The term ‘business writing’ refers to the purposeful style of writing that carries the aim to explore and bring out the response of a business. This style of writing helps to provide authentic and relevant information to the readers. Besides being grammatically correct, the business writings should always be direct, precise and clear. There are many forms that the business writings collect the memorandums or the memos, emails, proposals and letters. The social media such as Twitter, Facebook, Instagram and the like also fall under the category of business writing. The following paragraphs deals with the need of business writing and the key principles of writing.
In the business world, each of the company or offices has variations in documents with their personalized templates and focus. Different forms of business writings are adopted by the companies in different scenarios which can broadly be subdivided into four main categories. These are as follows;
This type of business writings provide the reader the information required in order to complete the task. The task might be required for immediate purpose or as a future reference. This type of writings breaks down a process into different steps that are easy to understand for a reader. Some of the examples of this type of writing are:
User manual: a booklet that guides the customers regarding the use of a product. These are often considered as a part of the technical writing.
Specifications: it is a technical script that aims to provide an overview of the products and the processes so that the product can be constructed and reconstructed by an unaccustomed yet knowledgeable user or customer.
Memo: it is a short notification of any new information that has to be shared with a large group in the organization or business. The memo provides either a direct instruction or acts as a reference to the future tasks.
All the writings in the business do not require taking actions, some of them are created in order to keep record or for the purpose of referencing in the future. Essential but less fascinating documents are included in this group. It is necessary to record the information related to the business accurately as it helps in the progress, prediction of the working of the organization in the future and to satisfy the legal and constitutional bonds. Some of the examples of this type of writing include:
Report: it is the most common form and is produced in huge quantities. Every business depends on the report in order to act, communicate the business, recording the incidences and to finalize the projects and the recommendations.
Financials: these documents state the financial positions of a company of a definite span of time.
Minutes: it is the summary of the meeting s held within and outside the company.
The persuasive writings are basically based on the sales and direct specifying on a particular product and to develop the relationship of the company with its customers. There is a two-fold goal in this type of document. Firstly, it conveys information and convinces the reader that the information provided is of the best quality and genuine. The documents are prepared in such a way so that the readers are impressed by it and change their decisions regarding the company or the organization. Proposals, emails addressing sales and press release are the examples of this type of writing.
The day-to-day communications that are occurring in the company falls under this type of writing. Most of the writings are done by means of emails though the official letters, forms and invoices are also a part of this type of writing. These documents are mainly used in order to bring a noticeable progress in the general operations and also convey both good and bad news which are associated with the processes of the human resource department of the company.
Like all other ways of communication, communications in businesses are mainly of three types: verbal, non-verbal and written. Though all the forms of communication are essential, the later id the basic for most of the profession globally. The list of the written form of the communication in business is very long which includes emails, letters, reports, brochures of the company, presentation slides case studies , materials related to sales, media updates and other such business documents. These are the basic reasons why the business writing skills are very important and should be adopted in any businesses.
Writing skills ensure effective business communication: Correspondence in the business helps the business to connect efficiently with the partners and the stakeholders. Everything that is produced in a written format is organized in a skilful, through and in an informative way so that it is easy for the receivers to understand the messages. A poorly written and structured text is difficult to read and interpret and the receivers of the message might get mislead and confused.
Writing skills make differences between “good” and “bad” employees: Any document which contains a lot of grammatical errors does not impose a good impression on the readers. Professionals have good experience and are expert in writing flawless documents and hence are recruited as the employees of the company.
Business writing is a way to convey courtesy: The content of formal business writing has the same image as is shown in a face-to-face communication. A courteous business letter expresses the personal respect of the writer towards the receiver of the message and towards the company the employee id working for.
The following are the key principles that should be followed while a person performs business writing.
Clear purpose: The business writing should deliver the purpose clearly. No one has a lot of time to waste to read a report which carries no purpose.
Clarity and conciseness: the importance of business writing is to perform effective communication and provide specific information. That is why no words should be wasted and the writing should be kept precise.
Awareness of the audiences: One should always be aware of the audiences who are going to read the writing. There should be differences while communicating with every person. The way a customer is communicated is different from the way of communicating with a customer service representative.
Using of appropriate tone: A writer should keep in mind the tone of the writing as it is the most important part of any communication. A letter might seem to be clod or severe to the reader though the writer might not have the intention to do so.
Giving attention to the format: Business letters, memorandums, reports and other business writings have different formats. Standing by a particular format of writing helps the reader to identify the purpose of the writing. Giving attention to the formatting details is the most important fact in business writing than in any other type of writing.
Dear Ms. Jackson,
I am a paralegal here at Quincy and Hale. I have been employed with the company for nearly a year today. I have thoroughly enjoyed my time here and I do not regret my decision for joining the company. I have worked hard to show my dedication to the company, and received positive reviews following my probationary period and I hope that many of your colleagues will attest to that. I recall during my interview, that the company offers opportunities for advancement. This was a great determining factor when I accepted the position. If you have a moment to spare, I would like to speak with you about those opportunities. Please let me know if we can schedule a time to meet.
Sincerely,
Ashley Wells
Business writing is the most formal type than any other forms of writing. There are different forms of business writing such as reports, business letters, memos, sales materials, business documents and the like. All these forms of business writings have different formats. It is very important to follow the formats accurately while performing business writing. From this essay one can learn the process and procedures of business writings. It will help the person in the future when the person will be into a professional career. The person will already know to write a business letter or email or any other type of business writing.
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