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5 Simple Tips for Better Business Writing

Published: August 3, 2021
Author: Manali bhanushali

Business texts are always written to achieve a specific goal and get what you want, from gaining the job you want to close a good deal. You can be an excellent manager or an expert in your industry but never learn how to write business texts. But take the time to turn to writing service like essayshark.com. In this article, we’ll explain why some business texts are captivating from the first second while others make you want to delete the person from your contact list. We will tell you about the stylistic points to consider when preparing business texts and give you useful tips.

Make it clear

Remember that different people perceive the same information differently. It depends on the context in which the person is, on their awareness of the issue under discussion, even on their mood at the time of reading.

Put yourself in the place of the reader and try to look at the text objectively: whether it fulfills its purpose, whether it is all clear, whether it is not overloaded, whether there is a desire to close it at the half, whether there are additional questions. Edit your text until you have no doubts.

Readability

The main task of any business text (whether it is a correspondence or an article) is to make the interlocutor read the text to the end, understand our position, and take a certain action. For this purpose, psychological comfort at the time of reading is extremely important.

How we can make life easier for our readers:

  • Try to make your reader get one idea out of one sentence. Break sentences into parts, shorten them. If long sentences are unavoidable, alternate them with short ones. That way, you balance the text rhythm;
  • Avoid long text canvases. At a minimum, leave blank lines between paragraphs. This makes the text lighter and more visually pleasing. Maximum — highlight the important things in bold, make lists, headings, group your thoughts. This text is clearer and more pleasant to read.
  • Use verbs. Verbs make a tricky manipulation with our brain: reading them, we imagine what they tell us. And, accordingly, we get better engaged in the text. And when we meet more than two nouns in a row, it’s harder for us to get the point. Try to use more verbs and fewer nouns.

Tone of voice 

Lack of focus on the personality of the reader and on the portrait of the target audience will not bring you the desired result. There are no universal business texts that work for everyone. We must never forget who we are writing for and in what context this person is in. Our tone of voice is formed from this. 

In the case of business, the informative style is almost a universal solution. It will not make the text worse, but it is quite capable of emotionally “drain” it. And this, in turn, is only good in strict business communication and where the audience is blurred. 

Stick to the important matters 

Time is a valuable resource. If we care about the reader, we leave only information that is really important in the text. Here’s what you should avoid in business texts:

  • Judgments about something or characteristics of that phenomenon that are not supported by arguments. The text manifests itself through adjectives such as good, better, quality, efficient, professional, experienced, winning, trendy,” and the like. Arguments with figures work better. It must be something that can be counted, imagined, felt. Otherwise, there’s simply no point in the reader believing them.
  • Uncertainty. A sense of security is especially important in business communication. It is valuable when a partner conveys clear messages and maintains transparency of processes. If you are unsure, explain why. Argumentation will turn your uncertainty into forethought, competence, and care.
  • An abundance of pronouns. When we add a lot of pronouns, the text looks heavy and, at times, childish. 
  • Exclamation points, emojis, ellipses — these intensifiers are good for fiction text but cheapen business texts. If you are conveying concern, the dot at the end of the sentence will evoke the same reaction as the smiley face. If you want to broadcast discontent, believe me, the reader will feel it without the exclamation point.

Do not overload with details

We often feel the need to give as much detail as possible in the process of writing — about the project, the product, the service, etc. Because of this, the text becomes layered, and before you notice it, it seems irrelevant. You can go into details that are unrelated to what you were trying to say. Try to avoid this layering and care more about clarity and precision in the text. The small text doesn’t mean bad text. 

Business writing seems complicated only at first glance. In fact, it’s simple. You need to simplify the complex, shorten the long and unreadable, and treat your potential reader with respect and care. Good luck!

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