Business writing guide

Writing at work

While private writing is becoming increasingly rare, writing at work continues to play a very important role. As a rule, the application is the first document written in the context of the profession, followed by reports, business letters in the course of correspondence with customers, suppliers and business partners or even everyday writing such as notes or memos.

For almost every document in the professional field, there is a guide that sets at least the rough framework. In addition, it is usually necessary to learn certain rules and standards in order to meet the requirements of business letters. Despite all the rules, norms and instructions, writing in the job, however, using the right tips is often much less complicated than many thought.

Text types

Even if the types of text that play a role in writing a profession differ according to the person to whom they are addressed, business writing has a lot in common. One of these similarities is that the texts should have a certain effect.

For example, they should inform about a fact, ask for a specific action or make it possible to make a decision. This, in turn, requires that the texts emphasize the content that is relevant. In other words, when writing in the job, it is important to get to the heart of things in a clear and understandable way and to omit any unnecessary information or embellishments.

It is helpful to put yourself in the position of the addressee:

This means that it should first be clarified which goal or which effect should be achieved with the writing.

Then all questions should be answered that are necessary for the desired effect to be achieved and for the addressee to have all the information he needs for his assessment, action or decision. However, business letters should always have a polite and respectful tone.

Instructions for writing business letters

In contrast to literature or even letters in the private and personal area, it is important in writing at work to convey the essential information precisely and in a nutshell, but to convey it as briefly and concisely as possible.

In business letters, neither the brevity nor the length are decisive quality features, because it is more important that the respective contents are displayed appropriately, clearly and informatively. However, there are some tips and guides that help make business letters meaningful, informative, and not unnecessarily long.

Any content that is not relevant or inconclusive to the message can and should be deleted without replacement. These include, for example, content that is thematized several times, long introductions, extensive background information or unnecessary numbers and data. In order to affirm and substantiate a statement, it is usually sufficient to give a good argument or a proof in the form of an example or key figure. The same applies to words that ultimately contain no information. Even these typical filler words, which include words as well as, then, actually or otherwise, can be deleted.

Many tend to express themselves in business letters very cumbersome. Meanwhile, in business letters, however, dusty official German is often dispensed with in favor of the clear and comprehensible language. So instead of working with complicated word constructions and mostly with nouns, it is better to choose a style of writing that resembles high-level colloquial speech.

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