BUSINESS WRITING

Center for Professional Communication

Objective:

By the end of our time today you

should be able to…
 Define business writing
 Explain how it is different from other
writing
 Understand strategies for developing an
effective business writing style
What is business writing?

The communication of ideas,

information, directions or
instructions between at least
two people that focuses on the
reader and the purpose of the
communication.
How is business writing different?

“Consequences of Erudite
Vernacular Utilized Irrespective of
Necessity:
Problems with Using Long Words
Needlessly”
How is business writing different?
Can I become an effective business writer?

Sentences Paragraphs

Words Tone
Styl
e
Business Writing Style
 Seek to express rather than to impress
 Write clearly and concisely
 Use simpler language and sentence structure
 Use active voice
 Recommend action
 Avoid qualifiers
 Convey an appropriate tone
Write Clearly

What’s
wrong with
this
magazine
cover?
Write Concisely

Not this… But this…

 The interviews were  U.S. Research, Inc.
conducted over several weeks conducted the
by the U.S. Research, Inc.
 If we want the product to sell
interviews.
well in the Northwest and  The product name must
eventually in select meet the following
international markets as well tests: . . .
as to compete with
distributors of similar name
brands, the name must meet
the following tests: . . .
Eliminate Redundancies

Not this… But this…

 The end result will  We will be unanimous.
be that we are
completely
unanimous.
 Each and every one  We’re the same.
of us is exactly the
same.
Eliminate Wordiness

Not this… But this…

 The tiles on the floor  The floor tiles will
will reflect the lighting reflect the [ceiling] light
on the ceiling.
 Our benefits for  Our employees are
employees are at the better than our
top of the list for competitors’.
companies in our
competitive set.
Keep it simple

Long Short
modification change
endeavor try
substantial large
enumerate list
termination end
initiate start
utilization use
Keep it simple

Not this… But this…

 The impending study will  The study will
ascertain the feasibility of determine whether we
our obtaining conciliation. can agree
 Deciding on an internship
 Choosing an internship
with a particular may affect your life.
conglomerate may be of
immense consequence to
your potential livelihood.
Be specific

Not this… But this…

 The report is sloppy.  I marked more than
20 errors in the
report.
 You never finish work
 This is the third
on time deadline this month
that you have missed.
Simple & Specific
Use Active Voice
 One of the two “voices” of verbs. When the verb
of the sentence is in the active voice, the subject is
doing the acting, as in the sentence “Kevin hit the
ball.” Kevin (the subject of the sentence) acts in
relations to the ball.
Use Active Voice

Not this… But this…

 Too many lobsters  The chef ordered
have been ordered too many lobsters.
by the chef.  The auditors will
 Our quarterly sales confirm our
numbers will be quarterly sales
confirmed by the numbers.
auditors.
Recommend Action

Not this… But this…

 We believe you  We recommend
should use… names that parallel
 We think… the age-old and
 We imagine… pure qualities of the
 We presume…
product.
Avoid Qualifiers

Not this… But this…

 We tentatively  We recommend
recommend that that your company
your company, if at avoid ‘earth surface’
all possible, avoid words.
‘earth surface’
words.
Convey an Appropriate Tone
 Write confidently
 Use courteous and sincere tone
 Use appropriate emphasis and subordination
 Use positive language
 Stress the “you” attitude
Objective:

By the end of our time today you

should be able to…
 Define business writing
 Explain how it is different from other
writing
 Understand strategies for developing an
effective business writing style