Powerful 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 11 easy ways you can improve your business writing skills.
Know Your Target Audience
Before you write a word of copy, make sure you know who your target audience is. Also know what specific result you’d like to achieve. If it is important business communication, take five minutes to visualize yourself in the shoes of the recipient and imagine what this person’s world is like.
What is a normal day in their lives like for them? What are their specific requirements, objectives, and difficulties? What’s the issue that keeps them awake at night? The more time and effort you put into learning about your target audience and how you can assist them, the more powerful and effective your business writing communications will be
Use Simple Phrases
.Don’t use acronyms or keywords from your firm. While they may appear funny and witty to you, a busy executive with a stack of documents and proposals to peruse will find them incredibly irritating. As a general guideline, avoid using academic language such as ergo, henceforth, or so to speak, and technical jargon. Also make sure to write use instead of utilizing.
Be Official When Doing Your Business Writing
Instead of using an impersonal, passive voice, use a strong, active voice. The agenda for the meeting could be discussed further, but it is currently inactive. Let’s talk about the meeting agenda, which is now active. In your business discussions, exude confidence and resolve. Instead of writing, I aim to write a report on sales performance measures, which comes off as weak and indecisive, write: I am now drafting a report on sales performance measures. This will be completed by the end of the second quarter.
Instead of alienating your readers by being too formal and bureaucratic, write in a conversational tone unless you are writing to a bureaucrat or someone who prefers formality. Know your audience. Even if you are writing a marketing communications piece that will be read by several thousand potential readers, make your writing as inviting and personal as possible. You can accomplish this feat by writing to one specific person who you can visualize as an ideal customer. Pretend you are sitting down with this person in a bar and having a casual conversation. Write your piece with this one person in mind and you will positively engage thousands of readers who will feel that you are writing directly to them.
Don’t Exaggerate your Competence In Your Business Writing
Substitute solid facts and credible testimony for exaggeration. We’re #1, we’re the greatest in our business, and we deliver the best service aren’t going to help you get anywhere. Instead, provide a fact, such as that your company had the greatest quality score out of 500 accredited companies, according to the President of a significant association.
Present Benefits, and Not Just Features
Turn product features into advantages. Mentioning that you offer automated billing or domain name renewal does not elicit an emotional response from your customer. Here’s an example of a copy that emphasizes the benefits: Our domain name renewal service will give you the added protection and comfort of knowing that your domain names will never be stolen by your competitors, freeing up your administrative time to focus on developing your business
Proofread Your Writeup.
Don’t depend on your computer desktop to edit all of your crucial business documents. Make a copy of your document and read it aloud. If you have any awkward moments while speaking, you should rewrite your piece to make it more conversational and fluid.You’ll be able to discover typos and errors that your computer spelling and grammar check tool may have missed if you read your document aloud. You might have written echo friendly when you meant eco friendly, for example.
Write With Your Customers In Mind
When drafting a business letter or a company proposal, it’s critical to think about your customers and what will pique their attention. Instead of gushing about how fantastic your company is, start by writing about how great your customers’ company is and what unique features you admire about it. Excessive usage of I, me, or our firm is a solid sign that ego is interfering with business. If you want to increase your sales, make sure to include You and Your frequently in your business content.
Let Your Business Writing Show Seriousness
Sales writing is not the same as poetry or literary writing. Don’t go off on a tangent or use fancy jargon. In the opening sentence, write the most crucial argument you wish to communicate. If you’re drafting a sales letter, even adding a compelling P.S. at the end that summarizes the primary argument in a new way, provides a sense of urgency, or adds more credibility can greatly improve sales. Here’s an excellent example: P.S. I’ve been asked to speak at your organization’s annual conference on Friday, and I hope to see you there.
Let Your Call To Action Be Clear
Be succinct, clear, and to the point in your communication. Don’t make the mistake of assuming that your audience will know what to do. Include a clear call to action, such as “click here to get your special report” or “contact me to schedule a free 15-minute appointment.”
Make use of word pictures to convey your message. Can you imagine the thrill and excitement of driving a lightning-fast cobalt blue Porsche 911 Turbo to your preferred location? Like Porsche, a well-written article or report can produce a lot of new business in half the time and with more fun! After all, what’s more exciting: making cold calls or having prospects call you? (If writing is a problem for you, hire a professional.)