All business material should be drafted in a professional and sophisticated way which means that it should be to the point, clear, concise, and formal. Never use informal language while writing any business-related letters or mails. One must not use buzzwords because it makes your material sound frivolous. Also avoid technical jargon, as the usage of technical jargon limits the reach of your material. If one has to look up a word in the dictionary that you have used in your mail, your purpose of mail might fail. Your professional writing material must be devoid of:
Jokes, anecdotes and clichés
Jokes, anecdotes and clichés are meant to be used in after-parties. They have no place in business writing. Always remember that a joke in the mail makes the joke of the sender.
Vague or ambiguous statements
Always re-read your business documents after writingand keep on re-reading and correcting it until it is free from vague and ambiguous statements that the reader may not be able to understand or interpret.
Avoid including unsubstantiated facts in a business letter or document as these may affect the credibility of the writer and the organization.
Slang or offensive language
As stated above for ‘Jokes, anecdotes and clichés,’ the usage of slangs or offensive language in a business-related documents is a strict no-no.
Grammar, punctuation and spelling errors
If you intend to impress someone by your writing, the rule of thumb is that your writing should be free from grammatical, punctuation and spelling errors. This rule holds true for all forms of writing, but in the case of business-related writing it is particularly true. Spelling and grammatical errors make one look casual and unprofessional. Who wants to get associated with unprofessional and casual people in the realm of business?
Using the Passive Voice
The rule of thumb in case of the voice-form of a sentence is that- use passive voice either to sound polite or to hide certain things. Or in other words the passive voice is used in situations where you don’t want to attribute the action to a particular person or group.Good business writing doesn’t permit to hide things beyond a certain limit, because the more you try to hide, lesser the credibility, even lesser the trust you will be able to build. So, you should always use few passive verbs in your writing.
These days most of the business-related communication is done through e-mails. Emails, whether personal or professional, are supposed to be concise, to the point, simple and straightforward. Don’t ever forget to put subject line in your emails, as you risk your mail remain unread forever. Such is the power of the subject line. Always start the email with the name of the person you want address to. Always use an appropriate closing remark such as ‘Best regards’ or ‘Kind regards’ and your name. In formal emails sign off with “Yours sincerely”