Introduction to Business Writing Class: Tips on How to Cope with Business Writing Assignments
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The main point of business writing is to communicate a formal message across in a clear and succinct way. As a rule, business writing, particularly business correspondence, deals with solving and discussing issues connected with entrepreneurship, buying and selling, placing orders, etc. Another realm of business writing deals with conveying information and messages within a specific company or business area. Business communication, particularly writing, plays a significant role in functioning of companies and organizations and ensures their transparency. The main idea of business writing is to ensure precise, clear, succinct, and brief messages that are also based on expert opinions and facts as well as are unambiguous and unbiased.
How to Ensure Effective Writing When Making an Introduction to Business Writing Class
It is an ordinary issue for many beginner-specialists to seek professional assistance and guidance in business writing. One of the obstacles on the way to proper understanding of the core principles of business writing is the proper usage of vocabulary, grammar structures, punctuation, and spelling. In most cases, these aspects are learned when students first get familiar with the introduction to business writing class. When students do not have sufficient fundamental skills of business writing, they feel restricted in their ability to provide high-quality pieces of business writing. As such, it can serve as the main reason why they opt to seek expert help when they get assignments for business classes.
How the Message You Convey Portrays You
Your way and style of writing is what defines what impression you make on your target readers. The way you communicate the message across influences the way your recipients interpret your emails, business proposals, memos and other business writing. The how to introduction to business writing enables you to maintain contact with your readers and convey the message or idea concerning a specific problem, issue or image you bear in mind. As such, it can be concluded that your vocabulary choice and the way you convey your message helps you to build a specific perception in readers’ minds.
Mistakes That Frequently Occur in Business Writing
- You write too much
If you tend to write lengthy and wordy messages, be sure that it is not the main asset of business writing. It will never serve you any good. Try to maintain brevity in your writing and be sure that laconic messages are always better than long ones. Make sure to strike a balance when it comes to the amount of information you need to provide. It is not good either when you do not supply sufficient information. Therefore, make sure to include all the important information and ideas you intend to convey but do not delve into much detail when it concerns its description.
- You use complicated words that can be confusing for the general audience
If a specific thing or phenomenon can be explained or described by a less complicated and more frequently used word, then why not use it? Do not strive to use overly sophisticated language. Such words do not bring clarity but are overly sophisticated and confusing to the reader. If you need to explain or interpret something, be sure that your purpose will not be met if you use such words.
- You write too formally
Business writing does not mean that you have to be overly formal in expressing your point of view of delivering the message across. Express yourself in a simple and clear way.
- You do not proofread the letter or email before sending it
This is a mistake that may simply infuriate your target readers or recipients. Spelling errors can bring confusion and also change the whole meaning of your message. Therefore, make sure that you skim read the document before submitting or sending it.
- You use informal style of writing
Some people may use different abbreviations, acronyms, and even smileys that are inherent only in informal communication, particularly in social networking sites and chat rooms. Therefore, writing such words as “C U soon,” “C U @5,” etc. are totally inappropriate.
The AIDA Approach to Persuasive Business Writing
If you happen to pay close attention to advertisements and look at them from an unbiased and objective perspective, you will notice an interesting phenomenon: an advert usually starts with something attention grabbing and catchy that immediately attracts you to that thing. Actually, such tactics is used with the main aim – to grab people’s attention and maintain their interest. As such, it can be inferred that an appealing presentation that also has a persuasive component in it, which ensures that people pay attention to a specific product or service. This strategy is known as AIDA technique. AIDA stands for the following:
- A – attention: one needs to draw attention of the target audience with a hook or attention-grabbing statement;
- I – interest: one needs to arouse interest by enumerating advantages of a product or a service that a reader likes;
- D – desire: the main paragraphs are organized as a call to action;
- A – action: you need to specify which actions are needed to take in order to achieve the desired result.
Many people are afraid of the responsibility and seriousness of business writing, especially when it comes to writing an introduction to a business proposal or some similar types of writing. Mainly, people shudder at the thought of it because they overestimate the procedure of business writing. People tend to overthink about the vocabulary choice, sentence structures, fluent and comprehensive writing, flawless grammar, and correct spelling and punctuation among others.
Overall, to provide a piece of effective business writing, one has to bear in mind the following questions:
- Who is your target audience?
The overall structure and the style of writing depend on your target readers. You need to tailor the writing according to the educational or professional background of your readers.
- What is the aim of your document?
Before writing, you need to clearly understand the reason why you are writing.
- Why should your target audience be interested in your writing?
You need to craft the wording of your message and be sure that your readers can find valuable information in your business writing.
- What results do you expect?
Define for yourself what outcome of your business writing you expect. Do you expect to send a convincing message? Inform about something? Send a call to action? Your way of writing should depend on the effect you would like to produce with writing.
How to Start Writing a Business Document
Two core things you need to keep in mind are the following: know what you will write about and be sure what outcome you want to achieve with your writing. These are the fundamentals that will drive you in the right direction regardless of the topic you have to write on. One of the efficient ways to achieve effectiveness of your writing and attain these core aims is brainstorming.
Brainstorming refers to one of the most effective techniques that enable you to derive important information and organize ideas in a logical order. If a person does not use the technique of brainstorming, it may be hard to gather and organize appropriate ideas. As such, in the process of brainstorming, you do not need to strive to achieve proper order and coherence immediately. When brainstorming ideas, focus merely on gathering them and only afterwards decide which of them are appropriate for your topic or purpose of the business writing. Only after you have gathered ideas, you can now arrange them in a comprehensive, succinct, and logical order.