Business writing | 6 tips for writing effective business documents

By Anton Kelly

If you are interested in this topic, take a look at our University of Cape Town Business Writing and Legal Documents course.

1. Define and understand your purpose.
   If you set out to write business documents and you don’t have a very clear idea of the purpose of your document, neither will your readers (if they even finish reading it). Ask yourself, “What do I want to say and why do I want to say it. What result do I want from this letter/report/proposal?"
   
   
2. Consider your readers.
   Inextricably bound to your purpose is your readership. Your purpose tells you what to write, your readership tells you how to write.
   
   
3. Design your document.
   
   • They say that 25% of the impact of a business letter comes from its visual appearance. Opening a document, whether it’s a one page letter or a multi-chapter report, is going to make an initial impression on your reader and we all know that first impressions tend to be lasting impressions. 
   • If your company letterhead is not eye catching and attractive, change it. Remember that the Companies Act requires certain information to be included in the letterhead.
   • Make sure that you use the latest formatting, punctuation and numbering conventions.
   • Use a simple, clear font. Twelve point is a good default size.
   • If you are going to print the document, make sure that the printer cartridge is in good condition and that the paper is loaded straight in the tray. Your text must line up with the margins perfectly.
   • Use tables, illustrations, graphs etc to present data. Use colour for effect, not decoration.
   
   
4. Assemble the content.
   You might need to do some or a lot of research before beginning writing. If you are writing a letter, make sure you know the correct spelling of the recipient’s name, if you’re writing a business plan make sure you’ve got your facts straight. Order the information in a clear and logical sequence; certain types of documents, like reports, have specific content sequences that you must follow.
   
   
5. Use appropriate business English.
   Pay attention to the level of formality necessary for the particular document that you’re writing. If your document is at all technical, make sure that you use terms that your readers will understand. Use the clearest, simplest language appropriate; use shorter rather than longer sentences; stick to one topic per paragraph and create a smooth flow of ideas. Be consistent in all the elements of your business writing.
   
   
6. Acknowledge any sources
   Make sure that you acknowledge the source of any material that you use. It will allow the reader to verify what you say, find additional information if s/he needs to and besides, it’s ethical and honest.

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