Style

Here are some guideline for developing an effective writing style for business:

• Use shorter sentences and simpler language.
• Use active voice .
• Write from the company’s point of view .
• Identify the agents of action (unless there is a good reason to hide them).
• Recommend actions and avoid expressing feelings or opinions.
• Avoid qualifiers that weaken ideas or recommendations.

1. Use shorter sentences and simpler language.

Busy business readers appreciate simple, clear language that requires little time to read and understand.

Example:

Around thirty interviews were conducted by several staff members in Human Resources.

Human Resources conducted twenty-eight interviews.

2. Use active voice.

Though the passive voice is useful in some cases, the active voice is simpler, clearer, and more direct.

Example:

Steps were taken by production managers to improve delivery times.


Production managers took steps to improve delivery times.

3. Write from the company’s point of view.

I recommend the company change its logo.


The company must change its logo.

4. Identify the agents of action specifically.

Another advantage of using the active voice is that the agent, or “doer” of the action is clearly stated at the beginning of the sentence.

The policy should be revised to prevent another accident.


The factory manager should revise the policy to prevent another accident.

5. Recommend actions and avoid expressing feelings.

Avoid verbs like think, feel, and believe which emphasize the writer’s state of mind .

We think it is best to use express delivery services.


We recommend using express delivery services.

6. Avoid qualifiers that weaken ideas or recommendations.

There are some exceptions to this rule; however, avoiding qualifiers is a good way to sound more confident.

If possible, do not use this product under the influence of drugs or alcohol.


Do not use this product under the influence of drugs or alcohol.



Next: Promotional Writing