Results 1 to 7 of 7

Thread: 6 Business Writing Tips

  1. #1
    New Member
    Join Date
    Apr 2010
    Location
    Cape Town
    Posts
    7
    Thanks
    0
    Thanked 4 Times in 1 Post

    6 Business Writing Tips

    1. Define and understand your purpose.
    If you don’t have a very clear idea of the purpose of your document, neither will your readers (if they even finish reading it). Ask yourself, “What do I want to say and why do I want to say it. What result do I want from this letter/report/proposal?"

    2. Consider your readers.
    Inextricably bound to your purpose is your readership. Your purpose tells you what to write, your readership tells you how to write.

    3. Design your document.
    - They say that 25% of the impact of a business letter comes from its visual appearance. Opening a document, whether it’s a one page letter or a multi-chapter report, is going to make an initial writer impression on your reader and we all know that first impressions tend to be lasting impressions.
    - If your company letterhead is not eye catching and attractive, change it. Remember that the Companies Act requires certain information to be included in the letterhead.
    - Make sure that you use the latest formatting, punctuation and numbering conventions.
    - Use a simple, clear font. Twelve point is a good default size.
    - If you are going to print the document, make sure that the printer cartridge is in good condition and that the paper is loaded straight in the tray. Your text must line up with the margins perfectly.
    - Use tables, illustrations, graphs etc to present data. Use colour for effect, not decoration.

    4. Assemble the content.
    You might need to do some or a lot of research before beginning writing. If you are writing a letter, make sure you know the correct spelling of the recipient’s name, if you’re writing a business plan make sure you’ve got your facts straight. Order the information in a clear and logical sequence; certain types of documents, like reports, have specific content sequences that you must follow.

    5. Use appropriate language.
    Pay attention to the level of formality necessary for the particular document that you’re writing. If your document is at all technical, make sure that you use terms that your readers will understand. Use the clearest, simplest language appropriate; use shorter rather than longer sentences; stick to one topic per paragraph and create a smooth flow of ideas. Be consistent in all the elements of your writing.

    6. Acknowledge any sources
    Make sure that you acknowledge the source of any material that you use. It will allow the reader to verify what you say, find additional information if s/he needs to and besides, it’s ethical and honest.

    This article is based on the course notes from the University of Cape Town (Law@Work) Business Writing and Legal Documents Course presented by GetSmarter.

  2. Thank given for this post:

    Blurock (12-Nov-12), Dave A (05-May-10), Joprotho (30-May-10), Vanash Naick (27-Oct-12)

  3. #2
    Email problem
    Join Date
    Apr 2010
    Location
    West Coast
    Posts
    47
    Thanks
    0
    Thanked 3 Times in 3 Posts
    very true indeed....

    sadly, 1, 2 and 5 gets left in file 13 many times....

    as for no 3....also very true....

    logically speaking, it is th first step in the sequence - opening it up and reading it...

    and anything that can make a good or bad impression along the way has to be taken into account.

    thanx

    peter

  4. #3
    Diamond Member Vanash Naick's Avatar
    Join Date
    Sep 2011
    Location
    lenasia
    Posts
    3,281
    Thanks
    849
    Thanked 693 Times in 607 Posts
    Blog Entries
    2
    I think Deborah has highlighted an often over looked area! It's not only essential but actually vital as to how you present your letter. In legal letter writing we use averments i.e. number your different main ideas or paragraphs. We have to appreciate that that discourse is mainly by electronic mail unless otherwise required.
    Since there will always be a reference number or subject in the subject box, one may simply start by stating:
    Dear Mr A,
    1. I refer to the above matter and more specifically your electronic mail of even date, the contents of which have been duly noted,
    2. I am duly authorized to respond hereto,
    3.The fact that we do not deal with each and every allegation made should in no way be construed as an admission thereof and we reserve our right to address the allegations in the appropriate forum and at the appropriate time, if need be;
    My personal favourite averment for para 4 is simply this:
    4. We confirm and place on record that should you find it necessary to draw inferences from any paragraph herein on the basis that you find any paragraph herein to be vague, ambiguous or unclear , then please the draw the following inference with regard to those paragraphs: Bare Denial: we deny and put you to the proof thereof
    The philosophers have only interpreted the world, in various ways. The point, however, is to change it. Karl Marx
    vanash.naick@gmail.com
    TFSA Disclaimer
    Local Music with a grassroots touch


  5. #4
    Diamond Member Blurock's Avatar
    Join Date
    May 2010
    Location
    Durban
    Posts
    3,439
    Thanks
    660
    Thanked 765 Times in 630 Posts
    Blog Entries
    1
    Thank you for the reminder. Amazing how much we neglect this very important part of the business. Business letters have something to say about a business. Bad spelling and language (especially SMS slang) is detrimental to your business image.

    A common mistake among English speakers is to confuse words such as woman and women (single or plural); there and their (over there or belonging to them) etc. Afrikaans speakers often get their tenses wrong and sometimes construct sentences as a direct translation from Afrikaans.

    When writing an important letter such as for a job application or for that lucrative business proposal, get some help if possible and improve the reader's perception of the business.
    Excellence is not a skill; its an attitude...

  6. #5
    New Member
    Join Date
    Oct 2012
    Location
    pretoria
    Posts
    4
    Thanks
    0
    Thanked 0 Times in 0 Posts
    thank you this is helpful. It helps to have a solid way to write and communicate your message to the people you are writing for. There are many styles to incorporate but that is covered in appropriate language.
    Each person has to realize that the written word leaves an impression that comes to life only in that page! thank you

  7. #6
    Full Member johndice's Avatar
    Join Date
    Nov 2012
    Location
    earth
    Posts
    35
    Thanks
    3
    Thanked 3 Times in 3 Posts
    This is a very helpful post. thanks mate!

  8. #7
    New Member
    Join Date
    Oct 2012
    Location
    pretoria
    Posts
    4
    Thanks
    0
    Thanked 0 Times in 0 Posts
    thank you i find this very helpful for anyone who wants to write and have great content to publish. there is no substitute for hard work and constant practice though....
    Thank you!!!!

Similar Threads

  1. Business is Simply Business. Or is it that simple?
    By businessmentor4u in forum Entrepreneurship and Business Management Forum
    Replies: 18
    Last Post: 24-Apr-12, 03:28 AM
  2. No more business plans please!
    By Vincent in forum Entrepreneurship and Business Management Forum
    Replies: 26
    Last Post: 12-Nov-10, 09:57 AM
  3. [Article] Working from Home - The Online Business Reality
    By David Venter in forum General Business Forum
    Replies: 5
    Last Post: 06-Jul-10, 09:11 AM
  4. Fundamental business principles - Get and keep customers
    By Dave A in forum Entrepreneurship and Business Management Forum
    Replies: 11
    Last Post: 12-Oct-09, 08:20 PM
  5. [Article] Communication: The Key To Business Turnaround
    By Vincent in forum Entrepreneurship and Business Management Forum
    Replies: 0
    Last Post: 26-Apr-08, 04:20 PM

Did you like this article? Share it with your favourite social network.

Did you like this article? Share it with your favourite social network.

Posting Permissions

  • You may not post new threads
  • You may not post replies
  • You may not post attachments
  • You may not edit your posts
  •