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Business Writing
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Click here to view a video on business writing principles.
The transfer of information in companies is very important. Internal newsletters, circulars, faxes, and e-mails are prepared and distributed to staff or send to other companies. Documents sent out must be carefully worded and always look professional.
Business Writing Tips
When compiling a document, use the following tips:
- Remember you are representing your company, not yourself.
- Avoid emotive language.
- Write in plain, effective English and avoid worn-out phrases.
- Always show respect for the reader - on internal and external documents.
- Check your grammar, spelling and word choice.
- Always adhere to the layout guidelines.
Choose Simple Words
One of the main faults in present-day business writing is the tendency to prefer what is complicated and “round about” to what is simple and direct. We write:
“We shall be in a position to effect delivery…”
When we mean:
“We’ll be able to deliver…”
It is much better to write simply than it is to use long, fancy sentences. We have been “brainwashed” into this way of writing. In fact, writing simply is often more difficult than “churning out” overused, elaborate, words and phrases.
Slang
These are words which are quite acceptable in informal situations and writing, but are completely out of place in business communication. The dictionary has hundreds of words noted as slang. They are quite easy to recognise and although they rarely offend people in a casual situation, they may offend and cause misunderstandings in the business context.
Examples of slang: “He has had it”; “You have fallen for it”; “He has put his foot in it.”
With all of these it would be better to say you have made a mistake or been deceived.
Remember that the most important criteria is to suit the language to the reader and situation.
Jargon
These are the technical terms used by a profession, trade or occupation. Within these groups this is acceptable; in fact, it is often necessary. Nowadays the term jargon is used more loosely and refers to long-winded expressions used purely for effect. They make writing appear pompous and artificial.
Examples of jargon: “credit basis”, “cash settlement”, “we beg to advise”, “your esteemed enquiry”.