Let’s face it, business writing can feel a bit dry – but it really doesn’t have to be! Whether you’re sending emails, drafting reports or putting together proposals, clear and engaging business writing makes a massive difference to how you’re understood at work. In the UK, we love a bit of wit and warmth, so let’s bring that into our business comms and make every word count.
Why Business Writing Matters
Every day, your writing shapes how people see you and your business. It can open doors, build trust and get things moving just by being clear and relatable. In a world full of jargon and endless emails, being the person who knows how to get a message across simply and effectively is a real superpower. So, how do you do it? Let’s get stuck in with some genuinely useful tips.
Tip 1: Know Your Audience (and What They Care About)
First things first, think about who you’re writing for. Is it your team, your boss, a customer, or a brand-new contact? Are they up for a bit of banter, or do they want you to cut straight to the point? The best business writing always starts with empathy – step into their shoes, work out what they need to know, and speak their language. If you’re writing for a client, remember to answer the “what’s in it for me” question early. If it’s for your team, make sure your updates are crystal clear so nothing gets lost in translation.
Tip 2: Get to the Point (But Keep It Friendly)
We’re all busy. The quicker you get to the point, the better. Start with the most important bit – your main message, request or update – so nobody has to wade through waffle to find it. But that doesn’t mean you need to be cold or abrupt. Use a warm, conversational tone. If you’d say “Hi” in person, put it in your email. If a dash of humour or a friendly sign-off suits your company culture, go for it! Think “pub chat” with a purpose.
Tip 3: Structure Makes All the Difference
Imagine reading a report with no paragraphs, bullet points or subheadings. Nightmare, right? Good structure helps people scan your writing quickly and find what they need. Use short paragraphs, clear headings and bullet points to break up the text. If you’re writing a longer document, an introduction and summary at each end work wonders. For emails, stick to one main topic per email where you can – it stops important stuff getting buried.
Tip 4: Ditch the Jargon (and Write Like a Human)
Every workplace has its favourite buzzwords – but most of the time, they just get in the way. If your mate outside of work wouldn’t know what you meant, try a simpler word. Instead of “utilise”, say “use”. Instead of “synergy”, try “working together”. Plain English is your friend. And don’t be afraid to write how you speak. It’s more authentic and much easier to understand. If you’re not sure, read your writing aloud – if it sounds odd, tweak it!
Tip 5: Edit, Edit, Edit (Then Walk Away and Check Again)
No one writes a perfect first draft. Once you’ve finished, take a break, then read your work through with fresh eyes. Look out for typos, repetition or clunky sentences. Reading aloud is a great trick for spotting mistakes. If you can, ask a colleague to give it a quick once-over – a second pair of eyes will always spot something you’ve missed. And if you’re sending something really important, double-check the names, dates and figures. One little slip can cause big headaches later!
Tip 6: Make It Actionable
Business writing isn’t just about sharing information – it’s about getting things done. End your emails and documents with clear actions, next steps or questions. If you want someone to reply, ask a direct question. If there’s a deadline, highlight it. Try phrases like “Please confirm by Friday” or “Can you let me know your thoughts?”. Making it easy for people to respond keeps everything moving and saves loads of back-and-forth.
Ready to Supercharge Your Business Writing?
Improving your business writing skills can have a huge impact on your confidence and your results at work. If you fancy learning more, practising real examples and picking up loads of practical tips, take a look at our lively Business Writing Skills Training Course. We keep things fun, down-to-earth and packed with real-world scenarios, whether you join us online or in the classroom. Give your words the wow factor and let your writing do the hard work for you!
