Let’s be honest, business writing doesn’t have the best reputation. For many of us in the UK, the thought of drafting a report, email, or proposal can leave us reaching for another cuppa. But what if business writing could be easier, friendlier, and yes, even a bit of fun? Whether you’re penning emails to your team, putting together a client proposal, or writing a quick update for your boss, clear and engaging writing is a superpower anyone can master. Read on for down-to-earth tips and tricks to help you write like a pro and keep your readers happy!
Why Good Business Writing Matters
First things first, why bother sharpening your business writing skills? Clear writing means fewer misunderstandings, faster results, and a reputation for being switched on. Whether you’re leading a team or just starting out, being able to get your point across simply can make all the difference. Plus, it saves everyone time (and who doesn’t want a shorter inbox?).
Know Your Audience (And Write for Them!)
If you want your message to land, you need to know who’s reading it. Are you writing for your manager, your team, or a client? A quick trick is to picture the reader as you write. If they’re busy, keep it short and punchy. If they’re less familiar with the topic, swap out the jargon for plain English. Ask yourself: what do they really need to know, and what might confuse them?
Imagine you’re emailing a new client about a project. Instead of listing ten different technical terms, choose simple words and add a quick example to bring your point to life. The easier you make it for people to understand, the more likely they’ll respond (and remember you).
Structure is Everything: Start Strong, Stay Focused
Nothing says “time waster” like a rambling email or a report that jumps all over the place. The best business writers always start with a clear structure. Begin with the main point (don’t bury it three paragraphs in), then add the detail your reader needs. Break long text into short paragraphs and use bullet points to make things easy to scan.
For example, if you’re writing an update to your team, open with the key message: “Project X is on track – here’s what’s next.” Then add supporting facts, deadlines, and any actions people need to take. Simple signposting like “next steps” or “key points” keeps everyone on the same page.
Be Brief but Brilliant: Cut the Fluff
Let’s face it, nobody ever said “I wish that email was longer.” Get to the point and cut out anything that doesn’t help your reader. Watch out for filler words or phrases that slow things down. Instead of “I am writing to inform you that,” just say “Here’s an update.”
Try this: after writing, take a break then come back and delete anything you don’t need. Can you say it in fewer words? If so, do! Your reader will thank you (and may even read to the end).
Use a Friendly, Human Tone
Corporate doesn’t have to mean cold or robotic. Imagine you’re chatting with your reader over a brew. A friendly tone makes your writing more engaging and helps build rapport. Swap stiff phrases for something you’d actually say out loud. For example, instead of “Please be advised,” try “Just so you know.”
Of course, keep it professional—no emojis in that formal report! But a touch of warmth and personality goes a long way, especially in emails or team messages. People are more likely to respond (and remember you) when you sound like a real person.
Edit, Edit, Edit
The magic happens in the edit. After you’ve written your message, step away for a minute, then review with fresh eyes. Check for spelling mistakes, unclear sentences, or anything that might trip up your reader. Reading aloud helps, too. If you stumble, your reader probably will as well.
If possible, get a colleague to have a quick look. A second pair of eyes can catch things you might miss. Remember, even the best writers need a good edit.
Final Thoughts: Make Your Writing Work for You
Great business writing doesn’t need to be complicated, stuffy, or boring. With a few simple tweaks—knowing your audience, keeping things clear, and adding a friendly touch—you can save time, impress others, and get better results at work.
Want to sharpen your business writing skills even further? Our Business Writing Skills Training Course is packed with practical tips for making your writing clear, concise, and powerful. Whether you’re looking to write emails that get replies, reports that get noticed, or proposals that get results, we’ve got you covered. Find out more and book your place here.
