impact on the recipient of an email, note, or memorandum. Although some people find passive to be more formal and ceremonial, you should avoid it when it comes to business writing.
Here’s an example:
Active voice will leave a stronger impact o the recipient, making the whole thing much more believable and professional.
You should never be satisfied with the first copy that you’ve written. Every copy can be improved and made better through revision, so don’t settle for your first draft. Proofreading and editing is the essential part of business writing, and it’s a step you can’t skip.
The process of proofreading implies:
The process of editing implies:
Only once you’ve performed both of the above-mentioned actions can you say that your copy is satisfactory and ready for the final step.
Finally, there’s one last thing you should do to confirm your business written copy is ready to be sent to the intended recipient. You should check whether it sounds natural and flows easily.
The best way to do this is to read the entire copy out loud:
Reading out loud will help you make the final adjustment to your written copy, and ensure it’s properly written.
Management professionals know how important it is to make a good impression, whether it’s in person or in writing. Business writing allows you to show how professional you are and tells a lot about your personality. Therefore, you should use the advice above to ensure your business writing skills are at a desirable level. Start applying them to all your business communications today, and you’ll have nothing to worry about.
Angela Baker is a self-driven specialist who is currently working as a freelance writer at GrabMyEssay writing services and is trying to improve herself and her blogging career. She is always seeking to discover new ways for personal and professional growth and is convinced that it’s always important to broaden horizons. That’s why Angela develops and improves her skills throughout the writing process to help to inspire people.