Business Writing

Part one

Improving Your Business Writing

Complete

Concise

Clear

Conversational

Courteous

Correct

Coherent

Considerate

Concrete

Credible

Complete

Necessary information is included.

Making your writing ..

Did you provide the reader with the information that he or she needs so follow-up questions aren't necessary?

ask the questions who, what, when, where, why, and how.

Concise

No extra words

Making your writing ..

Did you use the fewest number of words possible, so your reader doesn't have to wade through superfluous information?

feel free to call me if ..

please call if ..

I am writing to inform you

I have received your letter

Clear

The message makes sense

Making your writing ..

have you thought about what your reader knows and doesn't know, and the words you choose to use? Or, are you writing based on what you know, or what makes sense to you?

Hey Mohammed,

I need to talk to you and Ali about something urgent when you have time.

Hey Mohammed and Ali,

Are you both available Wednesday around 3:00 to brainstorm with me about the new corporate policies, their impact on our division, and the best way to implement them? I value your opinions!

Conversational

Uses common language

Making your writing ..

does your writing sound as though you are writing to a human or to a robot?

Enclosed please find the following items.

Here are the materials you asked me to gather for you.

Per your request ..

As you requested ..

Courteous

Tone is positive, focused on the reader

Making your writing ..

Is your tone pleasant, and have you shown the reader how he or she benefits from your information or policy? Or, does the message sound demanding, and it is all about the writer's interest?

Correct

All elements are accurate

Making your writing ..

At first glance, does your message look professional, and give a first good impression? Or does it give the impression that it was hurriedly prepared?

Coherent

The ideas connect

Making your writing ..

do you leave your reader thinking that the ideas are jumbled or that they tie together smoothly?

Considerate

The appearance is appealing

Making your writing ..

When a reader looks at your document, does it look inviting to read with bullets and headings, or does it use one or two long paragraphs, with no signpost to help guide the reader through the message?

Concrete

Specifics are given

Making your writing ..

Have you included specifics, or are vague, meaningless words used?

Credible

Valid sources are included

Making your writing ..

Are reliable facts given from sources that can be located, or is the information from an unknown source such as the grapevine?

Part two

Honing Your Writing Skills over Time

Using a writing process to avoid common errors

Addressing common grammatical errors

ask the questions who, what, when, where, why, and how.