What is Business Writing?

In the corporate world great focus in put on the method of Communication whether it is written or verbal. Thus the corporate world has its own set of etiquettes and mannerism which one ought to follow if they wish to succeed as a business professional. Written communication plays a very important role in framing the brand image of the company, it also decides the degree of professionalism practiced b y the firm. The main aim of Business Writing is to produce good writing; you have to make the information fit the document and style that best communicates to readers. Technical and business writing consists of special documents such as memos, reports, manuals and instructions. Business Writing mainly puts emphasis on factual writing or statistical based writing. To acquire efficiency in this style of writing one needs to understand the 7 C’s which are:

Clarity: Apply the KISS formula—“Keep it Short and Simple”. Choose short, familiar, conversational words. Construct effective sentences and paragraphs. Achieve appropriate readability–and listen ability. Avoid unfamiliar words, abbreviations, slang or jargon.

Completeness:      Answer all questions asked. Give something extra, when desirable. Check for the five Ws and any other essentials.

Conciseness:         Shorten or omit wordy expressions. Include only relevant statements. Avoid unnecessary repetition, long sentences, relative pronouns, expletives, abstract subjects, and passive verbs.

Correctness:         Use the right level of language. Include only accurate facts, words, and figures. Maintain acceptable writing mechanics. Choose non-discriminatory expressions. Apply all other pertinent C qualities.

Concreteness: Use specific facts and figures. Put action in your verbs. Choose vivid, image-building words. Avoid relative words, indefinite phrases, and abstract words.

Consideration: Focus on “you” instead of “I” and “we. “ Take an interest in the reader; show how the reader will benefit. Emphasize positive, pleasant facts. Apply integrity and ethics. Avoid negative words.

Courtesy:  Be sincerely tactful, thoughtful, and appreciative, Omit expressions that irritate, hurt, or belittle, Apologize good-naturedly, Use words and phrases that set a positive tone, Make the reply easy.

Use Concise Words Avoid Normalized Verbs:

Example:

Please let us know when we can be of assistance to you.

Revision: Please let us know when we can assist you.

(Replacing assistance with assist makes the sentence shorter and more action-oriented.)

Poor: You did not complete all the items on the form.

Better: All the items on the form were not completed. (Better tone)

Poor: The construction company finished the building on Wednesday.

Better: The building was finished on Wednesday. (This example is better, assuming that

It is not important or it is implied who finished the work.)

One main form of Business Writing is a “Business Memo”. What are “Business Memos?”

ü Memos describe problems, inform employees, request information, explain actions and policies, provide directions, and gives feedback.

ü Memos contain four parts:

• Heading: Includes date, recipients name and designation, sender’s name and designation, Subject.
• Opening: Purpose of the memo
• Body: Describes, explains and discusses the central idea.
• Closing: Courteous ending.

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