5 Tips for Better Business Writing

Writing impacts your business on a daily basis whether you realize it or not. Strong writing is what makes your ads successful. It’s what convinces members of the media to pick up your news story from your press release. It convinces website visitors to become customers.

Think about it for a minute. Business writing is involved in many aspects of your business, such as:

  • investor reports;
  • advertisements;
  • sales letters;
  • help desk content;
  • product descriptions;
  • your company blog;
  • email communication with customers;
  • video scripts;
  • internal memos;
  • newsletters;
  • and so much more.

Check out my previous post, 105 Ways Freelance Writers Can Help Your Business, for even more examples.

There’s no question about it. Business writing is vital to your company’s success. So today I’d like to share five tips for better business writing, whether you choose to hire a pro or do it yourself.

1.Use templates.

When it comes to business writing, consistency is important. For example, your writing style and formatting shouldn’t change drastically on different pages of your website. And if you tend to publish serious B2B white papers and reports targeting high-level executives, a lighter piece might not cut it with that same audience.

If you know you’ll create the same type of documents repeatedly — white papers, press releases, newsletters, etc. — consider creating templates to help you keep things consistent from one project to the next.

2. Avoid jargon.

Using industry jargon and buzzwords doesn’t make you look smart. It doesn’t make you look “in the know.” If anything, it can frustrate your readers. Write in a way that your readers can understand. And don’t try to use fancy terms that speak down to them.

3. Proofread. Proofread. Proofread!

After you’ve written any kind of business document, read it. Then read it again. Then read it aloud. Then take some time away from it, come back later, and read it with fresh eyes. Then have someone else read it.

Unless you’re working with a dedicated business writer or proofreader, finding errors falls on you. And errors in your copy can be costly, whether it results in a financial hit because you advertised the wrong price for something or in a hit to your reputation due to sloppy work.

4. Know your audience.

Not everything you write is meant for the same audience. Sometimes your business writing will communicate with customers. At other times it might focus on prospects, colleagues, board members, employees, or members of the community.

Always know who your writing is meant to reach and what they expect from it. Formal language might be fine with members of your board for example. But it might be completely inappropriate for your customers.

5. Focus on them, not you.

It’s not enough to know who your audience is when you jump into a business writing project. You have to remember to keep the focus on them. It’s not about you. It’s about what you can do for them.

For example, take a look at my homepage on this site. You’ll notice that I don’t use words like “me” or “I” or “my” until the fourth paragraph. And that’s only because it’s a call to action, asking visitors to contact me for more information about how I can help with their projects. The bulk of the marketing copy on that page is about them — or in this case you.

Do you have business writing questions that go beyond these tips? Leave a comment below and I might answer it for you in a future blog post. Not sure you want to take on all of your company’s business writing on your own? Contact me with your project details and let’s see how I can help.

Jennifer Mattern
Jennifer Mattern is a freelance blogger, business writer, and PR consultant specializing in working with small businesses and independent and creative professionals. In addition to writing for others for 20 years and having 17 years experience in PR and online marketing, Jenn has been blogging for 15 years and runs several blogs of her own including All Freelance Writing, NakedPR, and Kiss My Biz.

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