It’s crazy to think that these days, the way we communicate with colleagues, clients, and customers is changing faster than we can keep up. Emails, social media, and messaging apps have become the norm for daily business correspondence. While these modes of communication are convenient, they also present new challenges for effective business writing.
That’s why strong writing skills are more important than ever in the business world. Your written words are often the first impression you make on a new contact. Clear and compelling writing has the power to capture attention, build credibility, and spur your audience to take action. On the other hand, writing that is vague, disorganized, or full of errors can cost you business and damage your professional reputation.
Whether you’re crafting a marketing email, composing a formal business proposal, or communicating with your team, improving your business writing pays huge dividends. Becoming a better business writer can help you:
- Convey your message clearly and persuasively to win new business
- Strengthen relationships with existing clients through clear, personalized communication
- Showcase thought leadership and position yourself as an industry expert
- Increase efficiency by explaining complex information simply and accurately
- Enhance your credibility by producing polished, professional documents
- Boost team productivity by giving clear direction and expectations
In this blog post, we’ll explore actionable tips to take your business writing to the next level. You’ll learn how to craft compelling openings, tighten structure, choose words for impact, and polish your prose. With a little time and effort, you can go from mediocre to marvelous in all your business communication. The ability to write well is a skill that will serve you throughout your career.
Know Your Audience
The first step to becoming a better business writer is to know your audience. Taking the time to understand who will be reading your writing is crucial.
Start by asking yourself key questions:
- Who specifically makes up your target audience? Are you writing for clients, team members, executives, or a general public audience?
- What is their level of knowledge about your topic? For example, is your reader already familiar with certain industry jargon or do you need to explain concepts more simply?
- What motivates and interests them? What details will capture their attention or persuade them to take action?
- What objections or concerns might they have? Anticipating these allows you to address them preemptively.
Once you know who your readers are and what matters to them, you can shape your tone, word choice, examples, and other elements to resonate. For a technical audience, you may need to include more data and specifics. For a general audience, lighter and more conversational language often works best.
The first step to becoming a better business writer is to know your audience. Taking the time to understand who will be reading your writing is crucial.
Start by asking yourself key questions:
- Who specifically makes up your target audience? Are you writing for clients, team members, executives, or a general public audience?
- What is their level of knowledge about your topic? For example, is your reader already familiar with certain industry jargon or do you need to explain concepts more simply?
- What motivates and interests them? What details will capture their attention or persuade them to take action?
- What objections or concerns might they have? Anticipating these allows you to address them preemptively.
The more strategic you are about tailoring your writing to your audience’s needs, the more effective your business writing will become. Keep the focus on explaining concepts clearly and highlighting the most relevant details for your readers. This understanding will allow you to write compelling, reader-centric content that achieves your business objectives.
Read More Often, and More Widely
One of the most effective ways to improve your business writing is simply to read more. Exposing yourself to high-quality writing in all genres shapes your instincts for clear communication.
Make reading a consistent habit, not just something you do occasionally. Dedicate time each day to read publications like the business section of a newspaper, popular nonfiction books related to your industry, or online articles in influential blogs.
As you read:
- Pay attention to the flow and cadence of the sentences. Note how the author strings words together fluidly.
- Observe word choice. Does the author use vivid adjectives and active voice? Do they avoid unnecessary filler words?
- Notice how the author presents information. Do they use anecdotes, data, imagery, or other techniques to develop ideas engagingly?
- Bookmark particularly compelling passages and revisit them later. Analyze what makes them so effective.
Make your reading list diverse. In addition to business content related to your work, read fiction, poetry, memoirs, science and technology articles. This variety exposes you to different writing styles and perspectives. Expanding your horizons is an investment in your writing skills.
Finally, discuss what you read with others. Book clubs, either virtual or in-person, allow you to gain insights from different readers. And reflecting on books and articles with colleagues reinforces what you’ve learned. Leverage reading as a launchpad for continuous improvement.
Be Clear and Concise
One of the most important qualities of good business writing is clarity. Your writing should be easy to understand, and it should get to the point quickly.
Here are some tips for writing clearly and concisely:
- Use simple language. Avoid using jargon or technical terms that your audience may not understand.
- Be specific. Don’t just tell your audience what you want them to know, show them. Use examples and illustrations to make your points clear.
- Be concise. Get to the point quickly and avoid unnecessary words and phrases.
- Use active voice. Active voice is more engaging and easier to read than passive voice.
- Break up your writing. Use subheadings and paragraphs to break up your writing and make it easier to scan.
- Proofread your work. Before you share your writing with others, proofread it carefully for errors in grammar, spelling, and punctuation.
Here are some examples of how to be clear and concise in business writing:
Cut the clutter. “The system was down due to a technical error” becomes “The system was unavailable because of a technical problem.” We trim the verbose language.
Use active voice. “The company’s revenue increased by 15% in the fourth quarter” transforms into “The company’s revenue grew by 15% in the fourth quarter.” Active voice is punchier.
Inject personality. Instead of “The new product was launched successfully,” say “The new product was a hit with customers.” This wording is more vivid.
The key is to be direct. Slice out unnecessary words. Bring ideas to life with specific examples. Use language your readers will relate to.
With practice, you’ll develop an eye for trimming the fat. Your clear, compact business writing will resonate for the right reasons. Readers appreciate when you respect their time and get right to the heart of the matter.
Ditch Adjectives and Filler
Adjectives and filler words clutter up sentences and weaken your writing. Wherever possible, eliminate these unnecessary words.
Let’s start with adjectives. Phrases like “very unique” or “extremely thrilled” are redundant. You either are unique or you’re not – “very” doesn’t strengthen your point. Other common adjectives like “nice,” “good,” or “beautiful” are vague and tell the reader very little.
Instead of leaning on adjectives, use strong verbs and nouns to make your point. For example, “The cat purred” paints a more vivid picture than “The cat was very happy.” Strong language provides punch and clarity.
Now let’s talk filler words. Phrases like “in order to,” “the nature of,” or “that being said” are merely taking up space. Tighten up your sentences by cutting these useless fillers. If they don’t add substance, don’t add them in.
Purging adjectives and fillers takes discipline, but it’s worth it. The result is compact, hard-hitting writing that resonates. Every word pulls its weight. Nothing distracts from your core message.
Here are some examples of how to ditch adjectives and filler in business writing:
- Instead of saying “The meeting was very productive,” you could say “The meeting was productive.”
- Instead of saying “The company’s new product is very innovative,” you could say “The company’s new product is an innovative solution to a common problem.”
- Instead of saying “The customer was very satisfied with the service,” you could say “The customer gave the service a five-star rating.”
With practice, you’ll learn to spot and eliminate fluff as you write. Soon this becomes second nature. Give your writing muscle by writing concisely from the start. Your readers will appreciate writing that never wastes their time.
Tell Your Story
Stories captivate people. That’s why incorporating storytelling into your business writing can make it far more compelling.
Think about how you can turn your ideas into narratives. For example, instead of just stating your company increased sales, tell the story of how your marketing team created an innovative social media campaign that drove viral engagement.
Share concrete details that paint a picture. Transport readers into the scene so they feel involved.
Use anecdotes from real customer experiences to humanize your messaging. For instance, describe how a family-owned bakery grew their online business with your ecommerce platform.
Stories create emotional investment and allow readers to see themselves in your message. Weave in narrative elements wherever appropriate like:
- Opening with a captivating scene or challenge that draws readers in
- Introducing relatable characters and their motivations
- Incorporating plot twists and surprises to build momentum
- Describing the resolution of the conflict or challenge
- Concluding with a memorable takeaway
Here are some examples of how to tell your story in business writing:
- A business owner could tell the story of how they started their business and the challenges they faced along the way.
- A marketing manager could tell the story of how they launched a successful marketing campaign.
- A customer service representative could tell the story of how they helped a customer solve a problem.
Storytelling techniques require creativity and practice. But even incorporating small anecdotes can boost engagement and memorability. Don’t just communicate information – share an experience.
Use Active Voice
Most business writing should be in active voice. Active voice is direct, punchy, and engaging for readers.
In active voice sentences, the subject performs the action. For example, “Our team closed the sale today.”
In passive voice, the subject receives the action. For example, “The sale was closed by our team today.” See the difference?
Active voice does the following:
- Puts the focus on who or what is performing the action, which is often what matters most.
- Uses strong, interesting verbs that move the sentence along. Passive voice forces you to use forms of “to be” like was, were, etc.
- Creates an impression of confidence and directness. Passive can sound vague or tentative.
Of course, there are occasionally times passive voice is appropriate, for instance if:
- The performer of the action is unknown or unimportant.
- You want to emphasize the action more than who performed it.
- You want to convey distance or formality.
But for most business situations, active voice is best. It makes your writing punchier, clearer, and more compelling. Train yourself to spot passive constructions and rewrite them actively. Your readers will connect better with crisp, clear active voice.
Think About Skim Readers
In the digital age, most readers don’t slowly read every word you write. Instead, they skim for the information they need.
That’s why effective business writing must be scannable. Use short paragraphs, bulleted lists, headers, and other techniques to make your documents easy to scan.
Break up walls of text with subheadings. These act like signposts guiding readers to what interests them. Keep subheads succinct but compelling. For example, “The Turning Point: How We Innovated to Drive Growth.”
Highlight key takeaways and action items with bullet points. Lists help readers rapidly pick out important details.
Use the inverted pyramid structure. Present key info first, background second. Help readers grasp your main message even if they don’t read further.
Include visuals like charts or infographics to communicate and reinforce concepts quickly. Our brains process images faster than words.
With practice, you can master brisk, information-dense paragraphs. Avoid sweeping introductions or background info readers already know. Cut to the essentials right away.
Writing scannable content is a skill every modern business writer needs. Make your documents friendly for busy readers on the go. Guide them efficiently to your core message.
Proofread Your Work
Even the best writers make mistakes. That’s why you must proofread and polish every piece of business writing before sending it out.
First, run your document through a spelling and grammar checker tool. Fix any errors it catches. But don’t rely on technology alone.
Next, print out a copy and read it slowly, word-for-word. Look for typos, omitted words, punctuation errors, awkward phrasing, and anything else that seems off.
Read sections aloud to catch awkward flow or tone. If it sounds off to your ear, revise it. Ask a colleague to proofread as a second set of eyes.
Double check that facts, figures, names, and links are accurate. Verify details like dates and contact info.
Finally, give your document one last skim before sending, even if you’ve proofed thoroughly. This final check can catch a stray error.
Consistent proofreading takes discipline, but it’s critical. Even minor mistakes undermine your credibility. But careful editing shows readers you value their time and attention to detail. Make proofing the final step of every piece of business writing.
Get Feedback from Others
Even experienced writers can become blind to issues in their own work. That’s why it’s critical to get objective feedback from others before finalizing important documents.
Identify 1-2 colleagues, mentors, or professional editors who can review your writing with fresh eyes. Ask them to read for:
- Clarity – Do they understand your central message and flow of ideas?
- Conciseness – Does the writing feel tight or are there areas that drag?
- Tone – Does the tone fit the audience and align with your brand voice?
- Persuasiveness – Are you making a compelling case? What else would convince them?
- Errors – Did they notice any spelling/grammar errors or inaccuracies?
Listen carefully without getting defensive. Feedback will range from high-level positioning suggestions to low-level copyediting notes. Prioritize the major issues first.
Follow up with your editor on changes you made based on their feedback. Occasionally have them review a second draft after significant revisions.
Making edits without guidance is like wandering in the dark. Leverage objective insights to hone your writing. Consider even sharing drafts with target readers to see if it truly resonates. Your writing will improve exponentially with input from others.
Conclusion
Strong business writing is a skill that opens doors throughout your career. With concentrated effort, anyone can make rapid improvements. Apply the techniques we’ve covered – know your audience, tell compelling stories, write concisely, use active voice, and proofread religiously. Implement one tip at a time until it becomes habit.
As your skills grow, you’ll communicate ideas more effectively and efficiently. Readers will appreciate your crisp, clear writing style. And you’ll confidently tackle important communications knowing your message comes across powerfully. Sharpen your business writing – and watch your impact multiply.