How to Write in a Business-Like Way
Introduction
You realise that effective business writing is a vital communication skill, not only as a
means of delivering clear and concise information, but also, and more importantly, as a
means of influencing and making things happen.
Three advantages to good writing
•
It is faster to write (once you've got the hang of it).
•
It is faster to read.
•
You get your message across more often, more easily and in
a friendlier way.
Some Basic Guidelines
These guidelines are applicable, whatever you are writing:
K.I.S.S. (Keep It Short and Simple)
The volume of information people in work receive every day means that you have to be
able to convey your ideas clearly and concisely. In other words, keep it short and
simple. Many top executives insist that they will only read reports that are contained on
one side of A4 paper!
Sentences
Write in short sentences – on average no more than 20 words. To make the text more
interesting, vary the length of your sentences. Most long sentences can be broken up in
some way, e.g. with bullet points.
Active or Passive
Make your writing active rather than passive. Active is considered crisp and interesting,
while passive is dull and bureaucratic. For example:
This book was written by J.R. Hartley – passive.
J.R. Hartley wrote this book – active.
There are times when it is useful to use the passive tense, for instance, if you want to
soften an approach or it simply sounds better.
Remember the Audience at all Times
Keep your reader(s) in mind at all times. Remember that you want them to read your
work, so give them a piece of writing that will make them want to read it from beginning
to end. Always reread your work and think about it from the reader’s point of view.
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How to Write in a Business-Like Way
I and We
Make sure that the use of I and we is consistent. Where possible, use I as a way of
owning the writing. Do not depersonalise the writing by using phrases such as: “It is
recommended that …”, rather, use “I/We recommend that …”.
Words
Use words that everybody will understand and avoid the use of jargon.
Cut out unnecessary words wherever possible.
Lists
Lists are an ideal way of separating information and presenting it in an understandable
format. Lists can be bullet-pointed or numbered for additional clarity.
Grammar
The Plain English Campaign also states that:
In the past, experts in the written word decided it was 'bad form' to do certain things. But
our rule is, if it makes your sentence clearer, don't worry about 'bad form'. You can:
start a sentence with ‘and’, ‘but’, ‘because’ or ‘so’.
split infinitives. So, you can say ‘to boldly go’.
end a sentence with a preposition. In fact, it is something we should stand up for.
repeat
a
better word.
word
in
a
sentence
if
you
cannot
find
a
Planning and Organising Management Reports
The first job of the report writer is to make the reader’s job as easy as possible. This
means not only following the guidelines above, but also planning and organising the
report before you start.
Clearly define the purpose of the report: specifically, who the intended audience is,
why they require a report, what to put in and what to omit. In summary, what is the
reader expecting?
Map out the report into sections that make it easy for the readers to understand its
purpose and logic. As a minimum, this should include an introduction, discussion and
summary, and conclusions.
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How to Write in a Business-Like Way
Longer reports will often include:
•
title or title page
•
contents list
•
executive summary (about half a page)
•
introduction
•
discussion
•
summary and conclusions
•
recommendations
•
appendix
An introduction should briefly set out what the report is about, why it has been written,
the background to the report and the method of approach taken.
The discussion is the main section of the report.
The summary and conclusion section is often the one people will skip to if they are
busy, so it is important that the main points are clearly presented and the conclusions
brief. If you are looking for a decision or agreement to proceed, make sure this is
explicitly requested.
Use appendices to present detailed findings or subsections that will not be relevant to
everyone.
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