12 Effective Writing Techniques to Smarten Up Your Professional Documents
The Professional Tribe
Every tribe has its own communication style; and so does the business village. What separates professional writing from other forms of writing is the formal vocabulary and reserved tone. For those who are studying business or are related to the field in some way or the other will agree that it is the style of writing in your business letters, official announcements, brochures, memos, advertisements that conveys the impression to others about your company and its reputation.
Persuasive Writing: Making or Loosing Impressions
A piece of business writing is what is handed over to potential customers and partners before you reveal the physical form of your offering to them. From here, we can conclude that business writing is one of the major factors upon which the esteem of your business is based.
In case of well crafted professional documents; the external customers and partners will show cheerful compliance to do business with your company and the opposite would happen if your business writing is not done in a professional manner; external parties will avoid dealing with your company and also refrain others from dealing with you in future.
Learn the Art of Persuasion
Learning business writing, some of you, may find heavy but enrolling yourself in online business writing courses can turn into a joyful and gloating experience. Besides, you should also keep certain business writing conventions in mind so that you can create perfect documents and meliorate the image of your company.
Essential Elements of Professional Writing
Professional writing doesn’t have to be dry most of the time. The purpose of most business writings is to persuade the reader to do something and for that there is no harm in being creative, rather it helps. Here are a few techniques that can make your business writings persuasive and effective.
- Give reasons that can help your reader understand ‘why’ he should accept your request. We always want a reasonable explanation for doing something and so does everyone else.
- Repeating your point is also important because the reader wants to be sure what you actually want him to do. Make your point in different ways e.g. saying it directly, giving an example, telling a story, quoting someone. Try not to overdo it.
- Be consistent. Inconsistency is associated with instability and frivolity. No one would trust anyone with those traits. Give substantial evidences for your case and let people know that doing what you are signifying would make a difference as it did before.
- Make comparisons and sometimes it’s a good idea to compare the price a consumer has to pay in two very different scenarios and proving that the one you are suggesting is a cost effective and lucrative offer.
- Let the reader know that you understand his perspective. Tell him how you see it to be a problem and that you have faced it and found a solution for it. This will encourage the reader to move forward in the direction you’re leading.
- Address all the issues. Don’t leave any concerned core behind because that will leave space for the doubts to fill in and the reader would think you haven’t looked deeply into the matter.
- Pay attention to the length of lines and paragraphs. Smaller paragraphs and sentences focus on the key points whereas longer ones make the readers weary and they find it hard to concentrate.
- You can make it interesting by telling a story and using symbolism and personification in business writing. This will make the reader think about it and if it’s appealing enough he might share it with his peers which would help in spreading the word.
- Familiarize yourself with the tribal jargon—this will add a professional touch to your writing.
- Be honest and expressive when telling about the offerings of your company, services or offers.
- Highlight features which make them unique from those of the competitor’s but remember the golden rule—be precise and use no filling words.
- Your writing should be composed of just the right kind of words, sentence structure, format and grammar which the targeted community should look up to as touchstone.