A guide to mastering business English writing

ÃÛÌÒapp Languages
A businessman writing on a whiteboard
Reading time: 5 minutes

Effective communication is critical in the fast-paced world of global commerce. For non-fluent English speakers (or emerging professionals who have just entered their first business careers), crafting compelling work documents can be a daunting task. Mastering workplace writing skills is vital whether you're seeking to close a deal, make contacts, establish a professional relationship or simply make your day-to-day correspondence more impactful.

Understanding the nuances of business English and applying them skillfully can set your company and you apart in the competitive corporate arena. Have a look at our guide on how to improve your corporate English writing skills.

What is it?

Business writing refers to the clear and purposeful use of language in written form within a professional context. It encompasses a wide range of documents, including emails, reports, proposals and presentations, tailored to communicate effectively with clients, colleagues and stakeholders. That can also include writing web content for professional audiences and clients.

What's an example of business writing?

One example is a formal email to a client:

Subject: Proposal for Partnership

Dear Mr. Smith,

I hope this email finds you well. I'm writing to present a partnership opportunity with XYZ Corp that aligns with your company's goals for expansion and innovation.

[...]

I look forward to your response and the possibility of future collaboration.

Warm regards,

Jane Doe

Why is effective business writing important?

Effective business writing is crucial as it reflects the professionalism and credibility of an individual and their organization. It ensures that the message is understood as intended, which is pivotal in decision-making processes and maintaining positive business relationships.

Clear writing improves workplace communication by minimizing misunderstandings, saving time and enhancing productivity. It facilitates seamless collaboration between teams and departments and aids in developing and maintaining a positive professional image.

Key elements of professional English writing

When crafting business documents, several key elements ensure your workplace writing is effective and well-received. These elements include:

  • Structure and organization:ÌýA well-structured document with a clear introduction, body and conclusion makes your content more understandable and engaging. Use headings and bullet points to break down information and guide the reader through your message.
  • Tone and formality: The tone should match the context and purpose of your communication. While a business proposal might require formal language, an internal email to colleagues can be less formal. Understanding the nuances of tone can greatly impact how your message is perceived.
  • Purpose-driven writing: Every piece of corporate writing should have a clear purpose. Whether it's to inform, persuade, request or confirm, keeping the purpose in mind ensures that your writing is focused and achieves its intended goal.
  • Attention to detail: Precision and accuracy are paramount. This includes correct grammar, punctuation and spelling, as well as ensuring that all facts and figures mentioned are accurate. Errors in your writing can diminish your credibility and confuse the message.
  • Cultural sensitivity: In a global business environment, it is crucial to be aware of cultural differences and avoid culturally sensitive phrases. This sensitivity can prevent misunderstandings and foster more harmonious business relations.

By focusing on these elements of workplace writing, you can enhance your business English writing and ensure it's both professional and effective.

How can I improve my professional English writing?

Improving your business English writing involves focusing on clarity, conciseness and appropriateness. Here are a few strategies to get you started:

  • Immerse yourself in business language: Read a variety of business-related materials such as reports, emails and articles.
  • Practice regularly: Engage in writing exercises that mimic real-world business scenarios.
  • Get feedback: Have your writing reviewed by proficient English speakers and incorporate their suggestions.
  • Brush up on basics: Reinforce your understanding of grammar, vocabulary and punctuation.
  • Utilize technology: Take advantage of language learning apps and online courses that offer business English modules. These tools can provide interactive learning experiences and immediate feedback.
  • Join professional networks: Participate in forums and networking groups where business English is used. Observing and engaging in discussions can enhance your understanding and application of business terminologies and conventions.

Practical business writing tips

You've got a writing task to start but you don't quite know how to approach it. Here are some actionable steps to help you:

  • Start with a clear purpose: Define the objective of your document and stick to it.
  • Organize your thoughts: Use headings, bullet points and paragraphs to structure your content logically.
  • Be concise: Use straightforward language and eliminate redundant words.
  • Use an appropriate tone: Maintain professionalism and consider the cultural context of your audience.
  • Revise and edit: Always revise your work for errors and clarity before sending it.

Bad corporate writing

To illustrate what to avoid, here are a few examples of bad writing:

  • Overuse of complex vocabulary leading to confusing sentences.
  • Long-winded paragraphs that bury the main point.
  • Casual or inappropriate language and words that don't fit the business context.
  • Writing that lacks a clear call to action.
  • Ignoring cultural nuances and making assumptions based on one's own cultural context. This can lead to misinterpretations or even offense, undermining the purpose of the communication.

A bad example

Applying the points above, you can begin to see how this message uses some of these examples, this could be perfectly fine for written conversation with a friend but not on a more serious, professional level:

Subject: Quick Hello and AskÌý

Hey!

Hope this message finds ya in good spirits. Wanna catch up real quick this Thursday on a lil' something I've got on my mind? Got an idea that might just be up your alley - think major game-changer vibes for both of us. Let's make it happen. Excited to hear your thoughts!

Cheers!

Alex

The effects of poor professional writing

Poor business writing can have far-reaching repercussions that can significantly impact an individual's career progression as well as an organization's reputation. Ineffective communication may lead to misunderstandings and loss of opportunities, eroding trust between parties and taking a toll on professional relationships. It's not just about immediate confusion or delays; the long-term effects can include the potential loss of business, as clients and partners may perceive inefficiency and lack of professionalism.

English for effective business writing

Mastering workplace writing is a continuous process that demands dedication and practice. By focusing on clarity, structure and an audience-centered approach, you can craft messages that not only inform customers but also influence them.

Keep refining your skills, taking feedback positively, and staying updated with trends. Your written word has the potential to make a real impact in the business world, so wield your pen (or keyboard) and write with confidence and precision.

Unlock your full potential in the business world with our comprehensive Business English courses. Also, check out our post '5 ways to politely say no in business English' and other language learning posts.Ìý

More blogs from ÃÛÌÒapp

  • A group of teenagers lying down in a circle in grass, smiling and gesturing a thumbs up

    Tips for success with the ÃÛÌÒapp English International Certificate

    By ÃÛÌÒapp Languages

    Studying for the ÃÛÌÒapp English International Certificate (PEIC) is a challenge for any student, but there are many different areas where you can help yourself or your students achieve top grades.

    By becoming familiarized with the test format, equipping test-taking strategies and having awareness of commonly occurring vocabulary and topics, learners can be on the path to success in the PEIC.

    Know the test

    Understanding the test format and what to expect in each exam section will give students the confidence they need on test day.

    Do drills on how many sections there are, how long they have for each section, and the order of the sections too. This will help learners anticipate what’s coming next and feel prepared throughout the exam. For example, the recording is played twice in listening section 2 – dictation. If students are aware of this, they can use the first recording to note key ideas and the second to complete the dictation fully.

    Give yourself/your students plenty of practice under test conditions. Do timed mock exams, without phones or dictionaries, to help get a feel of the real test.

    As the speaking section is done simultaneously for all candidates, get yourself/your students used to communicating in loud environments. Doing mock exams for the writing sections will also help students become aware of their word count and how long it takes to achieve this. It’s important to note that each writing task has a word limit and there are penalties for being significantly above or below.

    Learn test strategies

    Knowing the test format is important, but so is being equipped with test-taking strategies. For all sections, train yourself/students to use the questions and rubric to their advantage. Underlining the keywords from the question will help learners prepare for the task ahead and predict potential answers.

    In the listening sections, students are given ten seconds before the recording is played. Learners should identify and underline keywords and use this time to predict the topic and vocabulary of the recording. Remind yourself/students that even if you think you have the answer, you need to listen carefully to the entire recording, as it’s also likely that some of the keywords will be used as distractors.

    It’s also helpful to highlight keywords in the prompts and questions in the reading sections. For example, when dealing with multiple choice questions like in section 5, test takers should first highlight keywords from the question, then scan the text for these keywords. This is the part of the text where the answer is located, and where they should direct their attention. It’s important to read this section of the text carefully and also be aware that the answer may be paraphrased or a synonym.

    Planning is crucial in the writing sections, and highlighting keywords from the question is an important planning step. Read the task carefully and identify the words that indicate the type of writing that is required and the audience. This will help guide the writing style and register. For example, in section 8, noticing the difference between writing a letter to a friend and a letter to a magazine editor will change the tone of the task.

    Build a strong lexical base

    Prepare further by building a strong grammar and vocabulary base with topical and functional language.

    Introduce yourself/students to a wide range of themes on social and current issues, as well as personal and familiar topics. It's useful for learners to note useful vocabulary and phrases and test themselves on these regularly, making a note of the spelling, as this is essential in all sections of the exam.

    Test takers will encounter gap-fill style tasks in both the listening and reading sections. Students can predict what kind of word is missing by reading around the gap. Train yourself/your students to consider what part of speech the answer will be, and if the other words in the sentence give clues to the topic or theme. Give them plenty of practice with word formation so they can easily identify the missing information.

    Higher points are awarded for complex structures and expressions during the speaking and writing sections. Teachers should provide learners with functional language such as discourse markers and linkers, so they can connect and extend their ideas. It’s also important to have a range of vocabulary they draw on to express their opinions, offer suggestions and to give reasons, as this will help give their answers complexity and depth.

    Studying these things should provide a solid knowledge base of the exam format and structure, coaching learners to use different test-taking strategies and directing their study of vocabulary and grammar, so they can work more efficiently and confidently toward their goal of passing the PEIC.

  • A young person in front of a laptop with headphones

    Tips for effective online classroom management

    By ÃÛÌÒapp Languages

    Online language learning and teaching brings with it a lot of things to think about. The following tips are designed to help you plan your primary-level online classes effectively and manage students in a digital environment.

    1. Keep energy levels high

    The school environment is an active and incredibly social space. It’s hard to replicate this online, potentially leading to boredom and frustration among your students. For this reason, you should take regular 'movement breaks' during the day to energize them. You can do the following quick sequence sitting or standing:

    • Stretch your arms above your head and reach for the sky.Ìý
    • Count to ten.Ìý
    • Drop your left arm to your side and bend to your left while stretching your right arm over your head.Ìý
    • Count to fifteen.Ìý
    • Come back to an upright position and stretch both arms above your head.Ìý
    • Count to ten.Ìý
    • Drop your right arm to your side and bend to your right while stretching your left arm over your head.Ìý
    • Count to fifteen.Ìý
    • Come back to an upright position and stretch both arms above your head.Ìý
    • Count to ten.Ìý
    • Lean forward until your fingertips touch the floor (only go as far as is comfortable for your body), then cross your arms and release your head so it hangs gently between your legs.Ìý
    • Count to fifteen.Ìý
    • Come back upright, shake your arms and legs, and get back to work!

    This excellent energy booster allows your students to revise parts of the body, commands and even make the link with other subjects.

    2. Encourage casual socialisation

    Small talk and gossip are fundamental parts of the regular school day. It’s essential to give students a few minutes to chat freely. It will help them feel relaxed and make your classes more comfortable.

    Let your students do this in whatever language they want and don’t get involved, just like at school. Alternatively, ask someone to share a YouTube video, song, Instagram, or TikTok post in a digital show and tell.

    3. Encourage the use of functional language

    After students have been chatting freely in their own language, take the opportunity to bring in functional language depending on the subject they were talking about in English. This will help get them ready for the lesson. Here are some ways to do this:

    • Singing - Play a song and get them to sing along.Ìý
    • Role-play - When students talk about food, you could role-play in a restaurant or talk about likes and dislikes.Ìý
    • Guessing games - Students must read the animals' descriptions and guess what they are. You can make up your own descriptions.

    4. Consider task and student density

    To optimize learning time, consider dividing your class into smaller groups and teaching each one individually for part of the timetabled class time. You may find that you get more done in 15 minutes with eight students than you would be able to get done in 60 minutes with 32 students.

    At the same time, you will be able to focus more easily on individual needs (you’ll be able to see all their video thumbnails on the same preview page). If it is not acceptable in your school to do this, divide the class so you’re not trying to teach everyone the same thing simultaneously.

    Having the whole class do a reading or writing activity is a lost opportunity to use this quiet time to give more focused support to smaller groups of learners, so think about setting a reading task for half the class, while you supervise a speaking activity with the other half, and then swap them over.

    Alternatively, set a writing activity for 1/3 of the students, a reading for 1/3 and a speaking activity for the remaining 1/3, and rotate the groups during the class.

    5. Manage your expectations

    Don’t expect to get the same amount of work done in an online class as in the classroom. Once you have waited for everyone to connect, get them to turn on their cameras, etc., you have less time to teach than you would usually have. Add this to the fact that it’s much more complex and time-consuming to give focused support to individual learners in a way that doesn’t interrupt everyone else.

    So, don’t plan the same task density in online classes as you would for face-to-face teaching. Explore flipping some of your activities, so your students arrive better prepared to get to work.

    It’s also much harder to engage students, measure their engagement and verify that they are staying on task online than in the physical classroom. In an online class, measuring engagement and reading reactions is harder. Always clearly explain the objectives and why you have decided on them. Regularly check to see if everyone understands and is able to work productively.

    When you’re all online, you can’t use visual clues to quickly judge whether anyone is having difficulties, like you can in the classroom. Ask direct questions to specific students rather than asking if everyone understands, or is OK. During and at the end of class, check and reinforce the achieved objectives.

  • A smiling little girl on a laptop with headphones on

    Tips for setting up an optimized online classroom

    By ÃÛÌÒapp Languages

    Technology and the learning space

    How a physical classroom is organized, decorated and laid out impacts how your students feel, interact and learn. It’s just as important to think about how your virtual teaching space functions and what it looks like, as it will greatly affect your students’ learning experience.

    Classrooms are usually full of posters, examples of students’ work and other decorations. Just because you’re teaching online doesn’t mean your environment needs to look dull.

    Take some time to think about your virtual teaching space. Picture it in your head. What’s behind you? What’s on either side? Is there an echo? Is it light or dark? How far away are you from the camera?

    Online classroom setup dos and don’ts

    While teaching online isn’t always that different from teaching face-to-face, there are quite a few things you might not have considered before. Here are some of my top dos and don’ts to help:

    Lighting

    • Don’t sit in front of a window or other source of light; otherwise, your face will be in shadow and hard to see. If you have no option, close the curtains and use an artificial light source to illuminate your face.
    • Do reflect lighting off a wall or ceiling, so it hits your face indirectly. This creates a much more pleasing image. If possible, sit in front of any windows or to the side of them so that the light hits your face directly or from the side. If the room is naturally dark, reflect a couple of lamps off the wall in front of you or the ceiling.

    Audio

    • Do invest in a set of headphones with an inline microphone. Even cheap ones will make you easier to understand, and reduce environmental noise interference (traffic, your neighbor’s stereo, etc.).
    • Don’t teach in an empty classroom (if you can avoid it). They are a terrible place to teach online classes from because they suffer from echo, environmental noise, lighting and bandwidth problems.
    • If your teaching space has an echo, try placing pillows or cushions on either side of your screen. They help absorb echoes and make it easier for your students to hear you.

    Video

    • Sit far enough away from the camera so your students can see most of your upper body and arms. If you use a laptop, raise it up on an old shoebox or a couple of books, so that the camera isn’t pointing up your nose!
    • Do invest in the fastest internet connection you can afford (school administrators may want to consider offering subsidies so teachers can upgrade their connection speed). It is vital that you have enough internet bandwidth to stream good-quality audio and video and share materials with your students. Learn how to use your mobile phone data plan to create a wifi hotspot for your computer as a backup.

    Using technology with your students

    Here are some ways to get the most out of technology, build your student’s digital literacy skills and increase motivation:

    Space

    Students should connect from a private space where they are not interrupted by siblings, pets, housekeepers, or parents. The space should be well-lit and have a good Wi-Fi signal.

    Communication

    Just like you, they should use earphones with an inline microphone. Their webcams should be on, not just so you can see them, but so they can see each other. Encourage learners to have fun and personalize their space by changing their backgrounds or using filters.

    Distractions

    Parents and caregivers should be aware of the negative effect of noise and distractions on their children’s learning. It’s important that where possible, they avoid having business meetings in the same room their children are learning in. They should also ask other people in the house to respect the children’s right to enjoy a quiet, private, productive learning environment.

    Resources

    If you and your students are online using some form of computer, tablet, or mobile device to connect to class, make sure to use the resources available to you. Reinforce how to correctly use spell check when writing a document; for example, have your students use their cameras to take photos of their work to share or even their favorite toys.

    Flexibility

    Instead of trying (and often failing!) to get all your students to speak during the class, have them make videos or audio recordings for homework that they send to you or each other for feedback. Alternatively, experiment with breakout rooms, if using a platform that allows this.

    Preparation

    If you want to show a YouTube video during class, send the link to your students to watch for homework before class, or have them watch it during class on their own devices.

    Besides saving your internet bandwidth, they may even be inspired to click on one of the other recommended (usually related) videos alongside the one you want them to watch. It’ll be on their recently watched list if they want to go back and watch it again.

    Collaboration

    If you set group work that involves writing a text or designing a presentation, ask your students to collaborate with a shared Google Doc. You’ll be able to see what they’re doing in real-time and give them feedback. It works like you are walking around the classroom and looking over their shoulders.

    Feedback

    Explore the focused feedback tools your web conferencing platform offers, such as breakout rooms or an individual chat. But also, don’t forget to share relevant information and learning with the whole class. This helps them all benefit from your expertise, just like if they listen to you answering a classmate’s question in the classroom.

    If your students are at home, they can access materials and props they would never have at school. Think about how you could incorporate this into your teaching.

    Materials

    Finally, ensure that the materials you use are suitable for online learning. If you use a book, it should have a fully digital option and a platform available to your students with practice activities, videos, and audio recordings. You should avoid using static pages in favor of dynamic activities, or online documents that allow real-time collaboration.

    Involving parents and caregivers in your online teaching environment

    Create an online learning document for parents explaining how they can create a positive and productive learning environment for their children. Some families may experience significant difficulties and may be unable to implement everything. But it’s still important to explain to them how to optimize the experience if they can.
    Ìý