Discuss the principles of business writing

Discuss the principles of business writing.

Answer:

The language, style and tone of business writing is very different from general writing. Here are some principles to business writing:

1 Tone

We discussed tone of voice or “para-language”, in an earlier section on non-verbal communication. It was pointed out that the spoken words, however perfect, can convey a negative message, if the tone of voice is not consistent with what is said. Tone is equally important in conveying written messages, particularly business related messages. In written communication, tone refers to the way a statement sounds, which in turn, depends on the choice of words. A sentence or statement may be grammatically perfect, but may convey a negative message, if the choice of words is wrong.

Example
You failed to meet the sales target.
The above statement has a negative tone, since it emphasizes what could not be achieved. The same idea could be expressed in a more positive tone, by emphasizing what could have been done instead.

Example
With a little extra effort, you could have achieved the target.
The example shows that even a negative idea can be expressed in positive language through the use of appropriate words. The tone of business communication should also be confident. You should avoid language that makes you sound unsure of yourself. Consider the following example –

2.Emphasis and Subordination

A business writer can be compared to an artist or a musician. Just like an artist or a musician tries to make certain elements stand out and others to get little attention, so too with the business writer. An important principle of business writing is to emphasize important ideas and to downplay unimportant ideas, so as to make the reader understand what you consider to be significant. Generally, pleasant and important thoughts are emphasized, while unpleasant and insignificant thoughts are subordinated or de-emphasized.

Several techniques for emphasis may be used by the business writer –

    Place the idea in the first paragraph or in the last paragraph, in order to get attention.
    Put the word that you wish to emphasize first or last in the sentence.

3.Write at an Appropriate Level of Readability

A third very important rule of business writing is to tailor your writing to your audience and to make it simple enough for even a layperson to read and understand.

Readability is determined by the length of words and sentences. Robert Gunning developed what is known as the “Fog Index” or a readability formula to measure the readability of a piece of writing. According to this formula, the appropriate reading level in business writing should be between 8 and 11.