Business Writing: How Does It Work?

Business communication, and specifically business writing, has its own rhythm. The good news is, it’s a skill that can be learned.

What Is Business Writing?

At its core, “business writing is a type of writing that seeks to elicit a business response,” according to writing trainer and coach Mary Cullen. Put simply, it is writing intended to generate action from the reader.

This style of writing is characterized by clear messaging, substantive information, and ease of reading. It must be easy for the end-user to understand and should limit the use of jargon. Types of business writing include:

• Reports
• Emails
• Proposals
• Briefs
• Professional letters

The Process of Business Writing

Before You Begin

To improve your business writing, start with a structure and purpose. Before you start writing, think about why you are writing the piece and what information you want your audience members to have when they are done. Then, think about what action you want the reader to take after reading the piece. Answering these questions will help you to clarify your message as you move forward to outlining your document.

During Writing

To organize your document, look at your ideas and put them into sections. Sections should support the theme and should convey clear information to the reader. This means that each paragraph supports the purpose, and the message flows in a logical order.

After Writing

A first draft is never perfect, so take the time to review your writing after you have written a draft. Did you offer enough evidence to support your message? Did you include too much information that might confuse your readers? Like Goldilocks, you want to strike a balance that’s “just right.” When in doubt, read it out loud. Harvard Business Review says that reading aloud helps identify gaps, repetition, and mistakes. Ask for others to read your work, and be gracious about their criticism.

Business Writing Tips and Guidelines

Experts agree on conventions for good business writing. In general, this style should:

• Be correct. Using correct grammar and avoiding spelling errors demonstrate your skill and attention to detail.
• Be formatted clearly. Use headings, bullets, and shorter paragraphs. Give the text room to breathe by leaving some white space around it. Use bold or color sparingly to enhance important points.
• Express only your message. Say what you need to say without excessive embellishment or unnecessary facts. If it doesn’t support the point, don’t use it. Try to avoid jargon or overcomplicated vocabulary. Avoid slang terms, jokes, or cliches that will detract from your purpose.
• Write for the audience. Tailor what you write to the person who will read it. Match your language, tone, and style to the end reader. Is this an email to a peer? Keep it professional, but not stuffy. Is this a letter to a customer? Be polite and clear.
• Follow the rules. There are basic expectations for formatting resumes, emails, letters, and other business writing examples. Familiarize yourself with these conventions and follow them — or risk being ignored. Your company may have document templates you can use. Find out if your organization adheres to the rules of a style guide. Uniformity matters.
• Clearly explain the action. What action have you (the writer) taken? “At Sunny Bank, we have lowered our interest rates …”
• Support the action. This where you make your case: “… because market conditions are favorable and our business is growing …”
• Incite action in your reader. Tell the audience what you would like to happen next. “… so, come to Sunny Bank and get a mortgage or refinance at a better rate.”

Following these simple rules will improve your writing. And remember, practice makes perfect. No one becomes a good writer overnight, but investing in good habits will pay off in successful results and advancement opportunities.

Enhance Your Business Skills

For those seeking to improve their skills, the online bachelor’s in business administration at Rivier University provides a strong foundation in key business competencies. The program covers topics like business writing, strategic management, marketing, budgeting, and more. Learn in a fully online environment that accommodates students’ work and personal schedules.