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Unlike other forms of writing, your business writing can directly impact the success of your company. Whether you’re composing an e-mail to a colleague or writing a letter to a customer, business writing can help build professional relationships or hinder their development. The following are 10 ways you can improve your business writing:
1. Tailor your communications to your audience.
This is especially true when writing to a customer. If your customer is the type of person who likes to begin his or her e-mails with friendly banter, begin yours that way as well. If your customer, however, gets right to the point, be as direct as possible.
2. Determine the proper delivery method for your business writing.
Although e-mail is quick, easy and efficient, sometimes a written letter mailed the old fashioned way is a lot more effective. If you’d like to compliment a supplier or congratulate a customer, print out your letter and mail it to increase its impact.
3. Make sure you cover all of your key points.
Your recipient’s time is valuable. Don’t waste it by forgetting to include information. Instead, create a quick outline with your key points before you begin writing.
4. Proofread, proofread, proofread.
Your business writing is a direct reflection on you, as well as your company. Make sure you proofread your writing carefully to ensure it’s error-free before you send it.
5. Be concise.
Unless your recipient prefers some light introductory conversation, keep to the point of your message. Again, time is your recipient’s most valuable commodity; don’t waste it.
6. Watch your tone.
Remember that the intended tone of a message can be lost when put into written text. Without verbal cues, you’ll have to be very careful that your tone cannot be misinterpreted.
7. Don’t forget to ask for your recipient to take your desired action.
There’s a purpose for your business writing. Unless it’s intent is simply informational, then there’s usually an action you want the recipient to take. Ask him or her directly to take that action.
8. Use action words in your sales communications.
Don’t let passive writing ruin your prospect’s motivation to choose your product or service. Using action words, like “buy” and “save,” increase a sales letter’s response rate.
9. Repeat your offer.
If the purpose of your business writing is to present a specific offer to customers, make sure you not only say it at the beginning of the letter, but that you also repeat it at least once more to drive the message home.
One of the best ways to improve your writing skills of all types is to read more. Reading not only exposes you to different writing styles, but also increases your vocabulary and reinforces basic grammar and punctuation rules.
About the Author:
As a co-founder of ProofreadingServices.Us, a proofreading service, Randall Davidson knows a thing or two about writing. Randall’s company offers business proofreading and ESL proofreading services to clients around the world.
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