Learn the rules for effective business writing
Effective business writing is designed to convey particular information to an individual or group, or to request information. For business writing to be effective, you must write concisely and accurately. The body of your text should be written so that your reader will easily understand your message. Whether you are writing a business email, a sales proposal, or a how-to manual, follow certain rules and key points to make your business writing effective.
Be Concise
Just like other types of writing, concision is key in business writing. Always assume that the person you are writing to is busy or not as willing to read as you'd hope. Therefore, do not write a novel. Write sparingly and avoid long sentences. Go straight to the point.
Proofread
Immediately proofread after you write. Repeat after a few hours or days. A typo will always be a source of embarrassment and may show a sign of a lack in professionalism on your part. Except for emergencies, take time to pause from writing to go over what you've written so far. The brain can trick you sometimes and you may not notice the errors, so go back whenever you can to spot errors immediately. Always put some time between writing and proofreading. This aids in catching errors.
Be Descriptive, Clear and Persuasive
Just like a news feature or press release, your writing should effectively communicate the answers to general but relevant questions to your readers. Keep in mind the five Ws: Who? What? When? Where? Why? (And How?) For instance, who is the document relevant to? What information should they know? How useful is the information to them? Business communication is done to achieve some particular purpose, so be sure that you include a specific call to action in your writing. This should point to what your reader must do after reading. If you can, persuade your reader to respond immediately --right now! Never leave your readers dumbfounded and guessing what to do with the information you have provided them. Do not give them too many choices. If you are aiming to schedule an appointment, suggest a single time for them to confirm. Give two choices at most. If you go overboard, it can cause decision paralysis and that is not the effect you want to have. Lastly, be persuasive with your words without being too pushy.
