Writing clear, professional and effective written communication is one way to distinguish the best from the rest. This is also important for gaining the support of your business and communicating your ideas effectively. Here are some tips and hints for writing effective business communications.
1. What are you trying to achieve?
You must know your goal. You may be giving information at times, but you will often be trying to influence or persuade the receiver to take action. You can formulate messages to achieve your goals by being as specific as possible.
2. Consider your recipient(s)
What do they already know about your topic, and what do they want to learn more about? What are they concerned about? What is their attitude? What’s their attitude? What will your recipients do with the information that you provide?
3. Less is more – keep it simple
People are too busy to read lengthy documents. By presenting your message concisely, you increase the likelihood that they will read and act on what you say.
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4. It is important to have a logically structured structure
Structure your writing well to make it easy to read. The flow of ideas must flow naturally from one to another. You’ll save time and get a better result if you plan your structure before you begin.
5. Break it down
Break up your writing with bullet points, paragraphs, and subheadings. Text walls that are too large and intimidating make it difficult to read.
6. The right tone is important
When it comes to the tone, there are three Fs: Formal (or formal), Friendly (or friendly) and familiar. Emails are usually pleasant, while reports tend to be formal. Only use a familiar tone with people you are really close to. It’s not appropriate for business communication.
7. Easy to read
Write in plain English. Avoid complex sentences. Try to keep sentences under 17 words, with some being much shorter. Use simple words (e.g., “use” rather than “employ”, and “now” rather than the phrase ‘in this situation’).
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8. Use compelling language
Use Power Talk (‘I am confident that you will find our proposal interesting’) and not “Wimp Talk” (‘I hope that you will find our proposition of interest’). Your main point should be at the end of your sentence, where it will make the biggest impact. Your credibility will be enhanced if you write with certainty and conviction. This will make your recipient feel confident in what you are saying.
9. Grammar and spelling are important
People who are interested in such things will care. They will start to doubt your content if you make spelling or grammar mistakes. For example, using ‘they are’ instead of ‘theirs’.
10. Proofread the final draft thoroughly.
It’s easy for you to miss something when checking the document on screen. You should read everything twice, once to check for meaning and again for mistakes. You can also ask someone else to review important documents. They will catch things that you may have missed.
