How to Use Business Communications Effectively

Written business communications take the place of meeting in person.

Business communications represent an entire business organization to its current and future clients, vendors and stakeholders. Composing and editing business letters and email for professional tone, clarity and brevity enhances opportunities for creating a favorable impression and receiving a positive response to business communications.

Things You'll Need

• Computer
• Word processing software
• Printer
• White paper
• Writer's style guide
• Grammar guide
• Dictionary

Instructions

Keeping it Professional: Tips for Business Writing

1. 

   Business correspondence represents you and your organization to the recipient.

   Use formal language when writing a letter or email for business purposes, avoiding informal language including slang. Never use or imply profanity with punctuation marks. Avoid using emoticons when composing business emails. Don't assume a familiar relationship with recipients of business communications. Avoid addressing recipients by first name unless you are certain it is appropriate to do so. Thank recipients of your correspondence for their time and attention to your requests or comments. Use a simple complimentary closing such as "Sincerely" or "Best regards" for business letters. Sign both first and last names to letters, and type your name at the end of your email if your proper name is not part of your email address or the "from" line doesn't display your entire name.

2. 

   Brief is Better, but Not Always Best

   Review and edit sentences for clarity and grammar. Avoid using jargon and "stuffy" language such as "hereby," "wherefore," and "moreover." Incorrect punctuation and spelling can muddle or destroy the intended meaning of a sentence. Leave personal inquires and subject matter out of business communications. If you know someone well enough to ask about his recent surgery, inquire outside of business. When writing a letter or email containing several topics or steps, using bullet points or a numbered list can improve the clarity of your correspondence.

3. Reach your point quickly while supplying enough information for the reader to respond accurately. Weigh the tone of business writing; being brief without losing clarity or professionalism is desirable. Being too brief can be misinterpreted as being rude or uncooperative. If refusing a request or responding in a way not anticipated by recipients, supplying a brief explanation is preferable to writing "No" or "We cannot help you."

4. Consider the recipient of each business communication you send. Business communications range from sending an email to a colleague across the room to sending a marketing presentation halfway around the world. Each time you communicate on behalf of your business or employer, approach letters, email and presentations with confidence and professionalism. Don't take negative responses to business communications personally. Address the recipient's concerns and work toward resolving them in a calm and positive manner.

Tips & Warnings

• Use a similar tone for all business communications as appropriate to your recipients.

• Review tips for communicating with international clients; cultural differences can complicate communicating effectively and respectfully.

• Research unknown recipients and difficult business relationships before composing your correspondence.

• Always check the "to" and "cc" lines before sending email.

• Avoid including jokes, emoticons, or other non-business content in business correspondence.

• End business communications on a positive note, and thank recipients for their time.

• Review and if required, revise each piece of business correspondence without exception.

• Participating in gossip, inappropriate, or negative business communications jeopardizes your professionalism and possibly your job.

• Communicate in an objective and professional tone; personalities should not be part of business communications representing an organization.

• Grammar and spelling errors distract readers from the purpose of business communications.

References

• Purdue University Online Writing Lab: Email Etiquette