Business Writing Tips
Common examples of business writing
You can use the following list to educate yourself on eight typical types of business writing that you might come across at work:
Business letters
An illustration of transactional business writing is a business letter. It describes a formal, printed letter that a person sends to a coworker, superior, or business partner. This style of business writing is typically used by people when communicating about their jobs or businesses.
To express their decision to leave a job, an employee, for instance, might write a resignation letter. Alternatively, a salesperson could write sales letters to their clients to introduce a new product and outline its features. There are several types of business letters, including:
Although the content may differ, business letters frequently have a set format. It must have the sender’s signature, a formal salutation, the recipient’s address, and the sender’s contact information. The letter’s body can be made up of one or more paragraphs that convey the message you want to get across. This style of business writing is not appropriate for sending messages quickly due to its formal nature and the time it can take to send one.
Emails
An email is another example of transactional business writing. It probably serves as an example of the style of business writing that professionals most frequently employ. With email, the sender can virtually instantly deliver their message to the recipient over the internet.
Typically, a person will send an email to clients or coworkers to provide information or request action from them. For instance, a manager might ask one of their employees via email to conduct research on a new product Or, a team working on a project could email the client with information about their progress.
Business emails frequently contain a salutation, a concluding statement, and the sender’s contact information, just like a formal letter would. Even though emails are typically a less formal form of communication, they must still adhere to proper grammar and language to project professionalism at work.
Given that recipients may not spend much time reading emails, emails are typically brief and only serve one purpose. The subject line of an email is a crucial component because it can inform the reader of what to expect from the message.
Memos
A business memo represents an example of instructional business writing. It is a succinct, less formal way of informing people inside an organization. For mass communications, businesses typically use memos rather than individual messages. For instance, the human resources division might circulate a memo to staff members informing them of modifications to company procedures or policies. Alternatively, a manager could distribute one to internal parties to inform them of the introduction of a new product.
A memo typically contains a brief message with a single goal, so reading it shouldn’t take too long. It still needs to use language appropriate for the workplace despite being less formal than a report or business letter. Memos can include an introduction, a body paragraph, a conclusion, and the sender’s contact information, just like other types of business writing. Memos frequently have a header that states the purpose of the message and may include other information, like the date.
Handbooks
Some employees receive manuals that contain guidance they can use to carry out their work or finish particular tasks. The business owner or a human resources department may assist in drafting this document, depending on the size of the organization. In order to draft language for any legal terms and conditions, they may also consult a lawyer.
A handbook should be clear and concise as it instructs employees, ensuring their comprehension. It also includes crucial details that staff members need to be aware of in order to perform their duties or adhere to company policies. A handbook might outline a company’s compensation, dress code, vacation, and schedule policies, for instance. It may also offer details about a business, including its goals, principles, background, and employment policies. To help them feel more empowered at work, employees need all this information presented in an understandable manner.
Business reports
A business report represents an example of informational business writing. Important details about the company or a particular project are outlined in this type of document. Usually, its objective is to offer data, analysis, and other information to assist managers, executives, or other stakeholders in making business-related decisions. Businesses use various types of reports, such as:
Instead of including one’s personal opinions on the subject when writing a business report, objectivity is required. Its facts, research, and data must be relied upon by readers to reach a conclusion. However, when the author suggests potential solutions to issues, reports that include recommendation sections permit some opinions. Although the format may differ, the following components are typically found in business reports:
Meeting agendas
Another example of informational business writing is a meeting agenda. It is a document that summarizes the subjects discussed in a meeting and the objectives it seeks to accomplish. The meeting’s facilitator may create the agenda themselves or assign it to another person.
Each participant receives a printed copy of the agenda in order to follow along and stay on topic. This kind of business writing is crucial because it can increase the effectiveness and productivity of meetings.
Because a meeting agenda serves as an outline, formal writing is not necessary. Instead, it can use incomplete sentences, shorthand or bullet points. The author also includes a schedule of activities, identifying issues or details to address, jobs to finish, and the individuals who will handle them. It also specifies the amount of time to devote to each task or subject. The agenda for the meeting may also contain additional information, such as the meeting’s date, time, and location.
Press releases
A good example of persuasive business writing is a press release. Press releases are used by organizations to communicate announcements or news to the public. Usually, this is handled by their communications or public relations department.
Companies can post press releases on their websites or in newspapers or other online or print media. Even though an organization may occasionally need to use a press release in response to unfavorable news or events, its main function is frequently to publicize an organization or enhance its reputation.
Press releases must use formal language and accurate information because the public can read them. It should not exceed 500 words to keep readers engaged. Quotes or testimonies from pertinent stakeholders can frequently help writers add interest or a more personal touch.
Newsletters
An organization may have internal staff members who write and distribute a scheduled newsletter that informs employees of news and other crucial information about the business. These departments might be in charge of communications or human resources. Or they could send a newsletter to their clients on a regular basis, like once a month, to keep them informed about the business and the services or products it is promoting.
Newsletters typically represent a less formal type of business writing. Internal company newsletters may employ more informal language to promote upcoming events, honor recent accomplishments, or spotlight deserving employees.
Similarly, external newsletters typically adopt a more informal tone in order to connect with and appeal to their readers. Incorporating visual components into newsletters can also increase reader engagement. Although the format may change, businesses should make an effort to maintain their style so that recipients know what to expect every time.
Types of business writing
Written correspondence with coworkers, superiors, clients, and other business stakeholders is referred to as “business writing.” Depending on the type of business writing, these communications’ objectives or content may change. This list outlines the four general types of business writing:
Tips for effective business writing
Try including some of the following tips in your next written business communication if you want to strengthen your abilities:
Keep it concise
Try to keep your correspondence with other professionals succinct. Your intended audience might not have much time to read your message during business hours. Keep your messages focused on your main point by removing any superfluous words or information.
Tailor to your audience
Before writing, think about your readers. This step can assist you in deciding what content is required and what is not, as well as the appropriate language and tone to use. For instance, when writing to someone who is not in your industry, you should refrain from using terms that they might not be familiar with. Or your email to a close coworker might need to be in a more formal tone than one to your supervisor.
Split up the text
Some people have trouble focusing or reading large text blocks. To help readers quickly understand different concepts, break up long paragraphs into smaller ones or use bullet points. You can also use components like headings to provide context or highlight your main ideas.
Use templates
If you frequently send certain kinds of business communications, look for or make templates for them to speed up the process. When writing a meeting agenda, for instance, templates allow you to fill in the blanks rather than starting from scratch each time. To ensure consistency in documents like business reports or presentations, some companies even give their employees templates.
Proofread your work
Before sending or submitting your documents, you must always double-check them. Make sure to correct and delete any grammatical, spelling, or other mistakes. A mistake-free document impresses readers and demonstrates your professionalism. To make sure you didn’t miss anything, you might also want to have a friend or colleague read it.
FAQ
What is an example of business writing?
An example of business writing that businesses can use both internally and externally is a newsletter. While external newsletters can be persuasive business writing, internal newsletters have an informational purpose.
What is the most common form of business writing?
- Instructional writing. Business writing that is instructional gives the reader the knowledge they need to finish a task.
- Informational writing. Not all business writing requires action. …
- Persuasive writing. …
- Transactional writing.
What is good business writing?
