You can be at any level of management in an organization viz. top, middle or lower level but you have to be in touch with each of these levels of management people. In an organization oral communication is considered as informal communication. The only formal way to communicate is to write. Before you set to write any formal letter, it is important to know to whom are you writing it to. You must understand the mindset and efficiency of your readers. For example; a notice written in thorough English cannot be understood by the employees working on machines in a manufacturing unit, therefore you need to write those notices in a language known by them. On the other hand, you cannot demand anything from your superiors that are a wrong way to ask. Use a requesting tone when writing to superiors. To sum up,

To sum up, use the right tone, language, and vocabulary in accordance with the readers and circumstances while writing your business letters.

Another important tip to be learned. Business writing has to be concise. Your readers don’t have the capability to look through numerous report pages to get the info they are looking for. Ensure that the content of your letter/report should be easily understood and the readers can access significant information effortlessly. Use easy language, by avoiding the use of adjectives, active voice and short forms. The sentences should be straight, well-organized, and logical. Make sure the reader can distinguish between what is fact and what is your opinion as this is the only way to avoid any misinterpretation. Also remember, it should serve a purpose at a time. For example; if you are writing an email for the business proposal, don’t write regarding any other issue in it. To sum up, watch the content that should focus towards one goal with the right flow while writing a business letter.

To sum up, watch the content that should focus towards one goal with the right flow while writing a business letter.

You are blessed with MS-Word where formatting, editing, and reviewing is as simple as breathing. Every piece of writing, when appropriately formatted, enhances its effectiveness. Be smart to make use of headlines, sub-topics, bullet points, numbering and other formatting features like bold, italics, different colors, underlining to confirm the reader can flick through and scan with easiness through your text. But don’t do it every now and then! Numerous diverting visual elements take the attention off your message. This relates to all kinds of writing. Be it is an e-mail, a memo, a report, or a notice, a presentation; right formatting makes your writing flawless and reader-friendly. If applicable, backup your text with pictorial presentations, illustrations or graphs.

If applicable, backup your text with pictorial presentations, illustrations or graphs.

Jargon is the common terminology used by particular professionals or group of individuals in that profession whereas slang consists of words, expressions, or the distinctive use of language, used in informal speech. Unless you describe or clarify a jargon, do not use it in any communications outside your professional peer groups: reports to senior administration, commendations to the board, letters to clienteles, websites, marketing packages, annual reports, news sheets, grant offers, user handbooks, etc. Ask yourself, does your readers would be able to get what do you mean by using it.

Never use a jargon in the title or subject field, if your readers don’t get what you have written in the beginning, they won’t read it till the end.

Sit back and relax before you start writing. Do not write in a hurry. Don’t try to make the first draft as your final piece. Particularly if you are talking about a business proposal or project report, it’s essential that you evaluate and edit it many times until you’ve formed a well-thought-of version. Business writings should be completed with exhaustive proofreading. Make sure you go through syntactical, grammatical and typographical errors. Sometimes you may find it difficult to re-read your work, better ask someone else to proofread it for you. You can also take help from the internet of spell check tool from MS-Word to avoid silly mistakes.

To sum up, it is better to read, read and re-read your work before submitting so as to avoid any embarrassment.

This is a hardly highlighted feature of business writing. Knowing your audience and what they want from you is just not enough. It’s vital that you also understand the diverse meanings your writing expresses. Word choice, sentence formation, perspectives and terminologies all disclose more than you think about your approach and perception on what you’re writing about. Remember, you are not writing it for yourself rather you are writing it for others. Adopt the style and approach your targeted readers carry. In most of the cases, readers don’t catch what has been written, they catch what they want your writing should have.