How often do business setups feel the need of coining a business document like a letter or an email? Depending on the scale of a business, it might even go to hundreds of documents per hour, however assuming a safe margin, we can safely say that an average business needs a document or two almost daily. Even that, is not a frequency that can be considered negligible. Thus the point being that any and every business enterprise finds itself typing a document time and again, with different levels of significance and relativity. In such a frequent encounter with documentation and mustering up content for these, the attention given to these is often lower than what it deserves. The writers that handle such content for the organization are often the assistants of the managers or the administrative staff that is not trained for this stuff and often ends up committing blunders in their content that they are not even aware of and probably would do the same in the next encounter. One can’t blame them as corporate and formal writing for business communication is often different than usual writing with different trends and norms and particular formats, something that professional content writers or service providers are well aware of like CorpWriting. However, for novice writers, or for those poor beings whose superiors have handed over them assignments and they need to get them done with, by themselves, here are a few tips that could really help your document be approved and appreciated without marking any mistakes and revisions. So let’s begin.
Basics of Language
Now that you’re writing for your organization as an employee, you are past the level of education where you are learning to write and definitely past the time where you should be learning grammar. So a mistake like a typo or a grammatical error might just turn off the mood that the document needs to set. Thus, proofread your document or have it read by someone else before you press that send as you don’t want your reader to think you took this letter lightly, and thus them as well.
A Pro Hey Ho
When it comes to business executives and work environments, there is a certain strictness and restrictions that are already into play regarding the atmosphere and the tone that is to be used. A formal and business communication language is to be used for the communication purpose starting from the greeting. Thus the greetings as well as salutations before ending the document or letter need to be taken seriously following the defined pattern as well as being super careful about the addressee. Don’t start the letter with “What’s up Bro!”
Portraying is the key
Most of the times, the document is the only agent of yours in the room. It needs to make your case in front of the person or the organization reading it. Now, though the purpose of the document may vary from information to marketing, however in each of the cases, a decent portrayal of the organization that it represents can add in bonus points. Now the trick is to not turn the document into a spamming mail full of praise for itself, however, a short and proactive introduction of the organization would not go unappreciated.
Be Clear! Make yourself Understood
Being concise and clear about the message that you want to be heard and understood in the document is the soul of the message and decides its effectiveness. All of afore and before mentioned points in the document are useless if the message fails to be delivered or understood. If you want to mention that you would be missing the meeting tomorrow, all the language and professionalism would be useless if the other party is sitting at the decided venue the next day, waiting for you. The message or the purpose of the mail must be clear and easy to spot in the document.
In the recent age of texting and emailing becoming the mode of communication for all uses contrary from the earlier practice of using emails for formal purposes only, a mistake commonly observed is the use of informalities in emails. Things like “Plz” and “Cool” are strongly discouraged when communicating professionally and at organizational levels. There needs to be a formal structure and a professional courtesy associated with the document.
When it comes to business communication, it’s not very often that the reader would give the document his complete attention. I mean come-on. Be honest, it’s not a letter from your mom or your childhood sweetheart. Even you would just quickly go through to grasp the purpose of the document. In such scenario, it is not appreciated to use complex and long sentences. Don’t use phrases and sentences that the reader has to decipher. Just use simple and brief sentences with emphasis on smooth and easy to understand sentence structure.
Think it up before you write it up
Time spent Sharpening the Saw is never wasted as it is all the time that is cut short from the time that you spend wood cutting. A sharp saw not only reduces the time it takes to write but also improves the process along with bettering the final product. Thus before you actually start to write, it is recommended to come up with an outline or a basic draft first to have a better understanding of the topic. Moreover, such an approach in writing also reduces the chance of mistakes that are made in the first write up. Plan it up, decide what is to be included and what not, think of the format that you are going to use and who are you going to address. Come up with a brief and attractive introduction that you can also save for using in other documents and then, actually begin to pen down the document.