D9
Business Writing
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Basics and Formatting
Business writing should be as concise and informative as possible. Less is more.
It should be single-spaced with one-inch margins and double-spacing between paragraphs.
Do not indent paragraphs.
If the writing is on behalf of a particular company, the company letterhead should be used as a header.
Rules
Do not write in the first or second person. This means no I, me, my, mine, you, your, us, our, or we.
When referring to a company or corporation, use it or its rather than they, their or them since the corporation is
considered an entity. “Quaker Oats is updating its logo.”
Use they, their or them when referring to people in the organization. “The managers gave their approval.”
Never misspell a person’s name; it is seen as disrespectful.
Use the correct spelling and punctuation of company names. For example, when referring to a company that uses
an ampersand (&) in its name, be sure to type the ampersand symbol -- Procter & Gamble.
Numbers Rules
When referring to money, use the proper currency sign and numbers, e.g. $12,845.
When a number begins a sentence, spell it out.
Generally, spell out numbers from 1 to 9; use figures for 10 and above.
Use figures (even when the numbers are less than 10) for numbers of technical significance: percentages, pages,
sizes, money, measurements, clock time, coordinates, etc.
For dates, use cardinal numbers (1, 2, 3)--not ordinal numbers (1st, 2nd, 3rd).
When numbers apply to the same thing, render them the same way. Example: These three conference rooms hold
groups of up to 8, 16, and 24 people. [not eight]
Sometimes a number needs to stand out, even when it is less than 10. For example, in resumes, years of
experience should catch the reader's eye.
When referring to decades as an era, there is no apostrophe before the s, but there is one if the century is
abbreviated. Example: I love the ‘80s.
Common Uses for Business Writing
Financial Statement – a written report, usually compiled on a quarterly and annual basis, which quantitatively
describes the financial health of a company.
Resumé (or CV, Curriculum Vitae) – a document that contains a summary of relevant job experience and
education that is submitted to a potential employer.
Email (short for electronic mail) – the electronic transmission of messages over a computer network.
 Meant for quick, simple communication. Most people have a limited attention span with emails so it is
best to get the main message explained in the shortest possible space.
 Usually less than four paragraphs in length, anything longer is probably best sent as a separate
attachment, such as a Word file.
 Proofread! Poor spelling and grammar shows a lack of attention to detail and sends the wrong message
about you.
Letter – a written message addressed to a person or organization.
Good Websites about Business Writing
http://oregonstate.edu/dept/eli/buswrite/Business_Writing_Help.html Explains an "inverted pyramid" model for
business writing; moving from broad topics to specific details.
http://www.businesswritingblog.com/ Has a lot of advice and a good FAQ section.
http://www.4hb.com/letters/ Contains 150 samples of different kinds of business letters.
Lunsford, Andrea A, et al. The Saint Martin’s Handbook, 6th ed. Bedford/St. martin’s Pub. 2011. Print.
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