How to Improve Business Writing Skills

photo of woman writing on tablet computer while using laptop

There’s no more reliable way to address business writing than to keep three important realities in mind:

  1. Readers are pressed for time.
  2. Business readers are content-driven.
  3. Readers are seeking solutions.

But there are too many conflicting rules for writing a business report:

  1. Writing must be clear – but it must also “sound nice.”
  2. Information should be straightforward and simple yet intelligently composed to stand out.
  3. Get to the main topic and conclusion quickly, but don’t leave out the framework.

If you need to compose a proposal, report, email, or memo, you unquestionably want to write effectively, without agonizing over every word. Keep the below points in mind to save energy and time while avoiding the need for numerous rewrites:

  1. Our listening and writing skills were exhibited in the school. The school-based fundamentals aren’t good enough for today’s time-pressed, fast-paced business environment.
  2. When you’re juggling conflicting ideas about the presentation, style, and level of detail, your results can come across as uncertain and fuzzy, which ruins your intent.
  3. Your major writing skill decides whether you get your foot in the door to facilitate the conversation. If you can’t make your case in writing, you may not get the chance to prepare a presentation.
  4. Writing should be like a chef, smoothly working to serve the reader without calling attention to itself. Dodge language sounds impressive. Use words to convey ideas and information, build relationships with viewers and speak their language.
  5. How you adjust, your content is critical. Your viewers will be drawn into your words if you exhibit them logically.

Here are some universal business writing skills:

  1. Plan before you write. Treat the regular business report as you would treat a project.
  2. Check for the in-house theme.
  3. Write a table of contents.
  4. Add a summary or abstract.
  5. Use the active voice. Never use passive voice in your business report. Active voice connects well with a smart audience. 
  6. Put your statements in positive form, with positive/concrete approach; avoid double negatives.
  7. Use specific, definite, and solid language. The language must be decisive. 
  8. Avoid overuse of everyday adjectives like very, really, just, even, basically, and actually. These are a turnoff.
  9. Omit needless words. Your business report must be crisp and to the point. 
  10. Avoid complicated sentences that deliver more than one idea. It will take away the importance of your central idea and divide the attention of your reader.
  11. Stick to one tense. Past-Present-Future – Choose one and stick to it. Juggling your tenses is harmful.
  12. Place pointed words at the end of a sentence. This will make your report memorable.

Now You Know

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