Most business writing involves the communication of a message in the form of a letter, email, report, proposal or memo. People judge others on the quality of their writing. To be a successful business writer it is necessary to communicate your message clearly and concisely. This will help the audience easily understand the message of the writing. There are four principals to business writing: audience, purpose, message, and style and tone. The first principal in business writing is determining your audience.
The audience is anyone who will be reading the writing. Knowing the audience before writing will make the writing process easier because it simplifies the decisions made. Before writing, think about whom the message is being directed to. This involves determining the education level, population, interests, and biases of the readers. Audiences have different backgrounds and might not be native speakers of English. Also determine if the audience consists of other coworkers or angry customers? Determining the audience affects how formal or casual to make your writing.
Four common types of business audiences are: layperson, technician, expert and executive. The second principal in business writing is purpose. The purpose is the reason and goal of the writing. Keep the purpose in mind throughout the whole writing process. The purpose controls the amount and order of the information provided. It also involves choosing the correct writing form. Examples of writing forms are email, report, or memo. Focusing on the purpose and the audience will help choose the correct writing form.
Excellent communication skills are necessary for organizations to build enduring relationships with organizations in the corporate world. Exchanging accurate data and information between organizations creates a more cohesive working environment. Business employs a number of communication methods including e-mail, memos, letters, and proposals. Communications are delivered via, e-mail, interoffice ...
Whichever writing form is chosen makes sure to state the purpose right away. The third principal in business writing is determining the message. The message involves determining the details and scope. The details are the key points that you are communicating with your audience. Details involve providing all the necessary facts and information. Scope is how much information is provided to the audience and supports the details. The fourth and final principal in business writing is the style and tone of the writing.
The style is the structure of the sentences and paragraphs. To determine the style, think about your audience. For a layperson, use an informal style with shorter sentence and easy vocabulary. For a technical audience use jargon in their subject and use graphics to support your message. For an expert audience use a more difficult vocabulary with longer sentences. For an executive audience use a formal writing form with longer sentences. If your writing purpose involves any kind of cost, make sure to inform the executive audience in the beginning of your writing.
Overall if you are writing to a very general and large audience use a simplified writing style with shorter sentences and paragraphs. If you are writing to one person or a small audience also consider the relationship with the audience and adapt your style to what you determine is appropriate Tone is the attitude toward the reader and the subject of the message. It can be the most difficult part of writing because each reader can interpret the message differently. It is important in writing because it reflects how the audience perceives the writer and the message.
Tone of writing is similar to the tone of a voice. Tone is present in all forms of communication from a casual email to a formal letter. It is appropriate to use an informal tone if you are typing an email to a friend; however, it is inappropriate if you are typing an email to your boss. Letters are the most formal type of business writing. Using the four principals of business writing will assist in all forms of business writing. Think about them every time it’s necessary to communicate a written message in a business environment.
The purpose of communication is to get your message across to others. This is a process that involves both the sender of the message and the receiver. This process leaves room for error, with messages often misinterpreted by one or more of the parties involved. This causes unnecessary confusion, perception and counter productivity. In fact, a message is successful only when both the sender and the ...