Business Writing

📖 Learn

Business writing prioritizes clarity, efficiency, and action. Unlike academic writing, which explores complexity, business writing aims to communicate information quickly and prompt specific responses. Mastering professional communication prepares you for internships, job applications, and career success.

Principles of Effective Business Writing

Email Communication

Email is the most common form of business writing. Effective emails include:

Subject Line

• Specific and informative: "Meeting Request: Q3 Budget Review, Oct 15"
• Not vague: "Question" or "Quick thing" or "Hi"
• Action-oriented when appropriate: "ACTION REQUIRED: Submit expense reports by Friday"

Opening

• State your purpose in the first sentence
• Avoid lengthy pleasantries; one brief greeting is sufficient
• Give context if the recipient needs it

Body

• One topic per email when possible
• Use short paragraphs and white space
• Bullet points for multiple items or action items
• Bold or highlight key information if needed

Closing

• Clearly state any required action and deadline
• Offer next steps or indicate your availability
• Use an appropriate closing (Best, Thank you, Regards)

Professional Letters

Formal letters remain important for job applications, official requests, and external communication. Standard components:

• Your contact information: Address, phone, email
• Date: Full date in professional format
• Recipient information: Name, title, organization, address
• Salutation: "Dear Ms. Smith:" (use colon in formal letters)
• Body paragraphs: Opening states purpose; middle provides details; closing requests action
• Closing: "Sincerely," or "Best regards,"
• Signature: Your name (and title if applicable)

Common Business Writing Errors

• Burying the lead: Putting the main point at the end instead of the beginning
• Wordiness: Using ten words when three would suffice
• Passive voice overuse: "The report was submitted" vs. "I submitted the report"
• Missing call to action: Failing to specify what you need the reader to do
• Tone missteps: Being too casual, too formal, or unintentionally rude
• Errors: Typos, grammatical mistakes, wrong recipient names

💡 Examples

Compare ineffective and effective examples of business writing.

✏️ Practice

Test your understanding of business writing principles.

1. According to the BLUF principle, you should:

A) Begin with extensive background information
B) State your main point in the first sentence
C) Build up to your conclusion gradually
D) Save your request for the final paragraph

2. Which email subject line is MOST effective?

A) "Question"
B) "Following up"
C) "Budget Approval Needed by Friday: Q4 Marketing Plan"
D) "Hi!"

3. What is the PRIMARY reason to prefer active voice in business writing?

A) It sounds more academic
B) It clearly identifies who is responsible for actions
C) It is always grammatically correct
D) It makes writing longer and more detailed

4. Which revision makes this sentence more concise? "I am writing to inform you that the meeting has been rescheduled."

A) "I am writing to let you know that the meeting has been rescheduled."
B) "The meeting has been rescheduled."
C) "I wanted to reach out to inform you about the fact that the meeting has been rescheduled."
D) "It has come to my attention that the meeting has been rescheduled, and I am informing you."

5. An effective professional email closing should:

A) Include extensive thanks and pleasantries
B) Restate everything covered in the email
C) Clearly state any required action and deadline
D) Avoid any specific requests

6. When writing to someone you do not know, the appropriate salutation is:

A) "Hey there,"
B) "Dear Mr./Ms. [Last Name]:"
C) "To Whom It May Concern," (always)
D) No greeting needed; just start with content

7. Which sentence demonstrates reader-focused writing?

A) "I need to get this report by Friday."
B) "We have implemented new procedures."
C) "You'll save three hours weekly with the new automated system."
D) "The company has decided to change the policy."

8. In a business email requesting action from multiple people, you should:

A) Write in general terms and trust people to figure out their responsibilities
B) Assign specific tasks to specific people with specific deadlines
C) Send separate emails to each person
D) Avoid naming individuals to prevent embarrassment

9. What is the MAIN problem with this opening? "I hope this email finds you well. I wanted to touch base regarding a few things I've been thinking about lately."

A) It is too formal
B) It lacks a specific purpose and buries the point
C) It is grammatically incorrect
D) It is too short

10. When should passive voice be used in business writing?

A) Always, because it sounds more professional
B) Never, because it is always weaker
C) When the actor is unknown, unimportant, or you want to soften criticism
D) Only in formal letters, not emails

✅ Check Your Understanding

Reflect on how you can apply business writing principles.

🚀 Next Steps

• Review any concepts that felt challenging
• Move on to the next lesson when ready
• Return to practice problems periodically for review