How to Write a Business Message To Say What You Mean

Good communication skills are an asset in almost any business setting. You can demonstrate your ability to write a professional, effective business letter or memo that says exactly what you want it to say. Follow a few simple steps to compose a message that won't get lost in translation.

Instructions

Difficulty: Moderately Challenging

1. Define the purpose of your message. Before you put pencil on paper or fingers on keyboard, be clear in your own mind what you intend to accomplish with this communication.
2. Make a list of items you want to pass along. This list will be the backbone of your message. Limit your list to three or four main points; that's probably all your reader can absorb at one sitting.
3. Provide enough detail to clarify each of your main points. Include important data, but don't go overboard. If your message is too long or complex, you might lose your reader.
4. Read what you have written with a critical eye and make an honest appraisal. Does it say what you mean? Is your word choice appropriate? What about spelling and grammar? Does it conform to standards of business and email etiquette?
5. Recruit a volunteer to read your message. You already know what you're trying to say; a second pair of eyes will catch errors that you may miss. Be open to suggestions for improvement.
6. Revise your message as needed. If you have time, let the message sit quietly for a while. When you come back to it, you may see things you missed in the heat of the creative moment.
7. When you are certain your business communication says what you mean in the most professional manner, send it.

Tips & Warnings

• Always ask someone to read your message before you send it.
• Be careful with words--you'll be amazed to learn how far the wrong message will circulate.

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