No boring phrases
The language of business has changed. The focus now is on clarity and getting the message across quickly. Expressions like 'With reference to our conversation', 'Please be informed', 'Kindly be advised', 'I would like to bring to your attention' and 'I am writing to advise you' are considered old fashioned. You writing should reflect your personality.
Refrain from jargon
It can get in the way of comprehension. You may often come across messages that leave you confused. This happens when people use difficult words and phrases to impress, rather than to communicate. Keep your sentences short and simple. Make sure your average sentence length is approximately 15 words. You will keep your readers engaged by using simple words. Don't get absorbed in using flowery language. Instead, use language a reader will understand.
Tone is the key
You can be firm, friendly or persuasive; it depends on the impression you wish to convey. It is important to get the tone right, because using the wrong tone could cause real offence to your reader. Tone in writing refers to the emotional context of your message, the degree of formality or informality you use in your writing, and your attitude towards the subject. Your tone typically conveys -- your position, relationship with the reader and content of your message.
Understand your reader
You will be able to write most persuasively if you know your audience and its expectations, and if you organise your message to address its needs.
Organise content
Your goal should be to include enough information to keep the reader's interest but not so much that you waste the reader's time and obscure your main point. Organisation refers to the order in which information is presented. Once you know what information you want to include in your document, you can decide how to organise that information. Some common methods you can use to organise content are:
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Outlining: This involves creating a hierarchy of your ideas. It will help you identify what your main points are, what supporting material is available, and what other information you need to include to make your message meaningful.
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Brainstorming: Write down ideas, facts, and anything else that seems related to your purpose. Don't edit yourself as you brainstorm. When you are finished, decide what's important and what can be deleted or revised.
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Clustering: Write your main point in the middle of the page and circle it. As you think of more ideas, write them down and link them to either the main idea or to another point.
Structure for success
A little bit of planning will make your documents look good. Make sure every business message incorporates these aspects:
1. Background: Why are you writing? Maybe refer to a previous letter, contact or document.
2. State the facts: Give information/instructions. Ask for information. Provide all relevant details.
3. Expected response: Action the reader should take and a timeframe. Action you will take.
4. Conclusion: A simple one-line closing sentence.
Use paragraphs when needed
Keep them short. Readers are more likely to read a longer message broken into several short paragraphs than they are a shorter message without breaks. Each paragraph should contain only one main point, and this should be developed with concrete evidence and details.If you expect a positive response, present your conclusions or major idea first, followed by the reasons or support. If you expect a negative response, present your reasons first and conclusions later. Use display appropriately within paragraphs to help get your message across. Numbered points and bullets are very helpful, and side headings can be useful when you have to include things like date, time and venue.
Skimmers and skeptics
These are two general types of business readers. Skimmers are readers that are typically very busy. Pressed for time, they often skim documents in a rather short period of time. The documents you prepare for skimmers should:
• State the main point clearly and up front.
• Place the most important information at the beginning or end of paragraphs.
• Highlight key dates or figures.
A skeptic, on the other hand, is a reader who is cautious and doubtful. Sceptical readers will tend to read a document carefully and question its validity. In order to meet the needs of this reader, it is necessary to support your statements with sufficient details and evidence. Provide specific examples, numbers, dates, names, and percentages.
