How to Edit Business Writing

Many businesses suffer from the effects of poorly written documents. Everything you put in writing--from emails to prospective clients to publicity materials--reflects on your business. If you wish to strengthen the image and efficacy of your business, you need to edit these documents appropriately.

Instructions

Difficulty: Moderate

Things You’ll Need:

• Computer/software
• Soft copies of written material

1. Make sure your writing is suitable for its intended audience. Business writers prepare copy for a range of audiences: workers, colleagues, potential and current clients, the media, etc. Know for whom and in what format your writing is intended, and make sure you are using the the appropriate style and language. For example, jargon might be useful in an article running in a trade magazine, but it may deter potential clients in a letter addressed solely to them.
2. Check for professionalism. No matter who your audience may be, there is no excuse for sloppy writing (incomplete sentences, colloquialisms, etc.) or errors. Err on the side of formality, and always assume a piece of writing will fall into the hands of an important client.
3. Review grammar and style. As a business professional, you need to be able to clearly communicate a message. Good grammar and style is essential to this undertaking. If you don’t feel like you have a solid command of the rules of good writing, invest in some style guides. ("The Elements of Style," by Strunk and White, is the best place to start.)
4. Excise the extraneous. Wordiness and vague language will kill any piece of writing. When you think a piece is finished, give it a day, then go back and cut half of it out.
5. Develop an in-house style guide. If you really want to present a consistent, professional image, you need to have a set idea of how you will do things (for example, is every word in your business's name capitalized?) A style-guide is simply a list of terms that relate to your business, written out in the way you've agreed upon, which functions as a reference for anyone preparing documents for you.
6. Hire a professional. If you can’t handle producing a quality product, hire a professional freelancer or consultant. Writers are business people also, so be sure to act accordingly (provide them with the materials they need, be prompt in correspondence, etc.).