Wendy Wells is a Freelance Copywriter, Editor and Ghostwriter. She holds a Master’s of English in Writing and Rhetoric, from the University of North Carolina at Charlotte, where she also completed her Graduate Studies in Communications.
Many MBA's dread when they are forced to do any sort of formal business writing. There's simply no replacement for the written word, even in our technologically advanced age. Sometimes a phone or video conference isn't practical, and an email isn't emphatic enough for what needs to be said. Presentations and projects often require original text, so you're going to need some basic business writing skills. For times like these and when you need more than a memo to get your point across, following these simple tips can make the business writing process easier for you and keep your reader engaged.
- Begin
When you introduce the topic of any sort of business correspondence, consider your audience and their role in the project. How much background information is needed for them to understand what you're talking about? If "very little" is the answer, then keep it short. You can lose your reader very early with too much information, especially if it is only adding flavor to the topic.
- Format
Headings in business writing help the reader get a quick idea of the page's topic and content. Use headings to get the message across quickly, allow your reader to skim the page and show emphasis. Headings also create white space, which gives the eyes a "rest" between topics and paragraphs.
Does it have to be words? Business writing is often best communicated when it's not written at all! (Especially for business correspondence, when the reader has quick and easy access to a trash can.) A graph or chart is much more effective than our market shares showed an increase in penetration throughout the summer months, reaching 92%.
- Place
Keep business writing and correspondence short! Look for phrases that can be rearranged and shortened. Instead of saying system of inventory, write inventory system. Sentences that start with flourishes such as, "For starters, if you have excessive information that is only adding flavor...” instead, just begin the sentence with what you mean to say. "Excessive information that only adds flavor...”
- Cut
Once you've written a draft, go back and look for redundant information to edit. Check to see where things you've written are saying the same thing and cut something out. The two previous sentences are an example, they say the same thing.
Many companies have some sort of internal reference system, abbreviations or nicknames that can shorten your text. If everyone knows the Seattle warehouse is called "S-E2," use it.
Avoid editorializing, save it for a meeting, phone conference, or as a follow-up. Too much space is wasted with: For some time now, I have seen the need to improve the system of inventory control at S-E2, it has grown into a problem, which can deter its progression into a major distribution hub. Instead, get straight to the point of what is best for the company and not what makes you look the best. Before it can become a major distribution hub, the inventory system at S-E2 needs significant modification.
Search for content that steers away from your core subject and remove it. Business writing is not about you but when it's done properly, business communication will make you look great!
- Go!
When you've made your point, there is no need to recap. This isn't Composition 101, where your grade depends on the "tell them what you're going to tell them, tell them, then tell them what you've told them," formula. Once you've made your point and finished what you have to say, stop writing!
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