Prompt Proofing Blog Post: Tips for Effective Business Writing

    VANCOUVER, BC, April 20, 2012 /24-7PressRelease/ -- 'Business writing' is writing for business purposes. This includes articles, blog posts, press releases, emails, letters, reports and resumes. Each of these different types of writing has its own rules and preferred format. However, the main point is that business writing has little to do with creativity; you are not writing a novel, a friendly missive or a chatty family newsletter. Whether on paper or online, business communications are read by people who are busy. Your readers generally have neither the time nor the interest to wade through complex sentences and lengthy paragraphs to try and discern your message.

Business writing is about effective communication and this means getting to the point quickly. Since concentration spans are notoriously short, it is essential that you maintain your readers' interest by whatever means you can.

#1 - Keep it brief. Be concise; avoid the temptation to use three long words where one short one will do - you are not trying to impress your readers with your knowledge of vocabulary. Make every word count - read through your completed efforts and ruthlessly delete any unnecessary words.

#2 - Vary your sentence lengths but err on the side of short, rather than long. Too many short sentences make your writing choppy and annoying to read. Long, complex sentences have a place in academic writing but for business purposes they can be irritating. If your reader has to re-read a sentence to establish the meaning, it is too long. Varying the length of your sentences keeps your writing interesting.

#3 - Write for your audience. If your audience is specific and limited to people in the same field as you, then jargon is acceptable. However, if you are writing for a wider audience, try to avoid jargon that may not be understood by all.

#4 - Use paragraphs appropriately. Start a new paragraph whenever you move to a new topic. Breaking your writing into paragraphs makes it easier to read, both on paper and on screen.

#5 - Make your point quickly and move on. Avoid the temptation to repeat yourself or belabour the point.

Check back next month for more writing tips from Prompt Proofing.

About Prompt Proofing

Prompt Proofing is based in Vancouver, BC, Canada and was officially launched in 2010 by a team of editing and writing professionals who have over 40 years of experience in the education, news media, public relations and recruitment fields. Prompt Proofing prides itself on affordable services delivered with fast turnaround times, without sacrificing quality or accuracy.

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