A Writing Style for Business

The KISS (Keep it Simple, Stupid) method can apply to a variety of problem-solving tasks, especially in business writing. The proofreading professionals are always telling us the reader doesn't come to your website looking to be entertained with flowery language and witty catchphrases. He can buy a book or go to the theater for that.

He visits a site to find some specific information, learn how to do something or to buy something... and he doesn't want to be distracted with a song and dance.

This is the time for some clear, concise, and correct writing. That is, if you want to make some money.

Some Business Writing Tips

• Provide Results. Tune into what your readers are looking for. Show how you can help solve their problems instead of just listing your talents. Become “you” orientated.

• Use The Active Voice. It works better than the passive voice because it's more compelling and concise. It helps energise the reader to focus on what you are saying. It's better to say, “we will ship your order this afternoon” instead of “we will arrange to have your order shipped this afternoon.”

• Tone Down The Language. Keep the language simple, unless you are marketing Shakespearean sonnets. Too much gets lost when the language gets complicated. You want the reader to get the big idea... and not get confused with the big words.

• Less is More. Website visitors are notorious for skimming the written page. Retain their attention by cutting out unneeded words. Also, keep your sentences and paragraphs short. Get to the point quickly and concisely. Professional proofreading services are good at this.

• Be Nice. Sometimes, in this hectic internet environment, we forget there's a real person on the other end of the wire. This is when a simple “please” or “thank you” can move mountains.

• Maintain a Conversational Tone. Write as you would speak. This relaxes the reader. It's easier for readers to feel comfortable with the big idea if they feel they are in the flow of a conversation. Most of us don't want to struggle through a formal presentation that reminds us of our school days.

• Get a Second Opinion. If it's something important, get somebody to check your writing. Better still; consider what the proofreading services have to offer. It just might save that difficult deal.

• Check Your Quotations. Be careful with this. Don't quote an associate without reconfirming the facts. Selective amnesia in the business world is quite common.

• Provide Context For Readers. Always begin your writing by introducing your main point at the beginning of the first paragraph. Then, follow with your sub points in the beginning of succeeding paragraphs. The final paragraph should provide a conclusion about the main point introduced in the first paragraph.

Some writing style rules are not hard and fast. This is when common sense should be exercised by the writer. However, it's best to keep to the rules when they fit the occasion. It's less confusing to the reader.