Business Writing - How to get it Right! - By: Prasad Josh

Poorly written business communication can be very frustrating, especially if it is a business email or a report that is sent to you by a colleague or a client. Many professionals are experts in certain subjects relating to their fields, but when it comes to putting this knowledge into written communication, all but a few tend to revert back to the amateur business writing methods that they learnt in school.

As a result, many end up mistaking quantity for quality and verbosity for intellect. At times, those who deal with customers and clients do not take into consideration the fact that almost all customers do not have the time to read lengthy and poorly written documents. This is why it is very important to undertake business writing training in order to further your business prospects. Yes, business writing can really take you places – if done well!

Here are a few important business writing tips to help you get it right the first time:

1. Keep your phrases short and simple and try not to bore your readers: The language of writing business reports has changed. You need to focus on being clear and getting your message across to your reader. Stay away from old fashioned phrases like 'With reference to our conversation', 'Kindly be advised', 'Please be informed' and 'I would like to bring to your attention'. Write in a way that your email or report reflects your personality.

2. Stay away from using clichéd jargon: In doing so, your readers might not comprehend what is being said. Messages that are packed with jargon can be confusing for the reader, especially if you are using a lot of difficult words and phrases in an attempt to impress them. The aim is to communicate; not to impress. Stick to sentences that are short and simple and make sure the length of your sentences are approximately 15 words long. Use words that are simple and easy-to-understand. Never use flowery language.

3. Watch your Tone: It is okay to be firm but always maintain a friendly or persuasive tone. However, this depends on what you want to convey in your message. Getting the right tone is very important, as using the wrong tone might cause your readers to take offence. Focus on your degree of formality, the emotional context in your message and your overall attitude towards the subject.

4. Understand what your reader wants: When writing a business letter, always keep it persuasive. However, in order to write your persuasive best, you should understand what your audience wants and how to best address their needs.

5. Choose your Fonts carefully: Although the choice of fonts is up to you, it is always good to remember that those fonts that look good in print may not look good on the computer. Make sure your fonts are readable.

A well written business message reflects your intellect, professionalism and attention to detail. A good business writing training course will help you master the art of business writing.

About the Author

Business Training Group is a niche business specialising in writing training for the workplace. For further information, please visit: http://businesstraininggroup.com.au/

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