It goes without saying that overly formal Business Communications are a "turn-off" to many readers, but this holds true with overly informal writing as well. The key is striking a balance between these two extremes.
Of course, writing in a manner that appeals to a broader base of readers can run counter to Organizational Style and Culture. That said, it is up to the writer to find a formula that can reconcile the communication preferences of their organizations with the needs and sensibilities of their intended readers.
For the writer, using a tone that is both conversational and business-like, regardless of the level of formality, is usually the best approach. In order to do this, writers in Business and Industry Business Writers must consciously adapt their writing style to fit the type and purpose of the communication they are authoring.
Business Letters are traditionally the most formal Business Correspondence. They may come from the CEO, a department head, or yourself. And the addressee could be anyone from a customer to an employee. Likewise, the author of these communications should draft a document that is not only representative of the person it is coming from, but is also appropriate to who it is going to.
Memos and reports, primarily internal communications, are generally less-formal than letters. Of course, many times these documents are so filled with technical terms, buzzwords, and company-specific information, that only certain addressees can comprehend them. This is not a problem if the memo or report has a limited distribution, but if there is any chance the communication is going outside "normal circles", then the writer should think about using a more formal and generic approach.
Email, which can be transmitted both internally and externally, has evolved into the least formal method of communication. But least formal should not mean "anything goes". The rules of language and Professional Etiquette should still apply.
As you draft your communications, keep the following ten writing tips in mind:
1. Adapt tone to the purpose, subject and intended readers of the communication.
2. Be business-like, but write in a conversational tone.
3. Minimize abbreviations and contractions, especially with a formal approach.
4. Resist using slang, colloquialisms and non-standard acronyms.
5. Use standard business language and vocabulary.
6. Edit for proper grammar, punctuation and word usage.
7. Break up long text blocks with paragraphs.
8. For lengthy documents, highlight important points first.
9. Ensure that any included graphical information is relevant and comprehensible.
10. Carefully edit and proof the document.
As a final note, be mindful that your writing is reflective of your competence and business acumen. Thus, making sure your communications are projecting what you want to say and how you want to say it is not only good for readers, but also for your own reputation.
Jack
Related Links:
How To Use Tone In Your Writing
Tone In Business Writing
Business Writing Style Guide
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