While an overwhelming percentage of written business communication is now produced online, the need to write well has not diminished. Organisations produce ever increasing volumes of written communication in the form of emails, social media posts, guides, brochures, manuals, reports, and proposals. As a result, employees need to ensure that their business writing is accurate, reflects well on the brand of their employer and has the desired impact on their readers.
Follow these eight top tips for effective business writing and you and your audience should see a positive impact.
The Importance of Effective Business Writing
As business writers, we need to support our readers and produce documents and correspondence that are attractive and easily digestible.
Only say what you need to say and no more
1. Be Concise
Only say what you need to say and no more. Cut out any repetition or redundant text and replace long complex words with shorter equivalents to improve the readability.
2. Write Clearly
There is nothing worse than reaching the end of a sentence, paragraph or an entire document and having to go back to the beginning to try and make sense of it.
3. Be Thorough
Ensure your writing is complete and your reader has all the information they require.
4. Be Accurate
Correct writing is essential – it goes without saying that your writing will not be effective if it is full of grammatical and/or factual errors.
Checking and double checking your writing is crucial
5. Be Coherent
Make sure your writing is coherent. Ensure that there is a logical flow from each sentence and paragraph to the next. This will guide your reader and help them understand your thought processes.
6. Be Consistent
Make sure your use of spelling, language and punctuation are all consistent but also consider formatting and layout. Check that your headings, bullet points and fonts are all in line as not doing so risks presenting a messy-looking and unprofessional document.
7. Check your Writing
Checking and double checking your writing is crucial – a quick glance is not usually enough and good writers spend time not only checking for inaccuracies but also for readability.
8. Be Polite
Finally, don’t forget to be courteous to your reader. Respect their time by keeping your writing brief and gauge their level of understanding of the subject matter. Try to translate complex concepts into simple language for non-expert readers but avoid patronising more expert-audiences through spelling out unnecessary detail.
Business Writing courses can help you to reinforce these 8 top tips for effective business writing throughout your writing process and enable you to ensure a better response from your readers.