By Sarah Mahl Business may not seem like it would require much writing, but it is essential for all forms of communication. It can be difficult to know what to do, especially when there’s an important deal, job opportunity, or promotion on the line. I have developed this guide to make the writing process run more smoothly. Guiding Principles The style of one’s writing is extremely important; it sets the tone for an entire piece and impacts the reader’s first impressions of the writer. There are many types of writing in business, such as: • Memos • Business Letters • Emails • Press Releases • Executive Summaries • Resumes Confidence, above all, is the most important aspect of writing in business because a confident writer will seem more experienced and knowledgeable. This is why short and simple sentences are preferred, as well as the active voice over the passive voice. When a writer is direct, there is a lower chance of miscommunication. In college, this is less of a concern, but in the professional world, this can gravely impact the future of a company or a business. Ultimately, the style is up to you, but remember to consider your audience and the level of formality that might be required before making any writing decisions. Anything that can be misread may alienate your reader, and you could lose many important opportunities as a result. Setting the Tone Deciding on a certain tone early in the writing process can provide a sense of direction. When choosing a tone and the level of formality, make sure to consider your audience and your purpose. And while the tone depends on the context of a piece, whether it’s an application essay for a business program, a cover letter, or a simple email, the same tone can be used for most types of business writing. Above all, do your best to be direct, confident, and concise. Writing that displays confidence is the most enticing to employers and customers. This includes avoiding qualifiers such as “most,” “some,” “usually,” and “sometimes,” which can make your writing sound less self-assured. Embellished writing should also be avoided. Although it’s acceptable in English papers and other disciplines, language that strays from the main point can impede the writer’s meaning. The example below provides an instance in which a writer is refusing a position: "Thank you for offering me the position as General Manager at Simon’s Inc. Unfortunately, I am unable to accept the position. I did not think that the position you offered me would utilize my communication and customer service skills to the degree that I wanted. Therefore, I have accepted a position as Assistant Director at a different company." While the attempt above is an adequate refusal, the syntax is a bit more verbose than expected, so the writer may come across as rude to the employer. The second example, displayed below, achieves the same goal in less words: "Thank you for offering me the position as General Manager at Simon’s Inc. I appreciate your prompt and generous offer. Unfortunately, I am unable to accept the position. I have accepted a different position that will allow me to utilize my communication and customer service skills." In comparison, the second example is stronger than the first and portrays more of the writer’s confidence. Because it is more direct, the second is also more respectful. Two of the techniques the writer used to make their writing seem more direct are explained further below. Formal vs. Informal Writing Again, the level of formality is up to the writer, depending on the context of the piece. It’s important to recognize the difference, however, so that it can be used in the appropriate circumstances. You may want to use the formal with your superior or with a professor, but this can also vary based on the expectations. Sometimes, the informal is acceptable. The examples below provide a distinction between the two. Formal: Please note the attached delivery data for July 2009. Informal: Here’s the delivery data for last month. The difference seems minor, but it can influence the impact your writing has on your reader, whether this be positive or negative. Active Voice vs. Passive Voice Another tool to seem more confident and self-assured is to use the active voice over the passive voice. In the active voice, a subject performs an action directly, whereas with the passive voice, the action is being done by the subject. The example below shows how this can be done. Passive: The meeting agenda could be discussed further. Active: Let’s discuss the meeting agenda further. In this case, the use of the “to be” verb indicates passive voice. This is not always the case, so it can be difficult to find the passive voice in your writing, however practice can help. The active voice is preferred in business writing because it gives the writer more agency over their writing, and thus portrays more confidence. Active syntax is also more direct and decisive than passive. Of course, these are all just suggestions, but they can greatly improve your chances for a job, a program, or even help with your experience as a business student! Some helpful resources are listed below for further development into writing in business. Information derived from the following sources https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/ tone_in_business_writing.html https://wac.colostate.edu/resources/writing/guides/ https://www.amanet.org/articles/business-writing-tips-for-professionals/ https://courses.lumenlearning.com/englishforbusiness/chapter/11-2-writing-style/
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January 2024
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