Business writing is associated with formality, norms, rules, challenges, as well as certain opportunities. Overall, there are people who find it easier to write informal letters as there’s more room for creativity, and there are those who prefer formal writing as it is more standardized and straightforward. Whether you like it or not, you should understand what effective business writing is, follow the rules, and understand how to compose a letter that conveys your message just right. Today, we are going to take a look at some of the best tips for crafting effective, straight to the point, and concise business letters.
Be clear when conveying your messages. Avoid using complex sentences – go straight to the point of your message, let your reader know what you are writing about. Nobody wants to spend minutes of their time on a message that is unclear or hard to comprehend. If your letter lacks that clarity, your reader will either ignore it or have a hard time comprehending what you are talking about. You are going to waste people’s time and maybe even cost them their money. This is why you should always write with laser precision. Your clarity is the key factor in giving your audience the right meaning and conveying your intentions in a comprehensive manner, so you should really work on that aspect of your communication.
Use simple language and short sentences. Of course, it mustn’t sound like you are writing to a first-grader, but you should also avoid complicated structures, flamboyant wording, and emotional expressions. “Your goal here is to get your message across to your audience, not to showcase your unique style. There is nothing difficult in business letters and you will often come across them in a working atmosphere” – says one of the chief managers at PapersOwl. “Without the ability to introduce business correspondence, you will be less in demand in the labor market.”
Choosing the right tone of voice is one of the key tips for writing professional business messages. Forget about exclamation points, passive voice, and idioms – your writing has to be informative and kind of plain. You are here to provide a valuable piece of information in a written form, not to entertain the readers. The words you use have to be straightforward and bear no secondary meanings. You have to make sure your readers get your meaning, having no room for misinterpretation.
Know the goal of your messages and make sure the audience comprehends that goal too. State it at the beginning of your letter and use the right words to convey your meaning. One of the main tips here is to provide a short and precise statement of goal at the beginning of your letter. Say something like: “This letter is to inform you about…”, and with that short and concise statement of purpose, you can move on to expanding the content of your letter. Unlike in creative essays, where you can just write for the sole purpose of writing, in business communication, messages have to bear meaning and purpose.
Friends and Co-Workers
If you are having a business correspondence with a co-worker you consider a friend or confidant, you should not forget about formalities. You can swear and dish all you want in personal communication, but you should never allow any swear words into your official communication. There have been numerous cases of scandals in the large corporations where senior company executives used profane language in official communication, thinking nobody would ever read that. Such profanities might lead to serious outcomes, so you should not let that into your official written communication, even with people you trust.
Be candid with your audience. Of course, some diplomacy might be due when delivering bad news, though you should give things their names. Make sure you are saying things politely but frankly. The goal of official communication is delivering the right meaning without having to read between the lines. Being polite and a bit diplomatic is a good thing to do, especially when delivering not-so-good news within your company, but you must be sure you are saying things as they are when creating your piece of business communication.
Show Your Expertise
You want to sound like you know what you are talking about, and to achieve that, you have to use technical terms relevant to your topic. You should also know who you are writing for to be sure they comprehend the read. Be active when explaining your meaning to the audience and try to craft a piece of reading anyone would get. For instance, if your messages are going to be delivered to a broader audience via social media, you have to apply all of your skills to create a comprehensive note anyone would get.
You should remember the rules of official communication at all times; it might mean the difference between success and failure in the business environment. Crafting a good memo or a note to your colleagues is crucial for sustaining proper and effective internal communication. You must be active and straightforward when creating those messages, proofread them for grammar errors or missing words – you don’t want to look sloppy or careless. Your success in the business environment would often depend on the quality of communication and the comprehensiveness of the messages you deliver to your colleagues.