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:?A 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 Ask?

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.?

See our courses here

More blogs from ÃÛÌÒapp

  • A young girl sat at a desk smiling at the front of the class, with other students in the background.

    Four motivating activities to teach core values through reading

    By Nicola Schofield
    Reading time: 4 minutes

    Teaching our?children core?values is so important in helping them to become?happy,?well-balanced?citizens who will make a positive contribution?to?our future society.?

    Values are present and visible everywhere and they are?the?foundation or starting point from where we make our decisions, which ultimately determine our futures. It is,?therefore,?important that our children learn a strong, moral set of values that will help guide them as they grow older,?inform their decisions,?help them to?know right from wrong, solve problems, assert themselves and build self-esteem and confidence.

    Values can be?built?on a?personal level or even?shared at?a group level such as a family and friendship group.?However, we often see them on a larger scale within communities, countries or even the whole world.?

    Having a shared set of values connects people?on a deeper level?and helps us to all work towards the same goals and standards ¨C they can?even encourage people to see the similarities between each other, rather than the?differences.?

    Learning values through reading

    Children learn about values through their families, friends, and teachers, through what they watch or listen to and through their life experiences. They also learn about values?through the books they read.?These lessons?can be subtle but are often?extremely powerful and?can?have a significant impact and influence.

    As an example, let¡¯s have a look at how shared values?are?explored in the?new graded readers series for young learners,?Disney Kids Readers, where special emphasis has been put on exploring values within a story.?At the end, you will find several?value-based activities?that you can download for use in the classroom or?as?an activity at home.?

    How?do Disney Kids Readers teach core values?

    1. Learning through stories that are already familiar can help children to trust in and take on board the key messages much more easily. Familiarity can break down many barriers to communication and help us understand that values are often universal.?
    2. Many children are also familiar with the Disney characters and can find inspiration from reading how they react to situations in life, make decisions and behave. Children often look up to characters and can see them as role models within their own lives. As a result, the readers can be a reference point on how to respond to key life moments and how to incorporate values into real life.
    3. Also, depending on the child's age, some values may be new and children may not yet have experience with them in the real world. Therefore, the Disney stories allow them to explore these key messages through their favorite Disney character¡¯s point of view.?

    Each Disney Kids Reader is linked to a key value?and contains a ¡®Values¡¯ page with a?short?comic?strip?that brings to life a specific value.?

    The list below details?a selection of?key values taught across the readers.?You could ask?the children?in your class?to talk about which values are most important to them and why. Ask them to give an example?of?a time when they have demonstrated this value in their own lives.?

    Friendship, positivity, curiosity, confidence, open-mindedness, courage, determination, self-belief, responsibility, resilience, respect, honesty.

    Examples of key values in?Disney stories

    In?The Jungle Book,?friendship?is a key?value,?and we learn that it is important to help our friends. Baloo helps Mowgli when he is alone in the jungle and scared. An angry tiger wants Mowgli to leave the jungle, but when Mowgli meets Baloo, he finds a friend in him. Baloo sees that Mowgli is scared and looks after him.?We learn that it is important to help our friends when they are in need.?

    Do:?Ask the children when they have helped their friends.

    In?Inside Out, we learn about?sincerity?and?how?important?it is to talk about how we are feeling. Riley is a teenager struggling with a whole range of emotions and we learn that life isn¡¯t about being happy all the time and that it is okay to be sad sometimes. The children learn that this is a normal part of life and that talking it through with a friend, a parent or a teacher can help.

    Do:?Ask the children if they share their feelings with others.

    Here are some activities for you to use with your class to help put into practice the core values from the readers. You can use these activities with any book, in and outside the classroom.

    1. My Values Road Sign (L3-4)

    This activity?is?a great way of talking?to?children?about their values. By creating a road sign poster,?it will help them to decide which values are most important to them and it is something that they can?refer?to again and again in challenging times. They can stick it on their bedroom wall, display it on the fridge or you could even make a classroom display of shared values?when children have finished?their?books!

    Download the worksheet

    ?2. Kindness Calendar (L4-6)

    This activity can be done as a family, with friends or as a class. The children fill in the calendar with kind actions they are going to do for 7 days. They can cut them out and place?them?into a jar and ask a different family member/friend/classmate to choose one a day. Do this for a week and discuss how carrying out kind actions makes them feel.?Chances are?it will make them feel good!

    Download the worksheet

    3. Core Values Quiz (L5-6)

    Try this quiz with your class and test their values. The questions focus on the following values: sincerity, honesty, positivity, resilience and friendship. If they answer mostly As, then they already demonstrate most of the values in their lives. If they answer mostly Bs, talk to them about why it is important to be honest, positive, strong and kind. The quiz will start a meaningful conversation about their own values and how they react to common situations in life.

    Download the worksheet

    4. My future self (L1-2)

    The children?fill in the crystal ball with pictures of who they would like to be in the future. Do they want to be smart, funny, have a good job, live abroad, have a family, be rich, be a good friend or help the planet? Which of the plans make one person?(themselves)?happy?and which plans make the world better? Do they need to change any of them?

    Download the worksheet

    Read our blog posts 'Fostering self-care and wellbeing through the world of reading'?and 'The importance of teaching values to young learners'.

  • A teacher sat outdoors with young students looking at a book togethr

    Fostering self-care and wellbeing through the world of reading

    By Nicola Schofield
    Reading time: 6 minutes

    Growing up is an exciting time. Children are curious and open-minded, and every day welcomes a new thing to learn. They are constantly exploring and discovering themselves and the world around them. But children also have to face many challenging times too as they get older. It is, therefore, important that we teach our young people to be aware of their own wellbeing and self-care, what they can do to lead a balanced and healthy life, and give them the tools they need to help them in difficult times, both mentally and physically. ?

  • A child sat on a bed reading a book

    Motivating children to read English books with fun activities

    By Nicola Schofield

    Why is reading important??

    Apart from being a?great hobby?and fun?activity, it can help children improve in many areas of their lives through developing?key transferrable skills. Reading in their native language and English can bring a whole range of benefits. To engage everyone, they must?understand the benefits themselves.? ?

    Ask your students why it's important and create a mind map of ideas. You may also?wish to use some of the points below to start the conversation. Having a common idea that everyone agrees on can help build motivation and engagement in the classroom.?

    Improves?language skills?

    Regular reading develops children¡¯s linguistic skills ¨C it helps them learn good?sentence structure, grammar, vocabulary and?improves?spelling in their own language and in the English language too. Reading aloud?also strengthens?knowledge of phonics and improves?pronunciation?and articulation.??

    Improves memory?

    It can help to develop knowledge of phonics and vocabulary?recall and improve focus and concentration?¨C all necessary skills when learning a language.?

    Cultivates curiosity?

    Books help kids¡¯ imaginations to grow?and?encourage them to be?more open-minded. They?help us to learn about other cultures and encourage us to think more creatively. Through subtle messages,?reading?builds?an?awareness of the world in which we live and?enables?children to form?their own?opinions?and ask questions.?

    Creates empathy?

    Stories help to develop children¡¯s emotional intelligence?and?empathy towards?others. Exploring?topics and characters allows them to learn about?real-world situations?and think about how they would feel?in?somebody else¡¯s shoes. It encourages?respect for others¡¯ feelings?as well as?other?cultures.??

    Reduces stress?

    It is a great way to?calm the mind and help us relax and destress. Children can learn to use it as a helpful tool in their day-to-day lives.???

    Develops key life skills?

    Children develop their confidence, communication, resilience, patience, social skills and connect?with the wider world, culture?and communities.?

    So how do we motivate our young learners?(even our most reluctant readers)?to develop a passion for reading??

    It?must?be fun,?purposeful and relevant?

    Well-known adaptations?can remove barriers, support and encourage students¡¯ imagination,?and?spark?a genuine interest. They?give purpose and relevance to the students as most students have watched a movie?at some point in their lives and most students have a?favorite movie?or character.??

    Let your young learners choose?

    There are plenty of English Readers to choose from?¨C if the students can choose their own readers, they will likely be more motivated and focused. Choice gives the students power and makes it more relevant to them. Ask your students to choose their?favorite movie?and?have a vote as a class. Get to know your students, find out what interests them, and base your?book choice around this.?

    Rewards??

    To motivate students, they?must know that they are?making progress. Reward students for their achievements ¨C for example,?create?a vocabulary wall or?a class book chart and give rewards?like?a?sticker?or?a postcard?to take?home.?