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Business Paper Writing: Principles Everyone Needs to Know

Business writing is hard to overestimate. It is crucial to effective communication internally and externally. It is used for email, proposals, instructions, or brand posts. In any case, it needs to achieve set goals.

In this article, you’ll find all the principles of business paper writing to make it work for you. 

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Importance of Business Writing

Business writing is any written communication related to a business. Usually, when people hear the term, they think about memos and white papers. But it is not only that. There are many forms, such as: 

  • Reports;
  • Guidelines;
  • Emails;
  • Instructions;
  • Proposals;
  • Presentations;
  • Social media posts;
  • Advertising;
  • Invoices;
  • Quotes;
  • Blog posts, etc.

So it can combine different styles. For instance, the company blog post will differ from the internal onboarding instruction. Yet, both of the texts are parts of business writing. It is as essential as paper writing in academia. It is the main form of communication that allows easy workflow and general productivity. 

One thing some people tend to forget is that any piece of writing represents a brand. Even if it is a semi-formal email, it can be sent to someone else or published. In any case, it is a part of the brand image and voice. Another example is a text in the office kitchen saying to wash one’s dishes. A candidate coming to an interview might see it and conclude the company’s corporate culture. 

Every text related to a company is its representation. In a way, it is a marketing tool as well. 

That’s why it is crucial to be precise in writing. And promote it among employees as well. 

Types of Business Writing

Whether you are studying business in college or are already working, you need to know fundamental communication principles. There are many forms out there but only four types, namely: 

Instructional

It can be seen as dry and dull. Yet it doesn’t have to be. The primary purpose is to explain how to do something. 

The goal of an instructional business paper is to be clear and precise so that a reader can perform specific actions properly. Often you can see this type of paper writing used in manuals or guidelines. 

Informational 

The main subject here is to give information on something. It has a much broader range of topics than the instructional one. It can include reports, blog posts, or articles. 

So, an example of instructional paper writing is a manual you read after buying a new piece of tech, and an informational one is an article on trends in smartphone development. 

Persuasive

As the name suggests, the purpose is to persuade the reader of something. It can be an email proposing a special deal, a text to make customers confident in their purchase, or a blog post on the industry’s future. There is usually an argument, a position, and a conclusion. 

Transactional 

This is one of the most commonly used types of business writing. You give information, ask for something and receive an answer. It is used in emails, invoices, etc. 

Principles of Business Writing

The main difference between this form and others is that it is always goal-oriented. There is a specific goal one wants to achieve with the piece. And it impacts the form, style, and use of words directly. 

It can be anything from persuading someone to use your services to ensure a new employee feels comfortable in the team. 

The fundamental principles come from this factor. They all help to keep communication effective. Here are the most important ones. 

Keep It Short

The shorter it is, the more likely people will read it. Time is a valuable resource, and no one wants to spend it on something unimportant. So keep your documents and email short. It is not a novel. 

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Think of the Audience

Regarding the form, style, and narration, think about who will be reading it. Is it a marketing piece directed at potential customers? Is it an internal regulation guide? Is it an email about the corporate Easter celebration? 

Define the audience you are trying to reach. Based on that, choose: 

  • Voice of the text;
  • Use of specific words (jargon, abbreviations, or terms);
  • Form;
  • Resonating arguments.

It is important to show consideration for readers. 

Draft It

It is excellent if you have a collection of outlines for various writing forms. If you do not have it yet, it is time to start. A system is a basic structure you will use. And it helps keep ideas and thoughts in a logical flow. 

Organize your thoughts accordingly. In any piece, there are four elements: 

  • Opening;
  • Agenda;
  • Body;
  • Closing.

Think of what you are going to write in each section. Make sure you organize your flow not only logically but purposefully. 

Use Active Voice

It is a simple rule. Try to avoid passive voice when possible. It makes a huge difference in communication. Compare “the team resolved the issue” and “our team has resolved the issue.” Also, the information is the same, but the emphasis is quite different. 

Keep it Positive

How you present things matters, especially if you bring in negative news. You do not have to be upbeat all the time. But generally stick to the positive or neutral tone of texts. Also, avoid gender bias and use neutral terms and pronouns unless other is specified. 

Be Clear

It has always to be clear. Otherwise, it is not effective communication. This starts with a clear idea of what you are writing and why. And it continues with the use of explicit expressions, understandable words, and brief and simple sentences. 

Add Courtesy

Being polite and considerate is a good move. It will keep your personal and brand reputation high. And make communication more positive in the majority of the cases. 

Common courtesy includes showing respect to others with prompt answers, politeness markers (appreciate, please), and gratitude. 

In Summary 

Business writing is essential for a vast number of professionals. Often it is a first impression you make on a person. It also represents the company and the brand. That’s why it has to be precise and clear.