BUSINESS WRITING
Center for Professional Communication
Objective:
By the end of our time today you
should be able to…
 Define
business writing
 Explain how it is different from other writing
 Understand strategies for developing an
effective business writing style
What is business writing?
The communication of ideas,
information, directions or
instructions between at least
two people that focuses on the
reader and the purpose of the
communication.
How is business writing different?
“Consequences of Erudite Vernacular
Utilized Irrespective of Necessity:
Problems with Using Long Words
Needlessly”
How is business writing different?
Can I become an effective business
writer?
Sentences
Paragraphs
Words
Tone
Style
Business Writing Style







Seek to express rather than to impress
Write clearly and concisely
Use simpler language and sentence structure
Use active voice
Recommend action
Avoid qualifiers
Convey an appropriate tone
Write Clearly
What’s
wrong with
this
magazine
cover?
Write Concisely
Not this…


The interviews were
conducted over several
weeks by the U.S.
Research, Inc.
If we want the product to
sell well in the Northwest
and eventually in select
international markets as
well as to compete with
distributors of similar
name brands, the name
must meet the following
tests: . . .
But this…


U.S. Research, Inc.
conducted the
interviews.
The product name must
meet the following
tests: . . .
Eliminate Redundancies
Not this…
But this…
The end result will
be that we are
completely
unanimous.
 Each and every one
of us is exactly the
same.

We will be unanimous.

We’re the same.

Eliminate Wordiness
Not this…


The tiles on the floor
will reflect the lighting
on the ceiling.
Our benefits for
employees are at the
top of the list for
companies in our
competitive set.
But this…

The floor tiles will
reflect the [ceiling] light

Our employees are
better than our
competitors’.
Keep it simple
Long
Short
modification
change
endeavor
try
substantial
large
enumerate
list
termination
end
initiate
start
utilization
use
Keep it simple
Not this…


The impending study
will ascertain the
feasibility of our
obtaining conciliation.
Deciding on an
internship with a
particular conglomerate
may be of immense
consequence to your
potential livelihood.
But this…


The study will
determine whether we
can agree
Choosing an internship
may affect your life.
Be specific
Not this…


But this…
The report is sloppy.

You never finish work
on time

I marked more than
20 errors in the
report.
This is the third
deadline this month
that you have missed.
Simple & Specific
Use Active Voice

One of the two “voices” of verbs. When the verb
of the sentence is in the active voice, the subject is
doing the acting, as in the sentence “Kevin hit the
ball.” Kevin (the subject of the sentence) acts in
relations to the ball.
Use Active Voice
Not this…
But this…
Too many lobsters
have been ordered
by the chef.
 Our quarterly sales
numbers will be
confirmed by the
auditors.


The chef ordered
too many lobsters.
 The auditors will
confirm our
quarterly sales
numbers.
Recommend Action
Not this…
But this…
We believe you
should use…
 We think…
 We imagine…
 We presume…


We recommend
names that parallel
the age-old and
pure qualities of the
product.
Avoid Qualifiers
Not this…

We tentatively
recommend that
your company, if at
all possible, avoid
‘earth surface’
words.
But this…

We recommend
that your company
avoid ‘earth surface’
words.
Convey an Appropriate Tone





Write confidently
Use courteous and sincere tone
Use appropriate emphasis and subordination
Use positive language
Stress the “you” attitude
Objective:
By the end of our time today you
should be able to…
 Define
business writing
 Explain how it is different from other writing
 Understand strategies for developing an
effective business writing style