5 Tips for Better Business Writing

As an adept business professional, you know the ins and outs of your trade like the back of your hand. But when it comes to business writing, you draw a blank. You're definitely not alone. Even though writing is a fundamental part of the business world, proposals, internal communications, end-of-month reports and presentations, business writing just isn't emphasized enough in schools, but you still need to do it well.

Clear and strong writing can represent your best face; it can persuade others, communicate important thoughts effectively, and sometimes even transcend the page to inspire people. Your business writing skills are also an asset for your resume, for the next job opportunity or promotion that comes around. Take a look at these tips to help you improve your business writing, or gain important insights on learning how to start.

Know Your Purpose

No one starts out on a road trip without knowing their destination. Or, if they do, at least they'll have a map. It's the same with business writing. There is always a clear objective, thesis, or proposal involved-a clear purpose. Ask yourself what that purpose is. For example, if you're writing a business letter, who are you writing the letter to? What are you hoping to achieve? How do you want the person to respond? Having a clear understanding of your premise will help you generate meaningful content.

Use Details and Check Your Accuracy

Use descriptive details to flesh out your points. Make sure all your claims are properly supported. Your writing should reflect the exacting quality of business. Get all your figures straight. Make sure you are using correct names, correct titles, and correct statistics. Ensure that your sources are authoritative and trustworthy. Submitting a business report addressed to the wrong name, or with poor or incorrect information, will reflect badly on your company. Taking the steps to produce a thorough product now can save you embarrassment later on.

Use an Active, Not Passive, Voice

Passive writing can muddle your meaning and weaken your import. People often make the mistake of making a verb act upon a subject instead of the other way around. Look at this example: "The oil was changed by the mechanic." It's not wrong, but look at the active version: "The mechanic changed the oil." The focus of the sentence is redirected, and the sentence suddenly seems more alive and clear. Using an active voice can energize your writing. Purdue University's Online Writing Lab gives some great examples.

Avoid Flowery Language and Stick to the Point

Flowery language can come off as wordy and insincere-readers feel that. It can also make your meaning vague. Be concise and straightforward. Avoid unnecessary jargon if it's not specific to the content. Jargon can sound like a lot of fancy words, or noise, with no meaning. Focus on the points and purpose of your writing. Don't digress, and edit for anything that seems redundant, or that doesn't support your premise.

Proofread Your Writing Religiously

Proofreading is a crucial part of the writing process. One misspelling, grammatical mishap, or foul punctuation in a professional document can make you seem incompetent. Even if the mistakes are minor, many readers have learned to read errors in business material as a reflection of the level of professionalism to expect. Ask someone to look over the writing for you, or take some time away and come back to it later. A pair of fresh eyes will spot errors that your mind acclimated to the first time around.

The road to great business writing may be a challenging one at first, but the results are rewarding. If you take the time to practice you'll have another valuable skill that you can apply in many business contexts.