That “Something’s Off” Feeling in English
You know the feeling: your sentence is correct, but it lands weird. That usually means the issue isn’t grammar, it’s tone. English changes fast…
Do you find your writing dull and difficult to read? Do you want to know how to get your message across clearly, easily, and quickly so you can use less time on writing and more time to focus on other important tasks? Hopefully some of these tips of good business writing will propel you toward achieving your written language goals, whether sending a quick e-mail or composing a full-page letter and everything in-between.
So what is the buzz about business writing?
What are the 10 basics for ESL learners?
Get Organized
Know Your Audience
Write Simply
Use the Active Voice
Avoid Lengthy Sentences
Be Specific
Stick to the Topic and Purpose
Share Adequate Content
Be Consistent
Use the Best Medium for Your Message
1. Get Organized
Before you write, it pays to plan. Make an outline of what you want to say. A simple list, some drawings, or even rough handwritten notes will suffice. An outline is a great tool to help you break down what you want to say in small parts so it may be easier to complete. There are lots of graphic organizers that are available free online to help you with the organization of your writing. After you have completed your outline, it is time to decide on how you will organize the parts of the outline.
The organizational structure depends mostly on the type of written communication. Many documents begin with an introduction, develop several points in the body of the text, and then add a closing summary of the most important points. You can consult additional online sources if you are writing something specific like a business manual, employee handbook, end of year report, sales letter, etc. Looking at different writing samples is valuable.There are several organizational structures that may work best for you depending on just what it is you want to say. You could consider a structure from this list:
Example:A report on the planets beginning with the closest or farthest planet to the Sun and going in order
Example:A computer manual that begins with the easiest material first and then moves to more difficult material
Example:A directory of employees
Example:A history of your company, feature stories, corporate biographies, trip reports, annual reports
Example:Company report that targets a specific problem(s) and solution(s)
Example:News reporting (also journal articles, letters, memos and reports) with the lead paragraph summarizing the text and then the paragraphs that follow adding details to support the main idea
Example:Research paper that begins with findings and states supporting evidence
Example:Trade journal feature stories that begin with specifics and then lead the reader to the general principles or idea that these specifics suggest
Example:Articles, memos, instructions, procedures, and reports all can be written from any number of items in a list format2. Know Your AudienceDetermine who the reader is. Your writing needs to be built around the audience’s interests and needs. If you are writing to a potential business client, do some research on the company before your write to them. The same goes for presenting at a conference. Understand the expectations of your presentation and who makes up your audience. These are some factors to consider:
3. Write Simply
If you want someone to read what you write, it must be in terms that he/she can understand. Don’t overdo the technical terms unless they are necessary to use. Then make sure you explain the meaning of how the words are used in context.
Avoid jargon. This might be helpful in communicating in specialized fields for the readers who are in that profession, but it loses and frustrates other readers. Avoid clichés and old phases that are no longer used in the English language.
Remember, a relaxed, conversational style is important. Don’t write to impress someone.
Try to write in the fewest number of words necessary to convey the purpose of what you are writing.
Avoid redundancy (examples: advance plan – use plan; actual experience – use experience, close proximity – use one or the other; end result – use one or the other; grateful thanks – use one or the other; habitual custom – use one or the other; local resident – use one or the other; mutual cooperation – use one or the other; old adage – use adage; past history – use one or the other; self-confessed – use confessed; successful achievements – use achievements; true facts – use one or the other; usual customs – use one or the other; young teenager – use teenager).
Avoid wordy phrases when a shorter substitute will do (examples: during the course of – use during; in the event of – use if; in the form of – use as; in many cases – use often; exhibits the ability to – use can; ahead of schedule – use early; am in possession of – use have).
Avoid “It is” and “There are” at the beginning of your sentences when possible. Just eliminate these words (examples: It is expected that the buyers… – replace with The buyers…; There are many customers… – replace with Many customers…).
Avoid using the same phrases in your writing. Try to select a variety of words and phrases.Cut out useless introductory phrases (examples: with reference to your question, it goes without saying that, at that point in time, by way of response, and it seems unnecessary to point out that).
4. Use the Active Voice
When using the active voice, the action is direct. Your writing is more crisp and concise. For example: The boss thought the idea was a good one for the company. In the passive voice, the action is indirect. For example: The good idea for the company was thought by the boss.
Which sentence gives a clearer message? Which message does the reader more easily understand?
5. Avoid Lengthy Sentences
Read over your text. If the sentences are too long, separate them into a few sentences. You should vary the length of your sentences to build interest and to add variety. A helpful guide to determine if sentences are too long is to write the sentence as you speak it without losing your breath.
6. Be Specific
Instead of giving your audience general information that many (or most) of the readers already know, be sure to include important specifics (example: recommendations, conclusions, figures, and facts).
7. Stick to the Topic and Purpose
When writing, you should try to narrow your topic and purpose of writing. Don’t make your topic too broad as it will be difficult to cover all of the information in a reasonable amount of time and in a reasonable amount of space. Write for a particular purpose. Is it to inform? Is it to persuade? Is it to entertain? Is it a combination of these purposes?
8. Get Organized
Did you ever read something and when you finished reading it, you went away thinking that the text didn’t really say all that much? Try to expand your knowledge of the topic before you write. Do not pretend to have a lot of knowledge in an area that you are just beginning to explore. If it is an opinion-piece, try to include other points of view. It is also important to back up your information with sources and to ensure your information and sources are relevant and up-to-date. Be selective in your sources. Use them to support your points and main idea and use them sparingly.
9. Be Consistent
If you have a question with grammar, punctuation, capitalization, spelling, abbreviation, word use or anything else, then make sure you consult an online source for assistance. Study English. Take an online ESL class with TalktoCanada.com. Arrange for a tutor. Have study buddies. Don’t be afraid to ask for help. Your writing should be errorless.
Be consistent when you write. If you abbreviate a word, continue to do in the same manner throughout your paper (i.e. US or USA). If you use a certain type of measurement (standard or metric, or maybe both), follow through with this in the entire text.
Check the first draft of your writing carefully. Make the necessary revisions and corrections. Ask yourself:
It might be helpful to read the draft aloud or have someone read it aloud to you. Sometimes just listening to it helps you determine if there needs to be any changes.
After the revisions are complete, you should rewrite your draft into a final version. Compare it with the draft so you did not forget anything. Once again, read it out loud or have someone read it. Ask yourself the same questions as you did before:
Then, check neatness. Does the composition look neat? Are you proud of the final product?
10. Use the Best Medium for Your Message
E-mail has become the chosen form of communication for many types of messages today. An important skill is in knowing when to use e-mail and when not to use it. A good rule to follow is if you don’t want a message made public, then don’t use e-mail. With e-mail, you can never be certain that your message won’t end up in the hands of someone unintended. There are several business communications that should be written and sent in a more traditional way. These include:
In addition, popular emoticons are not recommended for business communications. They are not always seen as professional. Not all of your readers will understand what the emoticon means. Here are some popular emoticons that need to be avoided in business writing:
🙂 Smile
😉 Wink
🙁 Frown
😀 Laughed
:-X No Comment
:’( Crying
:-I Tongue in Cheek
:-> Sarcastic
=: O Surprise
Furthermore… a written communication is tangible. You can hold it to read. The features have some impact on the reader. The paper it is written on, the presence of company letterhead, and the written signature all add to the formality of the text. Communications sent in the mail are a good choice for promotional mailings, brochures, and text to introduce your company to potential clients. They are also good for thank you notes for job interviews and for recommendations.
Not sure if it’s pronunciation, confidence, rhythm, or something else entirely?
Take our quick English Accent Clarity Quiz to pinpoint what’s limiting your communication — and what will make the biggest difference fastest.
If you’d rather learn first and decide later, start here. These guides are organized by real communication goals, not textbook rules.
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