The principles of written business communication:
The well-known saying, “Time is money,” is well-known because it’s true. Nobody – especially a business person – wants his time wasted, so be sure your purpose is clear and that what you write is worth taking the time to read.
CLARITY AND CONCISENESS
There is a time and a place for creative figures of speech and poetic turns of phrase, but rarely is a business letter that time or place. The priority in business writing is the effective communication of specific information. Avoid wasting words and be precise with the ones you choose.
AWARENESS OF AUDIENCE
Know the audience you are writing to. It makes a difference whether you are communicating with a customer service representative, a long-time co-worker, or a potential new client. Beware of phrases and expressions that could be misunderstood or offensive. Know what your reader needs and wants to hear, and allow that knowledge to shape your writing.
One tricky aspect of writing is that tone (i.e., the attitude of the writer toward his subject or audience) can easily be misinterpreted. Avoid sarcasm. Be aware that a letter can sound colder and more severe than you may intend. Pay attention not only to what is said, but how your words may be interpreted. Do not be overly informal or familiar.
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ATTENTION TO FORM
Business letters, proposals, memos, and many other types of business writing require particular formats. Adhering to standard form eliminates confusion and helps the reader quickly identify the purpose of the document. Attention to details of form is more important in business writing than most other kinds of writing.
In many ways writing in a business setting is less demanding than other kinds of writing. There is little pressure to be creative or particularly original. You are not creating art, after all; you are using the written word for its most basic...