Writing Skills – Principles of Business Writing
Many individuals, especially at the beginning of their career seek training and guidance in writing. Writing these days is a task to a lot of people, as everybody writes, irrespective of his/her age or job. Be it for school/college assignments or filing reports, or signing invoices – everyone writes. The best part is that writing doesn’t have to be a laborious task, and anyone can enhance their Writing Skills with proper training where little discipline and willingness to learn is expected.
The professional world has evolved in unexpected ways around us and the most discussed term in this circle is Business Communication. Well, Writing skills play a vital role in Business Communication because of which many Institutes have entrenched Business Writing as a Program. In this blog, we will be focusing on the Principles of Business Writing but first we will understand why guidance is essential.
Why get trained in Business Writing?
Business writing or Professional writing is Professional communication which is essential in many organizations for a translucent and effective transition of information to smoothen their functioning. Business writing consists of emails, reports, memorandums, articles, and proposals passed down in organizations for speedy and effective communication within internal or external audiences. Business writing is not only limited to organizations but is also essential for most grad school applicants while creating their Statement of Purpose where they have a chance to make it directly to the admissions committee and to make themselves stand out from among a multitude of similarly qualified candidates.
In these scenarios, it is often observed, that expressing thoughts in writing becomes pressuring, even hectic and nothing less than ‘A dodge chore’. Because of which, the outcome of your writing style is inaccurate and unsatisfactory.
It is suggested to seek guidance and get supervised on business writing, as the struggles with grammar, spelling, vocabulary, and punctuation gets eliminated or else these components then turn into a serious limitation that lowers one’s confidence and holds them back when asked to document or present any information.
With learning proper techniques, one can improve his/her written communication and manage to express points and ideas that they always used to have but were hesitating to present. This will boost their confidence and open new opportunities in the company too.
Training in business writing also helps one to understand his/her style of writing which enables the reader to know the writer better because every piece we write states something about us.
What does your writing say about you?
Readers always tend to develop an impression of you and your company depending on how they interpret your emails. The words you choose and the sentences you frame are all crucial in building your perception in the reader’s mind. If the message in your writing is concise and clear then the message is interpreted in the right way. To get your messages decoded expectedly, it is important to first, learn the Principles of Writing.
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Principles of business writing consist of five C’s:
- The message should be Concise:
Concise writing eliminates irrelevant and unnecessary words. Business writing should convey messages as efficiently as possible.
Wordy: Did you have an opportunity to make a decision regarding the job offer we spoke about
on call several weeks ago?
Concise: Have you decided to accept our job offer?
- The message should be Clear:
You need to check if your reader will understand what you are trying to communicate.
Unclear: Our company has a suggestion program in which employees provide suggestions and are paid if they are’ adopted. (Does this mean that only adopted employees are paid for suggestions?)
Clear: Our Company has a suggestion program in which employees are paid for suggestions that are implemented.
- The message should be Complete:
Complete writing involves thinking about your reader and the reader’s purpose. You must also consider how much information the reader requires to have his or her questions answered or to understand the intended message.
Incomplete: We plan to meet on Tuesday at eight in the conference room.
Complete: We will meet at 8 am on Tuesday, April 16, in the conference room in Dexter Hall.
- The message should be Correct:
Is the information factual? Is the message grammatically correct? To ensure that the message is correct, pay attention to details. Learn and practice proofreading techniques. Check for common errors, including errors about time, place, and people. Refer to any previous correspondence and verify the information.
Incorrect: You will not be effected by this change.
Correct: You will not be affected by this change.
- The message should be Courteous:
Writing conveys the company’s image as well as the writer’s to people outside the organization. Writers have a responsibility to create and maintain goodwill. Writing must convey the same tone of courtesy and respect that would be expressed in face-to-face communication.
Discourteous: I do not believe you have made an attempt to pay your bill. If you have a good
reason, you certainly have not communicated it to us.
Courteous: You have a good reason for being unable to meet your obligation. If you wish to
arrange a payment schedule. Please phone me at (804) 555-1616. If not, may we expect your
check for the balance by June 1.
Business writing is a vast module where principles are the basics; there are other components in writing like techniques of writing and common errors made which are explained and worked on in Institutes like Seven Mentor in Pune.
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