Business writing is a skill that takes a while to get right. While similar to other forms of writing, business writing is targeted at specific goals inside your own company or business relations. How you go about developing a business writing style is up to you, and we’re here to take a look at some of the most useful tips that can help you get started.
Create an outline
Before you go deep into writing a business paper, make sure that you know what you want. Many people tend to jump straight into writing without a second thought about what they want to achieve. You will have to adapt the writing style, jargon and tone of the entire paper depending on what the goal of your writing actually is.
Take a moment of your time and think where the end goal is and then come back to the beginning. Create an outline of main points and then start filling the gaps. It takes a couple of letters before you can write without creating an outline, and even then it’s always a good idea not to rush things and think about what you are doing.
Target an audience
It’s important to know your audience and where they are in the business world. Addressing a company executive asking for funding is not the same as writing a letter to your boss asking for a promotion. Targeting an audience will give you a huge benefit when writing a letter because you will know who you are addressing. In doing so, you are able to adapt and tell the reader exactly what they want to hear.
You can do some light research and search for information about your reader online or by talking to a few colleagues. Someone out there is bound to have advice for you and this will give you an advantage over writing a generic business letter that will be forgotten in a matter of minutes. Even executives and higher-ups are people with emotions and they will appreciate you going out of your way to care for their wishes.
Tone of voice
Your writing and tone of voice will tell the reader a lot about who you are. Writing a business paper is more than just formatting and grammar because your goals and wishes go far beyond that. Your reader will want to know more about you by analysing the paper. If you adopt a professional tone of voice and use too much formal vocabulary it might not attract the attention you want if you are writing a letter for a laid-back executive.
The same goes for reverse, however, and if you write your paper in a relaxed tone of voice, an older gentleman who cares about respect and chain of authority might not appreciate your tone and language. You can amend this by using one of the professional writing services online and have your paper fixed up. Check out Best Writers Online to get an idea of what your paper should look like. Make sure you use any help you can get on this matter.
Avoid niche words
The worst mistake you can make is to use a word that your reader might not understand. Even though you are writing a letter to an industry expert or an investor, you have to do everything you can to make your business paper as clear as possible. This will often mean using more simple words than what you are used to in your area of expertise.
If you can explain what your intentions are in a simple manner that anyone can understand, you are much more likely to achieve whatever goal you want to with your paper. Avoid using any special, niche or industry jargon that can potentially confuse your reader – it’s often smarter to use descriptive text rather than short abbreviations or slang.
Keep it short
Whoever is reading a business letter likes to get to the point as soon as possible. This means that you should focus your writing on the exact goal you want to achieve. If you write a long letter that describes your motivation, former accomplishments, plans for the future, etc. your reader might get bored or annoyed by that. People who do business on a large scale are very short on time and they will be much more willing to help you out if you skip straight to the meat of the matter.
Write your business papers with a focus on whatever matter you want to discuss and don’t include anything that might lead the reader away from the topic. If they are interested in what you have to say or offer, they will invite you to an interview where you can discuss it further, but keep the initial letter as brief and on-point as possible.
Any good businessman appreciates professionalism and respect at the end of the day. As you might have noticed, business writing is much more about your reader than it is about you. Even though you are the one who needs help, funding or a raise, the way you handle your business writing will speak volume about who you are. Make sure that you adapt to your reader properly and give them the respect they deserve. If you understood your reader correctly, you will surely get what you want at the end of the day.