Writing for business purposes requires the adherence to a more rigid structure than is present in personal correspondence. Business writing, whether in the form of a letter, proposal, report, or other document, is bound by certain accepted standards. The presentation of a business document is of the great importance and it is for this reason that a uniform standard exists for most types of business correspondence. Deviating from the uniform standards often conveys a lack of competence and professionalism. Although it is usually a writing skill that is taught in the early stages of business education, it will remain a necessary skill throughout one’s business career. Below is business writing for letter, report and proposal introduced to help in writing for business.
■Business Letter
Letter writing is definitely an art. However, when it comes to business letter writing etiquette, you are supposed to follow a typical format where, the language used should be formal, polite and decent. You are required to write a business letter for making an inquiry, fixing an appointment, replying to an inquiry, for sales, purchase, accounts etc., for writing a cover letter while applying, for reference letters, for writing a business proposal etc. In a business letter, certain format with clear tone and courteous language is to be strictly applied. Usually, business letters are so written to reflect a “positive attitude”.
■Writing for the Recipient
Often writers are not attentive about focusing on the recipient, writing for themselves instead. As a writer, you know what is in your mind and what you intend to communicate, so you take it for granted that the recipient will too. However, if the recipient had already understood what you have in your mind, there would not be necessary to write the letter at all. It is really up to you to communicate what you want to say so that the recipient of your letter understands it clearly.
■Avoiding Jargon