Business Writing Tips for Busy Professionals

Effective business writing skills can help you win that million dollar contract, earn a promotion, resolve a dispute, or generate a significant increase in new business leads. Poor business writing, on the other hand, can never be undone; it can cause you to lose business to your competition and even cost you your job. Here are 7 easy ways you can improve your business writing skills:

1. Before you write a word of copy, make sure you know who your target audience is and what specific result you’d like to achieve. If it’s an important business communication, take five minutes to visualize yourself in the shoes of the recipient and imagine what this person’s world is like.

2. Avoid using acronyms and buzzwords. Avoid using academic language like ‘ergo,’ ‘henceforth,’ or ‘so to speak.’ Simplify big words: write use instead of utilize, send out instead of disseminate, fair instead of equitable, etc.

3. Use an active instead of passive voice. "The meeting agenda could be discussed further" is passive. "Let’s discuss the meeting agenda" is active.

4. Write in a conversational tone instead of alienating your readers by being too formal and bureaucratic – unless you’re writing to a bureaucrat or someone who prefers formality. Know your audience!

5. Replace hyperbole with solid facts and reputable testimonials. Phrases like, "We’re #1," "We’re the leader in our field," or "We provide the best service," aren’t going to get you anywhere. Instead, use a fact such as stating that the President of a leading association ranked your company with the highest quality score out of 500 certified companies.

6. Be clear, concise, and to the point. Don’t assume readers will know what to do. Guide them by including a specific call to action: "click on the link to get your special report" or "call me to set up a no-cost 15 minute consultation."

7. Use word pictures to get your point across. Can you imagine the thrill and excitement of driving a rocket-fast, cobalt blue Porsche 911 Turbo as it whisks you to your desired destination? A well-written article or report can be like that Porsche and generate a ton of new business in half the time with more fun! After all, what’s more exciting, cold-calling prospects or having them call you? (If writing is a challenge, consider hiring a professional).

Sharif Khan is a business writer, copywriter, book publishing consultant, and author of the leadership bestseller, Psychology of the Hero Soul (www.HeroSoul.com). If you need help with an important writing project or ongoing assignment and would like a no-cost, no-obligation quote, call 416-417-1259 or send an email to: sharif@herosoul.com.