Before you begin to write anything while working in a business you should keep the following in mind.
Who is the audience? Or, rather, who are you writing to? With business writing, you aren’t writing to communicate a feeling or to prove a thesis. It’s not an essay and therefore it requires a different approach. You need to consider how the audience will perceive the message being communicated.
Business writing is meant to solve problems and share information. The problem or information gives you a purpose to communicate through your writing.
Keep your emails and other written communication professional. Do not fall into the habit of communicating the way you would with a friend.
Keep it short. Get to the point and present the ideas in a clear and concise manner.
When you are new to business writing you should have a gameplan. This may end up looking like this:
- Pre-writing- this should take about 25% of your writing time. Pre-writing involves analyzing the purpose for writing and anticipating how the audience will perceive your message.
- Writing- this should take a further 25% of your writing time. During the writing process, you will do any necessary research, you will organize the message, and do the writing.
- Revising- this should take the remaining 50% of your writing time. Revise your writing to ensure clarity, readability, proofread it for errors, and evaluate the message for effectiveness.
*If the message you need to convey is a difficult one, make sure you ask someone else to read what you have written so they can tell you what impression it makes. It may be that offering a solution to the problem being discussed at the beginning of the communication may help soften the blow or put the reader into a more positive mindset.* (2016, Essentials of Business Communication)
I hope that this short and to the point lesson will help you with any future business writing you need to do. Good luck.
The Other Half