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Business Writing Tips for Professionals

2. Avoid jargon.

❶You cannot change what you did or did not do in the past, so let it go. It says respondents use:

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1. Less is more.

We concluded that prices had to increase. If -ion or -ment is next to a verb or nominalized verb phrase, it is likely smothered. Are we i n agreement that clarity matters? Do we agree that clarity matters? Extend an invitation to Karen and Sunita. Invite Karen and Sunita. Avoid Wimpy Verbs Avoid wimpy verbs that need a helping word to enable the verb to do its job in the sentence.

Avoid Redundancy Avoid redundant verb modifiers. Damian shouted loudly at Clarrisa after she missed the deadline. Damian shouted at Clarrisa after she missed the deadline. Shouting, by definition, is loud, so no modifier is needed.

Don't Start Sentences with "There is" or "There are. Find the real subject and start there. There was a strong disagreement between the divisions about the reorganization structure. The two sides strongly disagreed about the reorganization structure. Active Voice is Better than Passive Voice Active voice is more dynamic and lively than passive voice, typically.

Use Reader-Focused Wording To increase reader engagement, shift appropriately from writer-focused wording to reader-focused writing. An entire document written with reader-focus wording can feel smarmy or too much like a marketing pitch.

We have decided to upgrade the features of our training course. You will automatically receive updated features in your training course. Everything we write at work has a larger echo. This echo is both a worry and an opportunity to advance your career. For example, you may have to deny a funding request to present research at a conference, but the larger echo requirement is maintaining the drive to innovate and research at your company.

Don't win a battle and lose the war. How to Dodge Awkward His or Her Dilemma To dodge the awkward his or her dilemma, shift the subject to plural when possible: A manager is trained to support his or her employees.

Managers are trained to support their employees. As noted on page four of the instruction booklet, photocopying on both sides requires two steps. Equal Respect Matters Use consistency naming people. Do you hear the difference in confident tone? The second statement sounds much less out-of-breath or desperate to please and more confident and competent.

It is calmer and assuring. A structured course can help you develop effective business writing techniques. When I studied rhetoric in graduate school, my favorite professor shared this funny statement about using too many exclamation points in general. More accurate, clear information will generate reader engagement far better than trying to spice a murky document with exclamation points.

Editing First Step The first step in editing is verifying that content matches reader needs - not too much, and not too little. Add headings, bullet lists, appropriate bold text, and lots of white space. When in doubt, break the paragraph. Paragraph Length is Varied A one-sentence paragraph is both correct and emphatic.

Don't be afraid to write a one-sentence paragraph. Designate an Editor for Group Documents When a group writes a document, designate one writer as the final editor to ensure a coherent voice.

How to Proofread a Colleague's Document If a colleague asks you to edit their document, you must ask them about both the purpose of the document and about the audience.

Without this information, you can only clean grammar. Grammar Errors are Individual Everyone makes different grammar errors. Wide-Ranging Grammar Training Won't Help A review of many grammar rules is ineffective in actually improving business writing sentence structure. More effective is focusing on what is incorrect. It includes explanation and exercises. Best Grammar Analysis Grammar Girl is an excellent resource for current grammar use and rationale.

I recommend that business writers use it because of consistency and clarification advantages. Grammar Rules are Flexible Grammarians who believe language is more flexible, and grammar rules may be broken, are called descriptivists.

My Recommendation on the Prescriptivist vs. For all the best business writing tools check out our full article here. Best Grammar and Editing Tool Grammarly is our top business writing tool recommendation. Use it as the last check before you send anything. It will also detect plagiarism. Cut the Bloat Tool Hemingway is a free app that detects bloat in your writing.

Tone Analyzer Tone Analyzer assesses the tone of your business writing. Jargon Detector Unsuck It is a rude, but useful, tool that assesses business writing jargon. Free Concept Mapping Tool Freemind is free mind mapping software that is very easy to use. All things being equal, hire the better writer. Good writers know what to include and what to omit. They understand people and motivation. They can express complex information in a way it can be shared. Whether the position is sales, engineering, software development, or HR, always hire the better writer.

I agree with Jason Fried. However, business writing is a skill that can be honed. Since , my company, Instructional Solutions, and I have helped thousands of individuals and hundreds of companies write better at work.

We wanted to add one last tip! If you liked this article you can subscribe to our blog here. We often write articles focused on helping you become a better professional writer. If you have a tip that I missed please comment below! I would love to hear what tips you have! Interested in sharing this infographic? Just copy and paste the code below. Please include attribution to www.

Business Writing Info Blog. A business writing blog offering tips and expert advice to improve your business writing skills. Jump to a section This is a huge list with 87 of the best business writing tips. Use these links to jump to a section: Prime Questions Before you write anything, ask yourself these two questions: Dangling Expressions are Funny but Avoid Them Dangling expressions commonly creep in documents in bullets and when copying and pasting.

David Corcoran wrote the project plan while traveling to Atlanta on the back of an envelope. Who knew one could travel on an envelope? Or do you want to inspire your readers to act?

Most importantly, what is your key message? Who, what, where, when, why and how. Show your document to someone outside your department or company and ask whether anything is missing.

How many times have you read about low-hanging fruit, win-win solutions or pushing the envelope? Do they inspire you—or make you yawn? Every field has its acronyms and technical terms. On a webpage, for instance, you can insert a hyperlink to the definition. Cut the flab to keep your readers. Here are a few tips. People often skim documents for key information before deciding to read the whole thing. Make it easy for them. In the second, the company is the subject of the sentence.

In grammatical terms, the first sentence is in the passive voice and the second is in the active voice. Putting sentences in active voice is a quick way to brighten your writing.

Sentences in active voice are often shorter and usually clearer than those in passive voice, and inspire more trust in readers. Everyone wants to know who is doing what. Read documents aloud to catch missing words. And if you see one mistake, read the rest of the paragraph particularly closely—typos tend to cluster.

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I'm excited to share these top 87 business writing tips with you. They were honed while I studied English Literature and Rhetoric, taught writing at the university level, and worked with thousands of individuals and hundreds of companies to help people write better at work.

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In business writing as in virtually every other kind of writing, concision matters. Ironically, as written information becomes more and more important to the smooth functioning of businesses, people are less and less willing to read.

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Business Writing Tips for Professionals Effective business writing skills can help you win that million dollar contract, earn a promotion, resolve a dispute, or generate a . May 03,  · For more writing tips, consult the classic books on writing and grammar, such as The Elements of Style, by William Strunk and E.B. White, The Associated Press Stylebook and The Chicago Manual of Style. On iTunes, download the "Grammar Girl .

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Apr 29,  · The ubiquity of e-mail means that everyone in business, from lords of finance to programmers who dream in code, needs to write intelligently. By using simple, clear, precise language, and following a few other basic writing rules, you can become a better communicator and improve the prospects for your career. Business Writing Tips See also: How to Write a Press Release You’d think business writing is always carefully crafted, but the truth is that it’s often error-ridden with misspellings, misused words and grammatical inaccuracies.