10 Tips for Better Business Writing

 

Image from www.simplystatedbusiness.com

 

Writing in a business environment is an activity with associated norms, challenges, and opportunities. Keep the following points in mind as you craft communication in the context of a company or an organization.

1. Clarity
Be clear. Clarity is the primary goal of all communication, and in business writing, the degree of transparency in one’s message can determine whether one succeeds or fails in a venture, whether you’re transmitting a report or closing a deal. State the intention of your message, provide the necessary details, and request the precise response you need or want.

2. Active Voice
Employ active construction (subject-verb-object). “This report was sent to me by John Smith” is not wrong, and it’s probably the best choice if you want to distinguish one report from another, but consider whether “John Smith” should be the subject of the sentence; the active syntax is more vigorous, and usually more appropriate.

3. Direct Language
Construct concise, declarative statements. Your goal is to provide or invite information, or to persuade or be persuaded. Your time is valuable to you, but the recipient or recipients of your communication also have constraints and deadlines, so take the time to express yourself with economy and directness.

4. Simple Words
Favor plain, clear words and phrases over technical terms, jargon, or buzzwords. Take care not to complicate your vocabulary or stiffen your tone in an attempt to seem more businesslike or expert. By all means, use proper terminology to enhance clarity and demonstrate your knowledge and skills, but imagine how you would speak to your intended audience, and write with a conversational glossary in mind.

5. Tone
Strike a balance in tone that depends on the particular context of the communication. Even within categories (memos, whether in print or in email form, or marketing content), the feel of the correspondence will depend on many factors. Consult with management and colleagues, study precedents, and consider the audience when settling on the voice of a particular message.

6. Role
Consider the role of a particular piece of communication. If it’s summarizing a report, don’t go into so much detail that the report itself is unnecessary (unless, of course, you’re providing an executive summary for a company leader who doesn’t have time to read it). If it’s part of a larger project, match your writing style to the approach of the overall suite of materials.

7. Goal
Focus on the expected or hoped-for outcome. Whether you’re writing to a superior or a subordinate, or to a colleague or someone outside your company or organization, be clear but courteous about the goal of your correspondence.

8. Candor
Avoid euphemisms or generic references; name topics outright. Diplomacy is a foundation of successful business transactions, but you can undermine success by seeming too solicitous or vague about sensitive matters. Be forthright in your discussion.

9. Formality
Standards for business correspondence have become more relaxed, but maintain a professional tone, avoiding slang or text-speak, exclamation points, and overly informal salutations and sign-offs.

10. Words with Friends
Be cautious about making exceptions about formality when corresponding with coworkers or associates you consider friends or confidants. Just because you dish or swear when the two of you chat in person doesn’t mean you should do so in email messages or other electronic communications located on a company network. Drop the formality a notch, certainly, but don’t document your lapses in professional behavior.

“Like” Serves Nouns and Pronouns, Not Verbs

Like has suddenly become a noun with the rise of Facebook

 

Like is associated with various uncouth usages — “They were, like, all over the place”; “I was, like, ‘Really?’” — common in speech but easily avoided (except for comic effect) in writing, but many people are unaware that another widespread usage is considered improper in formal writing.

As a preposition meaning “similar to,” like is associated with nouns (“She entered the room like an empress”) and pronouns (“I don’t know anyone like him”). However, when the word connects one clause (a segment of a sentence that includes a subject and a verb) to another, it impersonates a conjunction: “He started dancing like his pants were on fire”; “I arranged the furniture like it had appeared before.”

Note, though, that this usage, though ubiquitous in conversation and in informal writing, is not considered acceptable in formal writing; like should be replaced, respectively, by “as if” (He started dancing as if his pants were on fire”) or as: (“I arranged the furniture as it had appeared before”). Replacing as with “the way” is also acceptable: “I arranged the furniture the way it had appeared before.”

(But beware of hypercorrection; as is erroneous when, with the same intent, it precedes a noun: “She entered the room as an empress” means that the subject literally became, rather than merely resembled, royalty. But “She entered the room as an empress would” is correct, because the emphasis is then on the subject’s action, not on the type of person the subject is compared to.)

In the case of a sentence such as “Like many first-time visitors do, I stared, dumbstruck, at the vista before me,” either change like to as (“As many first-time visitors do, I stared, dumbstruck, at the vista before me”) or delete the verb at the end of the introductory phrase (“Like many first-time visitors, I stared, dumbstruck, at the vista before me”).