A Class Business Writing Tactics
Here’s How to Write Your Next Business Project
When you think about business writing, what comes to mind? Is it a report to your seniors? Or maybe a document explaining more about your business to prospects? Or maybe a detailed pitch to get some partnerships?
All these answers are correct. Business writing is broad. Unfortunately, critical information sometimes gets lost. All this is due to poor structure or cliché terms. To help you avoid these in your next business writing project. Let us take a look at some of the types of business writing. Where to use them. And how to improve your business writing skills.
So let’s get down to business.
Types of Business Writing Formats and Where to Use Them
- Informational Writing
Besides making sales, it is also essential for businesses to record their progress. Business milestones for future reference are recorded too. Information business writing entails various activities. Business documents that track the business’s progress. Plan for future work. Compile legal documents and contracts.
This information needs to be accurate and dated. Some of the documents under these categories include.
These could be annual, quarterly, or monthly business reports. Reports give an account of the transactions, losses, recommendations, and progress of projects. Most businesses rely on reports all along. This is to determine any technical communications to the workers or stakeholders.
Under the reports, one can also include a financial report. This report helps a company identify various aspects. Like the company’s expenses, profits, or even losses incurred. Financial reports also help determine significant changes in a company.
A good report has several components. Every organization has different formats. Here are some of the common rules and components to include in your report.
Minutes give a record of various things in a meeting. Things discussed, completed tasks by the members. And attendance by the members. Like a report, minutes also help inform future decisions on various matters concerning a company.
- Transactional Writing
This is everyday business communication. While informational business writing is targeted. It is to help track a company’s progress. Transactional business writing helps in everyday communication. This is to both the employees and customers.
These form of business writing entails, emails, invoices, dismissal letters, or official letters. For ease and effectiveness, most transitional business writing is under human resource departments.
- Instructional Writing
Business documents under instructional writing. Provide instruction to employers or customers. Instructional business reports also act as a future reference. This is in case of a business upgrade or malfunction. Some of the common instructional business documents include.
The Memo, memo is a short company document. It is directed to the workers on how to carry out certain tasks. Memos are a great way to communicate information to a large group of employees.
User guide, you might remember a user guide as part of a new appliance you bought. User guides are common, but did you know they are part of business writing? Besides providing great products to their users, companies also want to ensure that clients have the best experience. A user’s manual helps in achieving this. A user’s manual has a step-by-step guide on how to operate certain products and are also easy to follow.
- Persuasive Writing
Last on the list is persuasive writing, this is one of the most common business writing techniques. While generating sales and lead is essential in every business, the other forms of business writing also make up a great part of the growth and progress of a business.
Persuasive writing focuses on either generating sales by persuading prospects or creating links and connections to potential shareholders.
Unlike the other three, these documents have the sole intention of impressing the reader and influencing their decision. Some of the documents in persuasive business writing include.
The proposal, proposals give an overview of a company’s product or service. Explaining the benefits, costs, and effectiveness of their product. This document intends to provide information to the public that will influence their decisions in terms of purchase or in seeking a service.
The above four different types of business writing are an excellent foundation for ensuring your business writing project address the right audience and deliver necessary and useful information.
The next step is how to effectively write and improve your business writing skills.
- Be Direct
Before reading the entire document, most people skim through. If the information is bulky, chances are, the reader will not read through. Be direct and include relevant information only.
- Avoid Cliché
Besides having bulky and indirect phrases, the readers might not read through your document if you use of jargon and cliché words. However, don’t mistake cliché or jargon with industry terms.
- Avoid Abbreviations
Another way to ensure your business documents are effective is to make use of full words. Abbreviations such as “&”and “etc”, make your work lack depth. Using a full word is professional.
Tip: However, if you have to use abbreviations, always explain their full meaning at the beginning of your report.
- What is Your Message?
Like any other form of writing, one important question to ask yourself before jolting a word is the message. Ask yourself what you intend to achieve from the document. This question is also in line with identifying your audience.
For instance, if you are writing a proposal, intending to attract new financiers. You need to include information that portrays the company’s vision, mission, costs, and benefits. Always explain your impact on your customers, and financial benefits to the financiers. If, on the other hand, you are releasing a press release to encourage more sales, then include how your product or service has benefited your customers.
Important Principles to Remember
Always have an end goal before working on any writing project. Use short and easy to understand phrases but most importantly, always read through your work after completing and edit any awkward sentence structure or grammatical errors.
Additionally, don’t be afraid to ask for help. When tasked with a business writing project, ask for previous templates or business documents. Finally, practice some more, try out different writing methods, and don’t be afraid to think outside the box.