That Sounds Fine, This Sounds Better: Punch Up Your Business Communication
When talking about communication through business writing, a scene from the 2017 animated movie, Boss Baby, comes to mind. When the main character, Boss Baby is asked, “What’s a memo?” He responds with: “A memo is something you write to give people information. Memos are for important things. A memo can bring people together. A memo can be a call to arms, a manifesto, a poem.” After a dramatic pause, he adds, “A memo can change the world.”
Business writing is an essential skill for professionals in any industry. Whether you are writing an email, a business plan, reports, or a resume, clear and effective communication is vital to getting your message across–successfully. It is a powerful tool that can inform, inspire, and encourage action.
Punch up your business communication with these writing tips.
- Know your audience. Though you’ve heard this advice repeatedly, it rings true even for written business communication. Who are you trying to reach? What’s the purpose of your message? Is it to inform, to inspire, or to call to action? Knowing your audience allows you to cater your message and strategize on how to put it into words.
2. Plan your writing. How do you want to get your message across? Are you starting off with an anecdote or are you diving right in? Will you be sending it as an email? A blog post? A business presentation? Plan what you are going to write and how you are going to write it. Stay focused and organized.
3. Be clear and concise. Use simple, clear, and direct language to relay your message effectively. Avoid using jargon or overly complex words, especially if you’re directing your message to a broader audience. Don’t assume everybody will know what you are talking about.
4. Be specific. Provide evidence. Use specific examples and data to support your statements. This will make your writing more credible and persuasive. Avoid general statements if you can.
5. Use the active voice. In an active voice, the subject of the sentence performs the action. For example, “The report was created by the team” vs “ The team created the report”. Using the active voice makes your writing more direct and engaging.
6. Use transitions. Transitional phrases–such as however, in addition, for example–create a smooth flow in your writing by connecting ideas. This helps the reader follow your train of thought and understand your message better.
7. Format. The use of headings, bullet points, and white spaces makes your writing more visually appealing and easy to read.
8. Always proofread. Proofread, proofread, PROOFREAD. Always proofread your writing for grammar, spelling errors, and punctuation. Professional communique makes a better impression if it is polished and free of errors.
Here are a couple of examples on how to apply these tips to your daily business writing:
Sending an email to your customers about a new product or service:
Subject: New Product
We got a new product, it’s called Version New You. It helps with day-to-day office operations and saves you time and money. It’s got some key features, like record keeping, to-do lists, and color coding.
If you want, use the code WHY-TRY-ME for a discount. Let us know if you have any questions.
The email above is informal and lacks polish and engagement. It will probably be ignored and sent either to the SPAM folder or Trash. By using the writing tips above, you can create an email that’s professional, and more engaging. See example below.
Subject: Discover Our Revolutionary Product!
Dear Valued Customer,
We are excited to share with you the launch of our latest addition to our product line, WritingForYou 2.0. We understand the challenges you face in your business and designed this product specifically to cater to your writing needs. WritingForYou 2.0 will help you elevate your written business communication.
WritingForYou 2.0 is packed with cutting edge features such as templates for all your writing needs, and suggestions on how to create impactful and memorable messaging. It’s user-friendly and intuitive, allowing for increased efficiency and time management.
Our new product will exceed your expectations and will be a game-changer for your business! To celebrate the launch, we are offering 50% off. Use DISCOUNT50 at checkout to receive 50% off your annual subscription as well as 3 months free on any of our writing services.
Don’t hesitate to contact us with any questions. Our team is dedicated to providing you with the support you need to get the most out of WritingForYou 2.0.
We are looking forward to working together to help you reach your business goals in 2023!
Eliza D. Writer
P.S. Keep an eye on our social media @writersunite for exclusive offers and updates!
Here’s another example on how to level up your business writing with a LinkedIn Bio.
Headline: Highly organized and results driven Executive Assistant with a proven track record of supporting C-level executives and streamlining office operations.
Though the headline above is clear and concise, it is one in a million. For a LinkedIn headline to stand out, use specifics to boost credibility and truly make your bio stand out. See the example below:
Headline: Expert Executive Assistant with two decades of experience in providing seamless support to C-level executives and optimizing office efficiency in the home health/home care industry.
In conclusion, follow these tips to elevate your business writing and make an impactful and compelling impression on your audience. Remember: keep your audience in mind, communicate in a clear and concise manner, and always, ALWAYS proofread.
If you require assistance in taking your business communications to the next level, our Cowe team offers copywriting services to help stand out—from blog posts to press releases. For more information, visit our website.