Business Writing Tips There are various types and styles of business communication, ranging from the business letter, a marketing, financial or statistical report, a memo, a business proposal or a technical report. No matter what type of business communication you are preparing, there are several basic rules or guidelines to keep in mind. Think Before You Write Have a clear understanding of what you want and need to communicate. It is a good idea that if you are preparing a business or marketing report, or a new business plan, that you develop a production planning guide prior to writing the final report. This entails preparing a statement of purpose, listing your objectives, identifying your audience, and developing a “must” Content Outline and Treatment. Statement of Purpose Business writing is action oriented and user-centered. Its purpose is usually to effect positive change by employing persuasive and informative strategies.
Identify Your Audience No matter what type of business document you are preparing, it is always very important to know who your audience is and to keep them in mind throughout the document. Too many people forget about their audience as they become engrossed in what they are writing. Below is an audience checklist to keep in mind as you prepare to write:
What is “must” Content? Once you have identified your statement of purpose, spelled out your objectives and completed an audience analysis, you then need to decide what must you include in your report/plan/proposal to accomplish your objectives and meet the needs of your audience?
Document Treatment: Organization and Design Once you have identified exactly what you need to include in your business communication, you can then start thinking about how you want to present your information. Depending on your type of business communication, will determine how elaborate your design and presentation will become. Your document’s design (visual appearance) will impact the persuasiveness of your communication or proposal. Your business document design does not have to conform to the typical school report style of introduction, middle and conclusion. Things to consider when designing your report:
What is required to get your message across? In writing a business report, you may be tempted to use complex words, thinking they will help make your report sound more professional. Your basic guide to business communication writing is to write simply and clearly, always keeping your audience in mind. |
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