Thanks to remote work, much of our interoffice communication now happens online. No longer can you stop by a coworker’s desk to ask about a report. Chatting in the elevator about an upcoming project isn’t an option, either. Whether you use email, Slack or other direct messaging, the importance of writing skills in the workplace applies to nearly everyone. Because if you don’t write clearly, your message won’t be understood — or maybe even read. Padded paragraphs and whimsical words aren’t necessary (sorry English majors). Instead, it’s about being direct, concise and effective. Follow these five tips to improve your business writing.
1. Be purposeful
Who is this message for? Why are you writing it? These are the first two questions you should ask yourself before starting any email or DM. When you know specifically what information you’re seeking or sharing, it’s easier to write about it.
State your purpose in the first line. (If it’s an email, write it in the subject line, too.) Be sure to include any deadline, as well. Ideally, the reader should be able to see what’s needed by just glancing at the message. For example:
I am writing a recap on 2022 sales and am missing some information. By June 3, would you please respond with the following …
It’s clear what you need, why you need it and when. Nothing to question here.
2. Keep it simple
Maybe you aced all your school essays. Maybe you didn’t. Regardless, flowery language, hyperboles (what are those again?) and deep symbolism aren’t necessary. In fact, they’re strongly discouraged. Just keep it brief and simple. If your sentence is complex — think loads of commas — it’s probably too long. If it’s meandering, it’s definitely too long. Use precise words and avoid meaningless ones (we’re looking at you “very”).
Stay organized by using headings, bulleted lists and even bolded words to highlight important points — especially in longer messages. And here’s a hint every journalism student learns first: Use active voice, not passive. Compare these two statements:
The report has been compiled by Jill.
Jill compiled the report.
The second is straightforward — and more interesting. When you write, let your subject perform the action, not be acted upon. No one likes a has been.
3. Break down information
With an abundance of emails filling inboxes each day, people may only skim over your message. Even if it’s a literary masterpiece, coworkers just don’t have the time. If you need a response, make it easy for the reader. When you have multiple questions or points (even if it’s just two), write them as a list. For instance:
I need some additional 2022 figures. Please tell me:
- How many bottles of nail polish were purchased in April?
- How much sculpting gel was sold to Night Locks Beauty Supply in September?
- How much commission did John Linnen earn for the Hairy Styles Salon account?
Responsible reply
As the message recipient, respond in a similar fashion. It may be helpful to reiterate the question, so the sender knows they are getting the requested data.
Q: When can we expect monthly bonuses?
A: As of June 1, monthly bonuses will be paid on the third week.
4. Be aware of your audience
The human resources director knows what HRIS is. Marketing folks, they love B2Bs. But that doesn’t mean accounting does. When you reach out to other departments (and new employees in your own), skip the acronyms and jargon. Realize that people outside of your immediate realm may not know what you’re referencing. For those in information technology, agile development means something. For everyone else, not so much.
5. Check for accuracy
Coworkers may not open your message immediately, or they may need to refer back to it later. To avoid confusion regarding dates or data, be specific. Replace “I need this by Tuesday” with “Please respond by 5 p.m. on Tuesday, May 8.”
Also, be sure the information you’re relaying is correct. If you’re discussing a client, for example, verify the spelling of a name. When you are talking about a project, use the proper title. Such mistakes may seem negligible, but they may cause confusion and even lead to problems down the road.
6. Be professional
Depending on your office environment, writing in a casual tone may be acceptable. Every Slack message probably won’t need a formal greeting and sign off. But in business writing, you certainly don’t want to annoy — or offend — anyone. In every message, you should:
- Use correct grammar. Does your verb match your noun?
- Use proper sentence structure. No run-ons, please.
- Use accurate vocabulary. Not sure of a definition? Look it up.
- Use appropriate language. Avoid foul language and gossip.
Be courteous
You’ve probably heard the sage marriage advice, “Don’t go to bed angry.” There’s a similar work principle: “Don’t write angry.” At least, don’t sound like you’re angry when you write. If someone has failed at a task or done something wrong, set your emotions aside for a minute.
Writing a message detailing their every flaw may help you feel better, but it won’t do you any favors professionally. Keep feelings out of your business writing. If you’re frustrated with someone, stay focused on the issue.
Written communication is permanent, and the words you wrote in anger and frustration probably aren’t the ones you want living on ad infinitum. If you’re unsure you’ve written in a neutral voice, ask someone to read over your response before hitting send. You’ll be grateful tomorrow.
Final word
Learning how to improve your business writing now will benefit you for years to come. If your messages aren’t getting the responses they should, perhaps recipients just don’t know what you want. Remedy that. Follow these tips to make your writing more direct and purposeful. And remember: Fewer words say more.
Find other helpful ideas for working remotely on the KSL Resources page. Looking for a remote job? Search openings on KSL Jobs.
