Writing skills are actually a fundamental skill for whatever type of work you will be in. When you start working in an office, you will find yourself writing a lot—from memos sample, notice letter, and even official letters. Most of these will be addressed to the organization’s clients or for people within the organization. You might find yourself asking, “Am I effectively and efficiently writing that document? “Is it too casual? Is it too formal? Does it contain an ample amount of information? Is it too long? Is it too short?”
Sit back and relax! We are here to help you make your business documents stand out by giving you a few tips about business writing. We also have a few paper formatting guidelines that you will be able to download. These will be great references for you when you start writing your business documents. Ready to start tackling business writing? Read up!
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Defining Business Writing
Business writing, from the word business, is a writing style that would be businesslike in nature and would also demand for a response that is also businesslike in nature. It is typically easy to read as it makes use of simple language, provides clear information to the reader to do something or know something.
Documents that are commonly written in business writing style are the following:
- Business memo
- Business reports
- Generic business proposals
- Business emails
- Other written communications in the business setting that is used to communicate within the organization and for external matters.
What Is the Purpose of Business Writing?
Business writing is meant to be used for business documents. When you are about to write your document, you have to ask two important questions that will actually help you come up with a good business document. These questions are the following:
1. Who will be reading the document? A good understanding of who your audience is will ensure that you know what information you will be including in your business document.
2. What information will you be sharing? By knowing what information you will be sharing, you will be able to solely focus on the message that you’re trying to relay.
If you are able to answer these questions, then you are definitely ready to start writing your business document. If you find yourself having a difficult time coming up with the answers to these questions, then maybe you have to reassess and see whether you really need to write a business document or not. You may also see book writing samples.
Common Types of Business Writing
Varying business scenarios will need different kinds of business writing as well. So in this section, let us enumerate some of the common types of business writing that you will encounter on a day-to-day basis in your office. Read away to know more about the common types of business writing style. You may also like summary writing samples & templates.
1. Instructional Business Writing Style
Based on the name itself, instructional business will give the reader a set of instructions that they would be following. Documents making use of this type of business writing makes use of very simple and easy to understand language as you would want the reader to be able to replicate the instructions that you are trying to relay to them. Common business documents that make use of this business writing style are notice memos, technical documents, and user manuals.
2. Transactional Business Writing Style
This type of business writing style pertains to the common day-to-day communications that occur in the organization—general official letters, forms, invoices, and even email. The documents or emails that are sent using this type of business writing aims to convey either bad news or good news. These news often come from the human resource department or from your direct supervisors.
3. Informational Business Writing Style
Information in business is vital. If you are planning on recording your business information in an effective and efficient manner, you can make use informational business writing style. This writing style is great for records such as employee records, financial documents, and meeting minutes.
4. Persuasive Business Writing Style
From the name itself, persuasive business writing style aims to make the reader convinced that what the writer has written is of importance. Documents written in this style aim to persuade and offer the best value of what has been presented in the paper. A ton of times, the documents that are related to this business writing style are related to sales. Documents that make use of this writing style are the following:
Tips for Business Writing
1. You have to make sure that what you are writing is important and accurate. What you are trying to share with the reader. This is why you have to make sure that what you are trying to share with them is accurate, correct, and relevant to the reader. You may also see essay writing samples & templates
2. Make use of simple language. Always remember that you are writing not to impress but to properly express the message that you are trying to convey. Keeping it concise and clear is better compared to writing a long one that will only end up being a mess. You may also like proposal writing samples & templates.
3. Ensure that your grammar and spelling are correct. Making sure that your document is free from any grammatical errors and misspellings to give an impression that you give importance to detail. Plus, it looks more professional.
4. Make sure it is easy to scan. Break down your paragraphs and make sure to make it easy on the reader’s eyes. Making use of lists and bullets would also be a great idea. Using headings and subheadings will also make it easy to determine which ones are your topics and subtopics. You may also see memo writing samples & templates.
5. Make your document conversational. Unless you are writing to someone who demands formality, make sure that you keep your business document conversational. This is especially true for sales proposals or sales-related documents.
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You have now come to the end of this article. Before we say our goodbye, we would like to summarize what we have learned from this article.
1. Plan everything ahead—from who your reader is to what you will be saying. This will make your document writing task way more organize and a tad bit easier. You may also see article writing samples & templates.
2. Make sure to keep your sentences short and make use of simple language.
3. Make everything clear and easy to read.
We hope we have helped you out! If you find yourself still being challenged with business writing, that’s okay. With a little more practice, we are sure that you will eventually get the hang of it and you will be able to adjust easily to the type of reader you are writing to. You may also like speech writing samples & templates.
If you need more professional help, you can actually refer to Professional Letter and Email Writing Guidelines.
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