Key tips for successful business writing
by Matthew Coppola
In any form of writing, be it reports, social letters, text messages, emails or even legal documents and letters, we must know the context and the main reason why we are writing. We must take into account the following when engaging in writing letters and documents on serious matters:
1. Who am I writing to?
In writing the letter, have you considered who will be reading it? Different people respond differently to letters on the same issue. Of course we cannot know what the personality type of every client we deal with is.
2. How will they interpret what I am saying and feel after reading the letter?
After writing a letter, have you read it over again and put yourself in the reader’s shoes?
3. Are there any legal/technical jargons that can only be understood by a lawyer/professional or requires a dictionary to understand?
Is the letter easy to understand? If it requires using a dictionary than you will need to revise it again and make it understandable.
4. Is the letter/report structured and easy to follow?
The letter should be like a hamburger. The two buns represent the introduction and conclusion and the filling inside is the body. Each paragraph should be established. Each paragraph should have an intro – body – conclusion. A rule of thumb for a paragraph is six lines long.
5. Is it concise and specific? Does it get to the point?
Each word in the letter must be corresponding to everything. There should be no rambling and invalid information. When you are writing a letter/report or email, continually go over in your mind the sole reason for why you are writing and what it is for.
6. Is my voice coming through too much or too little in my writing?
Does your letter come across as computer generated or personally written?
7. Have I proofread the letter vigorously?
Go over your writing as many times as you feel necessary.