A guide to mastering business English writing

app 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.

More blogs from app

  • A group of students stood in a classroom high fiving eachother

    How to help students achieve their New Year’s resolutions

    By Nicola Pope
    Reading time: 2 minutes

    2025 is here. As we step into the new year, it's the perfect time to reflect on our recent challenges andachievements. It’s also a good moment to think about the future with optimism andplan our goals. Our students, too, are thinking about their New Year's resolutions.

    As a teacher, you can help them consider how learning English will help them now and in the future. On top of this, you can guide them as they plan their goals and give them useful advice on how to achieve them.

  • People sat in chairs doing various things like working on a laptop; sat in one of those seats is a cartoon robot

    English for employability: What will jobs be like in the future

    By Nicola Pope

    What do driverless car engineers, telemedicine physicians and podcast producers have in common? About 10 years ago . They are representative of a new technology-driven marketplace, which is evolving faster than employers, governments and education institutions can keep up.

    As new jobs appear, others fall by the wayside. Today, it’s estimated that up to with currently available technology. Routine jobs like data entry specialists, proofreaders, and even market research analysts are especially at risk of becoming redundant within the next 5 to 10 years. Globally, that means between 400 and 800 million workers could be displaced by automation technology by 2030, according to McKinsey.

    Moreover, will need to work in areas that do not exist in the current market. The question is, what can we do to prepare learners for a future when we have no idea what jobs they’ll be doing? Mike Mayor and Tim Goodier discuss this uncertain future and explain why English for employability is such a hot topic right now.

    A rising level of English and employer expectations

    Mike Mayor, Director of the Global Scale of English at app, explains that while he believes employability has always been a factor in English language education, it has become more important and more of a focus for students looking to enter the workforce.

    “Expectations of employers have risen as proficiency in English language, in general, has risen around the world,” he says. “They’re now looking for more precise skills.”

    Tim Goodier, Head of Academic Development at Eurocentres, agrees. He explains that English language education is primarily about improving communication and soft skills – which is key for the jobs of 2030 and beyond.

    “There’s a convergence of skills training for the workplace and language skills training,” Tim says. “The Common European Framework of Reference (CEFR) has recognized and, in many ways, given a roadmap for looking into how to develop soft skills and skills for employability by fleshing out its existing scheme – especially to look at things like mediation skills.”

    How the Global Scale of English and CEFR have surfaced employability skills

    TheGlobal Scale of English (GSE) is recognizing this increasing prominence of English for employability. Mike explains that it’s doing this “by taking the common European framework and extending it out into language descriptors which are specific for the workplace.”

    In developing a set of learning objectives for professional learners, Mike and his team have given teachers more can-do statements. “They are able to create curricula and lessons around specific business skills,” he says.

    Tim comments that one of the most interesting things about the GSE is that it links can-do statements to key professions, which he explains “is another extension of what these can-do statements can be used for – and viewing competencies as unlocking opportunity.”

    Showing how these skills and competencies relate to the real world of work can be a strong motivating factor for learners.

    He says that teachers need to visualize what success will look like in communication “and then from there develop activities in the classroom that are authentic.” At the same time, he says that activities should be personalized by “using the learners’ own interests and adapting the course as much as possible to their future goals.”

    Preparing students for the future workplace

    Speaking on the role of publishing in English for employability, Mike says:

    “I would say as course book creators we actually incorporate a lot of these skills into our materials, but… I think we could do to push it a little further.”

    In Mike’s view, educators need to do more than teach the skills, they need to raise awareness of their context. In other words why these skills are important and how they will help them in authentic situations both in and out of the work environment.

    Beyond teaching the language itself, he says publishers should be helping teachers ask:

    • Are the students participating fairly in group discussions?
    • Are the students actively listening?
    • Are they interrupting politely?

    These skills “don’t come naturally, and so just to begin raising awareness would be an added value,” he says.

    Future skills: careers in 2030

    In the same way we didn’t know that driverless cars would become a reality 10 years ago, we cannot say with absolute certainty which professions will arise and which will disappear. However, using tools like the GSE teacher toolkit, we can help our students develop the language and soft skills they need to navigate an ever-shifting job market. The future is an exciting place, let’s help our learners prepare themselves!

    Watch the full interview with Mike and Tim below:

  • A group of young people sat together smiling

    How long does it take to learn English?

    By Nicola Pope

    “How long will it take me to learn English?” This is a question we often hear, especially with summer intensive courses just around the corner. Students all over the world want to know how much time and effort it will take them to master a new language.

    Teachers know the answer isn’t as simple as it seems. It depends on many things, such as; how different the second language is from their mother tongue, how old they are, whether they can speak other languages, how much time they will have to study outside the classroom, their motivation and ability to practice.

    The truth is, it takes A LOT of work to become proficient in a new language – and students need to be aware that they need to study independently if they want to progress rapidly.

    Explaining student responsibility

    Becoming truly proficient in a language can take many years. In a study carried out by app they found that even for fast learners, it can take as much as 760 hours to enter the B2 CEFR level from <A1.

    Also, most year-round courses are around 100-120 hours per level, (not including homework). So the reality is that it should take approximately 1000 hours to go from A1 to C2.

    However, one of the biggest misconceptions students have is that there is a “fixed route” to language learning and that this is linear – and that time spent studying in class is all that’s required to make the progress they expect. This mistakenly puts the onus on the teacher, rather than the student, which means they may not take responsibility for their own learning.

    While most language learners need great course materials, instruction, correction, and mentorship from their teachers, it’s key that they are motivated to become independent learners. Progress and success comes down to regular practice, feedback and the confidence to make and learn from mistakes. Students must understand this from the outset – so make sure this is a conversation you have with your classes from the very first day.

    Understanding language goals

    It’s also extremely important to understand your students’ language learning goals right away. Some, for example, will want to learn a language for travel purposes and may be happy to reach an elementary or pre-intermediate level of English. Others will want to learn it for work or study purposes and will need to reach a more advanced level. By definition, “learning a new language” will be very different for those two groups of students – and this will affect how you design and deliver your course.

    Therefore, it’s key that you discuss individual learning objectives and then form a plan of how students will meet them. You should also explain that not everyone progresses at the same rate, but that is normal and should not be a cause for frustration.

    In private language schools (PLSs), which offer English for specific purposes (ESP), business English, CLIL, English for Academic Purposes, intensive summer classes, and a range of other courses, it’s even more important to do this well. Correctly managed expectations, well-selected materials, and tailored courses will keep students motivated and help the business thrive.

    Setting and meeting targets

    At an institutional level, schools, PLS’s and even government agencies also need to be aware of the pitfalls of rigid target setting.

    Not only can mishandled targets directly affect learner motivation when they are held back or moved up too quickly, but they also can force educators to “teach to the test”, rather than planning classes and designing courses that meet their students’ needs.

    On the other hand, standardized testing systems help place learners at the right level, set benchmarks and show student progression. Examinations also give students firm objectives to work towards.

    So, at the very least, management and governing authorities should consult with educators before setting broad targets.

    Handling feedback and adapting to individual needs

    Honesty is essential when talking to individual students about their progress (good or bad). It’s hard telling someone that they haven’t achieved the grades they need to move on to the next level, but it’s the right thing to do. Putting a person in a higher level to save their feelings only leads to frustration, demotivation, and self-doubt. Likewise, when a student has done well, praise is good, but you should still be honest about the areas in which they need to improve.

    This is what happens at a successful PLS in Japan who run 1000-hour year-round intensive courses. They get results because they consult their learners in order to understand their goals and focus their courses on developing key communicative skills for professionals. At the same time, they track motivation levels and adjust their courses to ensure the student’s progress is on track to meet their expectations. Of course, this is quite a unique setting, with a very intensive, highly personalized approach, and the school has the advantage of tailor-making courses.

    Using tools to help

    They also used the Global Scale of English (GSE) to help design their curriculum and use the ‘can do’ descriptors to set goals. They then selected Versant assessments (which are mapped to scoring against the GSE) to measure student progress on a monthly basis.

    Educators can emulate their approach. By using tools like these, as well as others, such as the GSE Teacher Toolkit, you can design syllabi, plan classes, place students at the right level and measure individual progress, helping you meet your institution’s targets while supporting your learners to achieve their goals.

    An additional benefit from using the GSE, is that this granular framework breaks down what needs to be learned within a CEFR level. Our courseware, Placement, Progress and high-stakes assessments, like PTE Academic, are already aligned to the GSE. To help accelerate the learner journey, our courseware now features three new levels – A2+, B1+ and B2+. By moving to eight-level courses, it ensures students are able to master the content at a more achievable rate.