Top 5 Business Writing Tips

There are a number of unwritten rules to follow when writing to someone professionally. Think about it: if you are typing an email to the CEO of your company (someone you should REALLY want to impress), would you want their first impression of you to be that of an illiterate, uneducated, inexperienced newbie? Or, would you rather them feel impressed, or dare I even say thrown back a bit by the astounding etiquette in your carefully-crafted masterpiece? Regardless of your level of experience, these 5 tips will bring you from 0 to 60 in your business writing game.

Rule #1 : Keep It Brief

This rule is especially true if you are the bearer of some bad news. When someone is facing rejection (to, say, a business proposal), the last thing they want to hear is a pity story. Keep any explanations concise and, if possible, try to set up a time where you can explain yourself in person. Humans connect best when they are communicating face-to-face, so try to avoid having lengthy and detailed email threads wherever you can. Your message should be clear, coherent and concise.

Rule # 2 : Grammar

This one should go without saying but, sadly, it does not. Many of us have experienced it firsthand – the important email sent company-wide with a grammar error in the subject line that makes everyone want to face-palm at their desk. Or even worse, perhaps you’ve just disrespected the CEO of your company by misspelling their name in your email apologizing for the grammar error in the company-wide email you just sent. Either way, one thing is for sure: grammar is important! It not only improves the clarity of your message, but having a strong vocabulary is an exemplary skill that many will appreciate you for.

Rule # 3 : Proper Format

Perhaps just as important as utilizing proper grammar is knowing how to structure your message the correct way. When you type an email, for instance, you should always begin by addressing the recipient. To ensure politeness, try writing “Good Morning/Afternoon Mrs. Jones,” and signing your name with “Sincerely, [Your Name].” This has been the standard routine for professional business writing for many years and is tried-and-true.
After the initial address, waste little time jumping into the important details, bar a little recap of essential information as needed. An example of this would be: “As you may already know we had a severe thunderstorm during the company’s Annual Summer Picnic last Saturday. I believe this may have deterred us from reaching our goal of 80% attendance because (etc…).” A strong message is a well-structured one. Your thoughts should flow in a manner that is both logical and engaging.

Rule # 4 : Punctuality

The general rule of thumb for responding to emails is 24 hours. Taking longer than one full day to reply to someone’s message is considered unprofessional or, at the very least, proves that you are unreliable. In order to avoid dropping the ball on someone, it’s important that we check our work emails frequently while we are on the clock and keep an eye out for our associates who may be attempting to reach us.

Similarly, it is considered good practice to conduct business with other companies in a timely manner to prevent disrespecting them. If a customer is trying to order parts through the warehouse you work at and you are slow to process the paperwork or communicate with the other departments involved in the process, the customer may receive a service they are dissatisfied with. Punctuality is a fundamental part of business writing.

Rule # 5 : Put A Little Personality Into It

It’s OK to include an exclamation point here or a smiley face there – just know who your audience is first. If you are addressing your co-worker, whom you know very well on a personal level, feel free to spice up your message with a little character. The same thing applies to anyone else you know within the organization. Just avoid anything too over the top (it’s not for entertainment!) and again, know who you are communicating with before trying anything risky.

This humanizes the connection in the exchange. People like to know that they are speaking with… people. It will also improve the atmosphere within the conversation and make things a little more lighthearted while still being professional and goal-oriented.

Conclusion

So there you have it, my Top 5 Business Writing Tips. No matter where you apply these tips I believe you will earn respect. They are pretty universal as far as professional communication in the world goes. Thoughts? Ideas? Opinions? I would love to hear them in the comments section below.

Reference:
Adams, S. (2013, April). 10 tips for better business writing. Forbes.