Be Direct or Indirect

Before you begin writing, consider how your reader will respond to your message. Then choose either a direct or an indirect organizational approach.

Levels of Formality

Just because business writing is considered professional doesn’t mean it should be stuffy. The key is to write with a conversational yet professional tone. That means making your writing sound natural. When writing is natural, its tone or level of formality is right. Consider the chart below.

Choosing Precise Words

Good business writing is not filled with the biggest words; it’s filled with the most precise words. Use the following information to incorporate precise words into your business writing. A precise word is fresh, clear, energetic, fair, and respectful. In general, precise words are the simplest ones you can use to get your meaning across.

Here are our top five suggestions for precise business writing (in no particular order).

1. Replace or clarify general words. Balance general words with concrete, precise terms. Choose specific nouns, vivid verbs, and strong modifiers.
2. Rewrite unprofessional expressions. Slang terms and clichés weaken your writing’s authority, clarity, and energy.
3. Avoid “business English.” Use plain English instead of language that sounds overly technical, vague, or trendy.
4. Use fair, respectful language. People want respect, and it’s the writer’s job to address readers respectfully.
5. Eliminate wordiness. Concise writing involves cutting unneeded words, irrelevant information, and obvious statements. (See below.)

Wordy Versus Concise Phrasing

Use concise words and phrasing that deliver your message quickly and clearly. The following list should help you write more precisely.

Variety

Sentence variety creates a pleasing rhythm. Try these tips for creating variety:

• Vary beginnings: Start with an introductory word, phrase, or clause.
• Vary lengths: Use long sentences for complex ideas, medium sentences for most ideas, and short sentences to hammer home a point.
• Vary types: Use statements, questions, and commands.

Combining

When sentences are short and choppy, you can improve your writing by combining them. Remove the repeated bits and reword the rest as a single sentence.

Expanding

If a sentence lacks information, expand it using the 5 W’s and H. Answer the questions Who? What? Where? When? Why? and How? and insert the answers into the sentence.

Transitions and Linking Words

Transition words and phrases pave the way for readers, signaling how ideas are linked. Note how the different words and phrases below connect ideas in different ways.

Top 10 Errors in Business Writing

An error-free document reflects well on the writer and avoids distracting the reader. When editing for punctuation, capitalization, grammar, and usage, watch especially for these top 10 errors.

1. Sentence fragment:
   Make sure each sentence contains a subject and verb and expresses a complete thought.
   

2. Dangling/misplaced modifier:
   Make sure modifying words and phrases are close to the words they modify.
   

3. Comma splice:
   Do not join two sentences with only a comma. Use a semicolon, or use a comma and
   a conjunction (and, but, or, nor, for, so, or yet).
   

4. Missing comma in a compound sentence:
   Place a comma right before the conjunction (and, but, or, nor, for, so, or yet)
   in a compound sentence.
   

5. Missing comma after introductory phrase:
   Place a comma after long introductory phrases.
   

6. Missing comma with additional information:
   When a group of words adds information that is not needed to understand the sentence,
   set off the words with a comma.
   

7. Nonparallel construction:
   Make sure items in a series have the same form.
   

8. Pronoun agreement error:
   Make sure pronouns agree in person and number with the words they replace.
   

9. Verb agreement error:
   Use a singular verb with a singular subject and a plural verb with a plural subject.
   

10. Usage error:
    Make sure that easily confused words (there/their/they’re, too/to/two) are used correctly.
    

Design with a Purpose

Effective page design is attractive and easy to read, and it reflects positively on the writer and her or his company. When designing a document, do so with a purpose. The form that words take on a page should relate to the function of the words.