Many people believe business writing is a frustrating task that should be avoided. But good business writing is important for building and maintaining your company’s image. The following tips will help you achieve clearer and more effective business writing.

Aim for a short average sentence length for better business writing

Sentence length is an important factor to consider in business writing. Research shows that comprehension goes down when sentences are too long, so keep your average sentence length below 20 words. A sentence of over 35 words should be broken into two sentences, if possible. To see the average sentence length of your business writing when using Microsoft Word, tick Show Readability Statistics in the Spelling and Grammar options. The average sentence length will appear at the end of the spelling and grammar check.

Avoid clichés in your business writing

Clichés are overused phrases that have lost any meaning. Avoid phrases such as ‘at the end of the day’, ‘for all intents and purposes’ and ‘as safe as houses’ in your business writing. They add no meaning to your business writing and waste your readers’ time.

Use a conversational tone in your business writing

One tip for maintaining a conversational tone in your business writing is to use contractions. Instead of writing ‘it is’, write it’s. Write ‘we’re’ instead of ‘we are’. Many of us don’t feel comfortable using contractions in our writing because some English teacher told us it was bad. It might not be appropriate in a formal school essay, but it’s best for most types of business writing. If you don’t use contractions, your business writing will sound robotic.

Another way to create a conversational tone in your business writing is to read the first draft aloud to judge how it sounds. Would you speak this way to a client or associate? If not, it’s a good idea to go back to your writing and make changes.

Rewrite your business writing until you get it right

Even experienced business writers rarely get it right the first time. They might create two, three or more drafts before being satisfied with their writing. You’ll find ways to improve what you have written by carefully reading it. Sometimes it helps to wait a day or two to let your business writing ‘cool off’ before you go back to it.

It’s also a good idea to have a friend or colleague review your business writing. You might think you have expressed your ideas clearly, while others don’t. Feedback from others can help you improve your business writing.

There is no need to be frustrated the next time you have to complete a business writing project. Applying these simple tips will help you express your ideas clearly and will make a big difference in the impression you create through your business writing.
Credits: Wordnerds