In the world of business, effective communication is essential. Whether it’s crafting a persuasive business proposal, sending a critical email, or creating a marketing message, your ability to convey information clearly and professionally can make or break your success.
In this article, we will explore tips on improving your business writing and writing professional emails, drawing from the wisdom of Benjamin Franklin, Friedrich Nietzsche, and modern communication strategies.
Effective Business Writing Tips: The Art and Science
“Words are singularly the most powerful force available to humanity. We can choose to use this force constructively with words of encouragement, or destructively using words of despair. Words have energy and power with the ability to help, to heal, to hinder, to hurt, to harm, to humiliate, and to humble.” – Yehuda Berg
In today’s digital age, where communication options abound, the importance of mastering business writing cannot be overstated. Your message must rise above the sea of information and technology-induced distractions. So, how can you enhance your business writing skills?
1. Know Your Audience
Before you put pen to paper (or fingers to keyboard), ask yourself: Who am I writing to? Understanding your audience’s expectations and needs is the foundation of effective business writing.
Think about:
- What format of business writing matches your readers’ expectations and needs?
- What’s their likely understanding of the topic?
- Will they have preconceived notions and misconceptions you must address?
- What will they see as benefits or drawbacks?
- What are their potential questions and concerns?
2. Start with Your End Goal
Every piece of business writing should serve a purpose. Whether it’s to educate, inform, persuade, or sell, your writing should lead to a specific action. Define your call to action clearly and structure your message accordingly.
3. Keep It Simple
“The secret of being boring is to say everything.” – Voltaire.
In business writing, simplicity is key. While planning is essential, avoid overloading your message with unnecessary complexity. Write only what’s needed to achieve your desired outcome. Frame your document around its purpose to maintain clarity and focus.
4. Build a Framework
For longer documents, create a framework that guides your readers from introduction to conclusion and call to action. This roadmap ensures you cover all necessary points without repetition or going off track.
5. Banish Jargon and Unnecessary Words
Clear, concise writing is paramount in business documents. Eliminate jargon, abbreviations, and needless verbiage. Stick to the facts and focus on the benefits of your proposal or message.
6. Ensure Scanability
In today’s digital age, readers often skim rather than read every word. Format your business writing for quick evaluation. Use headings, bullet points, and concise paragraphs to make your message easily digestible.
7. Triple-Check for Accuracy
Mistakes in your writing can undermine your credibility. Proofread rigorously, or better yet, have a third party review it. Ensure your data is up-to-date and presented clearly, and make your call to action impossible to miss.
Now, let’s shift our focus to another critical aspect of business communication: writing professional emails.
Mastering Professional Emails: A Necessity in Business
Emails remain a versatile and essential tool for business communication. However, their effectiveness hinges on careful crafting. Let’s explore some key principles for writing professional emails:
1. Personalization Matters
Emails are personal communication tools. Even in mass emails, personalize your salutation to make recipients feel valued. Avoid overused phrases like “how are you” and focus on meaningful, personalized content.
2. Use Email Distribution Platforms
For bulk emails, consider email distribution platforms like Mailchimp or HubSpot. They allow you to personalize and automate large-scale communications, increasing the chances of good open rates.
3. Master CC and BCC Etiquette
Use the “Carbon Copy” (CC) and “Blind Carbon Copy” (BCC) fields strategically. CC is suitable for messages where all recipients should see who else received it, while BCC protects privacy.
4. Timing Is Key
Consider the recipient’s perspective when scheduling emails. Avoid sending important emails late on a Friday, and use research-backed optimal sending times, like 10 am or between 3 pm and 4 pm.
5. Add Tone and Non-Verbal Cues
Think about your email’s tone and its non-verbal cues. Emphasize the importance of the message and consider whether an email is the best medium for the content.
Example: Which of these is most constructive and reassuring?
- SMS message: “Urgent team Zoom call 9 am tomorrow. Mandatory attendance.”
- Email: “Hi. I need everyone to free up time for a Zoom call at 9 am tomorrow. Nothing dramatic, but we do have some urgent decisions we need to make about the project. As prep for the meeting, please consider the following, etc”
6. Set the Right Tone
Maintain professionalism in emails. Avoid over-familiar language, slang, or colloquialisms. Use clear and positive language to convey warmth and empathy.
Which one is best?
- “What you did was wrong and it needs to never happen again.”
- “Let’s work together to find a constructive way forward that helps us both.”
And
- “We need to talk” which sounds dramatic and accusatory.
- “We need to meet for a chat” which sounds softer and more nurturing.
If you are using abbreviations in emails, make sure they are likely to be understood by all recipients. Some project teams even develop their own shorthand, to keep emails succinct and impactful.
Never use all caps, as it looks like SHOUTING.
7. Create Effective Email Headings
Craft concise, engaging subject lines that encourage recipients to open your email.
Things to consider when writing an email subject line (and examples) are:
- Keep it short and positive “Reasons you would benefit from my expertise.”
- Avoid words and phrases that trigger spam filters “Your free offer for today.”
- Avoid numbers, as they trigger spam filters “The £1m question and 7 ways forward.”
- Personalise it “Important information for busy FDs like you.”
- Use business intel “More good news following your award-win.”
- Use a topical hook or content indicator “Products to manage this heatwave.”
- Ask intriguing questions. “Are you ready for the sales peak that’s coming?”
- Show the value of the email. “Help to get ready for Christmas.”
- The key is always concise, positive, and meaningful words.
8. Ensure Easy-to-Read Content
That is a lot of things to consider when creating a strong business email before you even get to the main body of your message.
Some of the best tips for effective email content include:
- Check for words that increase bounce rates. Spam filters are sensitive to things like Sale, Clearance, Act now, Cash bonus, Free offer, Make money and No catch, for example.
- Get straight to the point – no long-winded introductions or flowery lead-ins.
- Tell them why they should read on – try to answer the unspoken but universal question ‘What’s in it for me?’ What value is there in responding to your email?
- Show interest in their business or personal pains/gains and needs.
- Provide succinct points, based on need-to-know information.
- Indicate where additional information can be found, such as your website address.
- Finish with a compelling call to action.
- Proofread carefully and don’t rely on spell checks to pick up errors.
9. End Strong with a CTA
Close your email with a compelling Call to Action (CTA). Encourage recipients to take the desired action, whether it’s calling you, visiting your website, or responding in a specific way.
In conclusion, effective business writing and professional email communication are essential skills in today’s business landscape. By applying these tips and principles, you can enhance your ability to convey information clearly, persuasively, and professionally, ultimately driving your success in the business world.