A guide to mastering business English writing

ÃÛÌÒapp Languages
A businessman writing on a whiteboard
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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.?

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    21st-century skills and the English language classroom

    By Sara Davila

    Are you teaching in a 21st-century classroom? Chances are, If you are an English educator working in the classroom today, you have already moved well ahead of your peers and colleagues teaching math, science, and good old-fashioned grammar. Now that you know you are a 21st-century teacher, what does that mean? And how do you know if you have moved ahead of the curve to embrace what we call 21st-century skills?

    Actually, "21st-century skills" is a bit of a misnomer. The prized skills of this age have existed in teaching and learning as long as we have been teaching and learning. In a modern-day class, Socrates and Aristotle would feel right at home (although maybe underdressed).

    The phrase itself is meant to imply a classroom ready for the upcoming STEM needs of employment that will allow for innovation, development and significant advances across tech and non-tech industries. Yet, the skills themselves do not imply a highly technological classroom. A modern 21st-century class can be a surprisingly low-budget place.

    It can be summarized by the 4Cs:

    • Communication
    • Critical Thinking
    • Creativity
    • Collaboration

    Reading through this list, you may think, "Hey, those are my classroom goals as an English language teacher!" Finally, the rest of the world has caught up with the modern English language classroom. Of course, when describing these skills, we aren't just talking about teaching English, but skills that can be used to prepare learners for the modern age. This means we want our students to be able to:

    • Perform independently and with groups in a highly technologically advanced atmosphere.
    • Be ready for daily, global interaction.
    • Be capable of adaptive, flexible and creative thinking.
    • Understand how to plan for, build, and include collaboration with peers who are colleagues and experts in the field.

    Students and 21st-century skills

    This goes a bit above and beyond the basics of the walls of the English language classroom. And yet, preparing our students for the 21st century doesn't require a classroom resembling a science fiction movie set. Several teachers have proved that you can embed these skills by utilizing the most important resource available in the classroom.

    Your students.

    Sergio Correra is an inspired young teacher at the Jose Urbina Lopez Primary School on the US Border with Mexico. After a year of teaching uninspired curriculum to disengaged students, he returned to the drawing board. He spent time researching ways to improve student engagement and performance and stumbled across exciting research that could be boiled down to one question: Why? Or rather, getting students to ask the question: "Why?" At the beginning of his next school year, he arranged the desk in a circle, sat his students down and asked: "What do you want to learn about?".

    Using this as the jumping-off point, he encouraged students to ask questions, seek out more information, and find more questions to answer.

    Over the next year, he saw his students' test scores rise, the engagement and enthusiasm improved and he received approval from his principal and fellow educators. With few resources and limited access to technology, he found his students shifting from the lowest testing group in the nation to being ranked among the highest for their performance on standardized tests in the country. One of his students was the highest-performing maths student in the country.

    Mr. Correra was inspired by research and reports based on the work of the Indian educator Sugata Mitra. The principle behind Mr. Mitra's approach is to drive student's curiosity by letting them carry out their own learning. In one of his most famous examples, he walked into a classroom in India with computers loaded with information. He explained to the students, now curious about the big shining boxes that held inside something interesting.

    And then he left the students to it.

    In the course of a year, students had taught themselves everything from English to molecular biology, all without the guidance of a teacher. Rather, they were driven by their natural curiosity, playing off of each other's discoveries to go farther and learn more. Embodying what it means to be self-guided, innovative, collaborative and curious learners.

    Keeping your curriculum up to date

    These students who were given freedom are much more likely to ask questions out of curiosity, motivate themselves and learn without guidance. And while this may be wonderful for learners, this isn't exactly helpful for teachers. To get to the 21st-century skills and inspire motivation, do we have to throw away our syllabus and books and trust only in our learners to motivate themselves?

    Fortunately for those of us who have chosen a career in education, that is not the case. We as educators can take lessons from Mr. Correra and Mr. Mitra and use these as a way to inspire interest and engagement in our own classroom while building these skills in our learners.

    As language teachers, it's a matter of blending the 4Cs more thoughtfully into a student-centered classroom where learners can engage in high-interest content that is relevant, useful, and promotes innovation.

    Take your average prepositions lesson as an example. Even in the best communicative classroom, a teacher may still spend time explaining the rules, setting up the activity and delivering instruction. By applying the 4Cs we can turn this lesson a bit more on its head, making a typical ELL grammar lesson magical.

    For example:

    Collaborate: Start by handing out magazines or picture books. Have the students work together and choose a picture.

    Communication, critical thinking, and creativity: Ask your students?to work together to create two ways to give directions. One set of directions for a student who is blind. Another set of directions for a student who is deaf.

    Encourage students to think outside the box and think about ways to give directions using a computer, a mobile phone, a television, or a YouTube video. While there may be some L1 use in the classroom, the goal is for the final product to be in English. Stand back and watch your learners go.

    Another way to engage with 21st-century skills using a typical ELL lesson: the "What's your favorite food lesson?" At some point, we have all experienced it.

    Collaborate: In groups, have students create a survey to assess classroom interest in 10 different foods representing different types of meals (breakfast, lunch, dinner, dessert).

    Communication: Once finished, have learners use the information to create a pie or bar graph to communicate the results and determine which meals are the favorite.

    Critical thinking: Have the students compare their answers with answers from other groups. How many differences are there in the reporting? Is the information consistent with the same foods or does it change drastically? Have students compare their results with other teams. Then ask the groups to create a short written or spoken piece to explain how their results differed from other students.

    Creativity: Using the information collected from the class and after analyzing data from other students, have groups work together to create an advertising campaign that will make the foods that students liked least into foods students may like more. For example, if the survey said that most students did not like for breakfast, the group would need to work together to create an advertising campaign to make kim-chi-chigae seem like a tasty choice for breakfast. To do this students should consider what makes certain foods more popular in the class.

    This may require further follow-up interviewing to find out why students like one thing and not another; this information can then be used in the campaign. This lesson may play out over a few days, but in the end, everyone involved will have gotten much more out of the lesson than they had anticipated.

    Both of these examples represent the use of skills in the ELL classroom. Each lesson also embeds, in one way or another, critical STEM skills.

    In the preposition lesson, the students may use engineering and technology to find a better way to give directions. In our favorite foods lesson, students engage with science (and a bit of sociology) and mathematics. Altogether it becomes a rounded classroom experience where teachers have an active role as facilitators and students become inspired, self-guided learners who still manage to work inside of the confines of the curriculum.

    In the end, 21st-century skills, and using them in the classroom is not really about teaching at all. These skills are truly ones that will spell success for our learners in the future, leading them to be capable, Independent and curious individuals.

    Our real challenge as educators is to model a desire to embrace the known, the unknown, and the just plain unknowable. As Alwin Toffler, writer and futurist, put it: "The illiterate of the 21st century will not be those who cannot read and write, but those who cannot learn, unlearn, and relearn."

  • University students sat in a classroom at desks with a teacher speaking to them

    Planning for success with the GSE

    By Sara Davila

    The Global Scale of English (GSE) is the first truly global English language standard.

    It consists of a detailed scale of language ability and learning objectives, forming the foundations of our courses and assessments at ÃÛÌÒapp English.

    The GSE was developed based on research involving over 6000 language teachers worldwide. The objective was to extend the current descriptor sets to enable the measurement of progression within a CEFR level ¨C and also to address the learning needs of a wider group of students.

    It can be used in conjunction with a current school curriculum and allows teachers to accurately measure their learners¡¯ progress in all four skills of reading, writing, listening and speaking.

    GSE was introduced at the ¨C an English language school run by the University of Toledo in Ohio, USA ¨C with impressive results.

    The American Language Institute

    The Institute provides English courses for students who want to improve their English and prepares students to take the International Student English exam. They offer an intensive language program consisting of 20 hours of classes every week and 40 hours of self-study. This 60-hour week is designed to fast-track students from a lower level of English to a standard which allows them to participate successfully in college courses. There are five course levels offered, from A2+ to B2+ and class sizes average at around 10 students.

    Most students at the Institute are full-time international students planning to attend the University of Toledo once their English language proficiency reaches the required standard. On average, they are between 18 and 20 years old, and enter the language program with a B1 level of English.

    A mission statement

    At the Institute, the main aim of the language courses is to help students develop their English skills to a level that will allow them to integrate successfully into the university community, not just academically but socially. In their own words; ¡°Our ultimate goal isn¡¯t to teach them how to take and pass language tests, but to teach them how to use English and engage themselves with the local communities.¡±

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    Transitioning to a objectives-based curriculum

    First, the course coordinator Dr Ting Li adopted the GSE for a more detailed approach to the CEFR. She found that the GSE ¡°made the CEFR more manageable because it broke out the levels and outlined CEFR goals into different categories.¡±

    Next, she replaced the current course materials with NorthStar Speaking & Listening, NorthStar Reading & Writing, and Focus on Grammar. These courses covered the areas taught in the previous curriculum, as well as the three key areas of study; literacy, speaking and listening, and grammar.

    The instructors also began using ÃÛÌÒapp English Connect, a digital platform for teachers and students.This gave them the flexibility to revise questions and reduce administrative burden due to the automatic grading feature.

    Finally, the Institute started using the Versant English placement test to decide which level students should enter when they first begin studying at the Institute.

    Key findings from the case study

    The new curriculum was a great success. Students, teachers and administrators all found that the courses and assessments, all underpinned by the GSE, made the language learning experience smoother and easier. Once students had completed the highest level of the course and achieved a 3.0 GPA, they were able to transition smoothly into their courses at the University of Toledo.

    The alignment between the NorthStar courses, the grammar study books and the Versant test was informed by the GSE. This meant students didn¡¯t have to sit as many assessments as before, reducing time teachers had to spend setting and marking exams, and allowing them to focus more on supporting learners and the quality of their lessons.

    Dr Li highlighted the following key benefits:

    • The Global Scale of English supports the development of a standardized curriculum and a consistent framework for teaching English
    • The average student GPA was highly related to the University of Toledo¡¯s undergraduate GPA, which indicates that if students do well at the Institute, they will have a successful academic career.?
    • There was no group difference between graduates of the Institute and the average University of Toledo student GPA, which indicates that the Institute¡¯s students perform as well as other international students who have been directly admitted to the university.?
    • There was no difference between credits earned 2 years into the university program compared with the general student population.

    What¡¯s more, the Institute was recently recognized by the , meaning that the course run by Dr Li is now nationally recognized. Using the GSE to inform the organization of the course curriculum made the accreditation process smoother and easier.

    Working as a team

    One of the main pieces of feedback from Dr Li and the Institute was how helpful they found the ÃÛÌÒapp representatives, who offered excellent customer support, building a sense of a team between their representatives and the school. This very teamwork helped the Institute to fulfill the ambition in their mission statement. It makes for an inspiring story of how one school used the GSE to transform their curriculum, and achieved their goal of helping students to improve their English and achieve their academic ambitions. ?

  • a young man sat in a lecture hall with other students behind him

    How the GSE helped Salem State University meet learner needs

    By Sara Davila

    Salem State University is one of the largest and most diverse public teaching universities in Massachusetts. In total, it has about 8,700 students enrolled, 37% of whom are people of color. It also educates 221 international students from 59 different countries ¨C with China, Albania, Brazil, Morocco, Nigeria and Japan among the most represented countries on campus.

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    In 2016, Associate Director Shawn Wolfe and teachers at the American Language and Culture Institute did a review and found that areas for growth included establishing a universal documentation for identifying learner needs, goals and progress.

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    Cultural and linguistic diversity

    David Silva PhD, the Provost and Academic Vice President, highlights the need for this type of personalization when it comes to education.

    ¡°We have to be prepared for an increasing variety of learners and learning contexts. This means we have to make our learning contexts real,¡± he says. ¡°We have to think about application, and we have to think about how learners will take what they learn and apply it, both in terms of so-called book smarts, but also in terms of soft skills, because they¡¯re so important.¡±

    Silva makes the point that, as the world gets smaller and technology becomes a bigger part of our lives, we can be anywhere at any time, working with anyone from across the globe. ¡°We need to be prepared,¡± he says, ¡°for those cultural and linguistic differences that we¡¯re going to face in our day-to-day jobs.¡±

    The ability to change and adapt

    So how does the curriculum at the American Language and Culture Institute help prepare students for the world of study and work?

    At the Institute, the general review led to the realization that the program needed to be adaptive and flexible. This would provide a balance between general English and academic preparation and would also encompass English for specific purposes (ESP).

    Wolfe says, ¡°The GSE fit with what we were trying to do because it offers three different options; English for academic learners, English for professionals and English for adults, which is another area that we realized we needed to add to our evening program so that we can serve working adults that are English language learners in our community.¡±

    The English language instructors at the Institute were also impressed with the capabilities of the GSE. Joni Hagigeorges, one of the instructors, found the GSE to be an excellent tool for tracking student progress.

    ¡°What I really like is that you can choose the skill ¨C , listening, speaking ¨C and you¡¯re given the can-do statements, the learning objectives that each student will need to progress to the next level,¡± she said.

    Wolfe also commented on the GSE Teacher Toolkit and the way that it supports assessment and planning, allowing instructors to get ideas for specific learning objectives for groups or individual students. ¡°It¡¯s enabled us to personalize learning, and it¡¯s changed the way that our teachers are planning their lessons, as well as the way that they are assessing the students.¡±

    A curriculum that will meet learner needs

    The GSE has allowed the team at the Institute to become more responsive to changing student expectations. The alignment of placement and progress tests to the GSE has allowed instructors to have more input into the courses they are teaching.

    Elizabeth Cullen, an English language instructor at the Institute, said, ¡°The GSE helps us assess the strengths and weaknesses of various textbooks. It has helped us develop a unified curriculum, and a unified assessment mechanism.¡±

    This unification means that the curriculum can easily be tweaked or redesigned quickly to meet the needs of the students. What¡¯s more, as Elizabeth points out, the students benefit too. ¡°The Global Scale of English provides students with a road map showing them where they are now, where they want to go and how they¡¯re going to get there.¡±

    Standing out from the crowd

    In this time of global hyper-competition, the challenge for any language program is finding innovative ways to stand out from the crowd while staying true to your identity. At Salem State, the staff found that the GSE was the perfect tool for the modern, data-driven approach to education, inspiring constant inquiry, discussion and innovation. It offers students, instructors and administrators a truly global metric to set and measure goals, and go beyond the ordinary.