5 Tips for Better Business Writing

Write clearly and simply to get business results

Mar 28, 2009 Alison Harrison

It is important that readers understand business communications quickly and fully. This article looks at 5 ways to make business writing clearer and more effective.

Business writing always has a purpose. The reader needs to understand, believe or act on whatever is presented and it is the task of the business writer to make sure that the strategic intention prompts the desired outcome.

1. Think about what needs to happen when someone starts to read.

Try asking the following questions before starting to write:

• Who needs to act or understand?
• What do they need to know or do?
• Why is this action or understanding necessary?
• What is the risk if this outcome is not achieved?
• How will it happen? What are the next steps?
• By when?

2. Use the Flesch Readability test.

This test is bundled in with Word tools for checking spelling and grammar and measures how easy it is to understand a piece. Ideally, non-technical business writing should aim to score between 60 and 70 on the scale, meaning it would be easily understandable by 13-15 year old students. The higher the score of a piece, the easier it is to read.

The Flesch-Kincaid Grade Level score performs a similar function and indicates the number of years’ education that a reader would need to have to understand the piece by relating it to the school grade. Business writing should aim for a score between Grade 8 and Grade 9. A higher grade level means that the piece is more technical or written in a more complicated way.

3. Proofread by reading out loud

Reading out loud is a great way to find out if sentences are too long or if the language sounds stiff or stuffed with jargon. The written piece should be easy to read and hearing the written piece aloud highlights problem areas quickly.

4. Simplify

Delete all jargon and replace with simple English unless you can be certain that all of the audience understands the same thing by it. The reader should be able to grasp the answer to all of the questions bulleted above, but “corporate speak” is often an exercise in obscuring or complicating meaning when a simple phrase would get the message across much more effectively.

5. Don’t be cryptic.

People read business communications because they need to know something that will affect the work that they do. The duty of the business writer is to make sure that they understand the key points and what is expected of them as quickly as possible. If an action is required, it should be highlighted and contact information for questions or further information should always be included.

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