Business writing is an important skill for any professional. It comprises documents essential to the main functions of a company for tracking growth, outlining plans and following legal obligations. This includes financial statements, minutes of meetings and report writing.
Other examples include user manuals and memos. A memo is an internal communication tool that shares information on a specific topic, such as notifying employees of a policy change.
Informational
Business writing is a specialized type of communication that involves documenting and sharing information accurately. It is distinct from creative writing in that it doesn’t focus on personal style and instead aims to convey important and useful information as efficiently and consistently as possible.
Informational business writing comprises documents essential to progressing a company’s day-to-day operations and meeting legal obligations. It can include anything from emails to official letters and forms. Acceptance and dismissal letters fall under this category, as do memos that share new policies or guidelines for employees to follow.
In this category, writing must be value-additive and clear, with simple, uncluttered language to ensure that the intended audience can easily understand it. Grandiose writing full of industry-specific buzzwords can be distracting, making it more difficult for the reader to comprehend the document and lose interest in its purpose.
Instructional business writing aims to provide the reader with specific instructions on how to complete a task or learn a skill. It includes documentation like user manuals, procedures, policies, and tutorials. It also covers internal communication, such as memos, and external communication, like reports.
An example of an instructional business document would be a market research report detailing the findings, analysis, and recommendations from a study. These types of reports would be shared with clients as part of a marketing campaign.
Persuasive
Unlike informational business writing, persuasive business writing aims to make the reader think or act a certain way. This type of writing is more common in marketing and copywriting. It can include things like product descriptions and website copy, but it also includes documents such as press releases and business proposals.
While persuasive business writing often addresses larger issues, such as the future of gas vs. electric cars, it can also be more focused, aiming to persuade customers to choose a specific company. This is why it’s important to understand your audience and tailor your writing to them.
Instructional business writing is a subset of technical writing and focuses on helping the reader perform a task or learn a skill. This type of writing often includes manuals, procedures, policies, and tutorials. For example, an instructional business document could be a new employee’s training guide or a how-to for using a specific software tool.
Emails are probably the most common example of this type of business writing today, as they’ve superseded face-to-face interactions for many business scenarios. Because of this, it’s critical that emails are written professionally, avoiding contractions and informal forms such as ain’t or gonna. Also, emails should always be spell-checked and proofread before being sent. Emails should be clear and concise, and they should contain only relevant information.
Technical
Technical business writing focuses on relaying facts and information about the company to the reader. It includes documents such as user manuals, product specifications, research papers, and lab reports. This type of writing enables companies to communicate complex information to their audiences in a clear and concise manner.
The tone of business writing should be based on the audience and objective of the document. For example, a sales letter should be persuasive and friendly, while a report should be formal and objective. A good tone can also help a company build credibility and improve its reputation amongst customers and clients. It is also important to avoid using passive voice, as it can make the writing long and difficult to read.
Moreover, the use of complicated terminology can confuse the readers and make them lose interest.
Persuasive business writing aims to motivate the readers to take an action, such as purchasing a product or service. It uses persuasive techniques, such as testimonials, statistics, and compelling language to convince the readers.
This type of writing aims to generate leads, boost sales, and promote the company’s brand. It is a common way for businesses to communicate with their audiences. It can be found in many forms, including brochures and advertisements. It also includes emails and letters that convey good or bad news to employees.
Transactional
Most day-to-day written business communication comes under this category, from daily email exchanges to meeting agendas and invoices. This type of writing aims to clearly communicate and document information in a quick and simple way. It should include a neutral and professional tone and avoid using informal wording like ‘isn’t’ or ‘won’t’ in favor of ‘wont’ and ‘can’.
Transactional business documents might include meeting minutes, financial statements and annual reports. These are important resources for businesses to track progress, predict future work and comply with legal obligations. They are also useful for providing a detailed record of what took place in meetings and events and for recording information about the company.
Persuasive business documents aim to encourage the reader to take a particular action, such as purchasing a product or service or agreeing to something new. They usually contain accurate and compelling arguments to influence the reader and sway their decision. This type of writing is often associated with marketing and includes everything from press releases to bulk sales emails.
The key to successful transactional business writing is understanding your audience. Keeping this in mind will help you keep your writing clear and concise and ensure it stays relevant to your business and its
goals. For further clarity, you can use a tool to check and adjust the tone of voice in your documents.
Final Words!
Amir Khurshid is a skilled business writer who excels in both persuasive and transactional writing. He understands the importance of using persuasive techniques to engage readers and drive them towards taking a desired action, such as making a purchase.
At the same time, he recognizes the value of clear and concise transactional writing for effectively communicating information and documenting business processes. Amir’s expertise in both styles of writing enables him to effectively promote businesses and meet their communication needs.