Regardless of what level of a company you work in, whether as a leader, manager, or employee, written communication is likely to be an important component of your daily duties. Depending on your profession, you may be needed to write emails, business communication, presentations, online content, newsletters, user advice, contracts, or a variety of other documents on a routine basis. If your business writing abilities aren't as polished as you'd like them to be, or if you just need to brush them up.
Everyone can benefit from boosting their business writing abilities, so here are some do’s and don'ts to get you started right now.
DO write keeping the reader in mind
If you're writing for a non-technical audience, avoid using technical jargon and acronyms, and explain topics in a way that the reader can understand.
DON’T rely too much on your computer’s grammar and spelling checker
It's tempting to believe that computers nowadays are intelligent enough to detect and repair every single spelling and grammatical problem, but this isn't the case. Always double-check your work for errors before sharing it with a larger audience, or better yet, have someone else do it for you.
DO keep your text as basic and uncomplicated as possible
Written communication that is effective gets to the point swiftly and clearly. Extensive, flowery language and esoteric jargon have no place in business communication. Express exactly what you need to say in as few words as possible while maintaining the message's focus and significance.
DON'T be tempted to employ sarcasm in jest while communicating in your writings
Your delivery and tone of voice reveal your objective in verbal communication, whether serious or funny. In written communication, these aspects are gone, and a joke that may seem amusing to you at the time of writing may be completely misunderstood by the reader, inflicting inadvertent offense. When it comes to comedy in business writing, if you're not sure, leave it out.
DO make your business writing more structured and organized
A large document, letter, or email should begin with an overview of the information, letting the reader determine whether the discussion is relevant to them without having to read the entire document. Longer writings should be split into discrete sections with descriptive titles for ease of reading, and should only cover one or two themes at most.
DON'T scribble a recipient's name, gender, or professional title carelessly
It's unacceptable to call someone 'Mr.' when you meant 'Mrs.' or 'Ms.,' or to give them the wrong job title or spell their name properly, whether you're writing to your CEO or a key customer. Before sending letters or emails, double-check that you have the proper personal information.
DO use a professional tone in your business writing
When writing for coworkers or business associates you know well, you may want to use a more casual tone, but in any scenario where you aren't sure how your writing will be perceived or understood, it's best to play it safe and use a formal and polite tone.
DON’T forget to add a call to action if required
If you want a response to an email query, comment on a draught report, RSVP to a written invitation, or a response to a business or sales letter you've written, don't forget to finish with an appropriate call to action to the audience.
DO save your finest documents as templates for future usage
It's pointless to waste time re-inventing the wheel every time you need to produce a comparable paper. Save effective papers as templates that may be updated and altered for future use.
DON’T be unprofessional
Check the veracity of any information you include in your writing, don't include anything that, no matter how well-meaning your intentions, may be interpreted by the reader as discriminating, provocative, or insulting, and don't criticize others in your writing.