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 friends sat outside smiling and talking

    Lesser-known differences between British and American English

    By Heath Pulliam
    Reading time: 5 minutes

    Heath Pulliam is an independent education writer with a focus on the language learning space. He’s taught English in South Korea and various subjects in the United States to a variety of ages. He’s also a language learning enthusiast and studies Spanish in his free time.

    British and American English are two well-known varieties of the English language. While the accent is often the first difference people notice, there are also subtle distinctions in vocabulary, grammar and even style. Many know about how Brits say boot and lift, while Americans would say trunk and elevator, but what about a few lesser-known differences?

    Here, we take a look at a few of the more obscure differences between British English (BrE) and American English (AmE).

    Note: British English is underlined and American English isÌýitalicized.

    1.ÌýFootballerÌýandÌýfootball player

    Along with the well-known difference of how in the U.S., football refers to American football, while football in Britain is what Americans like me call soccer, Americans also use player after the sport to denote someone who plays the sport. In British English, the sport with an added -er suffix is more common, like footballer and cricketer, not football player or cricket player.

    This is not universal, though. For some sports, the -er suffix is used in both dialects. Both Brits and Americans use the term golfer, not golf player. There are also sports where the -er suffix is never used, like for tennis, cycling and gymnastics. Nobody says tenniser, tennis player is used instead.

    People who cycle are cyclists and people who do gymnastics are gymnasts. Sometimes, badminton players are even called badmintonists. Overall, there aren’t really any concrete rules for what to call each player of a sport. Each sport has its own way of calling someone who participates in that sport.

    2.ÌýI ³¦´Ç³Ü±ô»å²Ô’t care lessÌýandÌýI could care less

    The American version (I could care less) means the same thing. Although technically incorrect, it is still widely used in North America as an idiom and will be interpreted as not caring at all about something. Although popular, both variations can be heard in North America. Regardless, miscommunications do happen surrounding this phrase.

    “I could care less about who Harry Styles is dating right now.â€

    “Oh, I didn’t know you were interested in tabloid news.â€

    “I’m not! I just said I didn’t care about it.â€

    “No, you said that you could care less, meaning that it is possible for you to care less about who he’s dating.â€

    “Ugh! What I mean is that I ³¦´Ç³Ü±ô»å²Ô’t care less. Happy?â€

    3. American simplification

    Both British and American dialects are filled with many minuscule differences in spelling and phrasing. For example, the words plough (BrE) and plow (AmE) mean the same thing, but are spelled differently.

    When two words differ, American English generally favors the simpler, more phonetic spelling. Hey, there’s another one! Favour (BrE) and favor (AmE). It’s apparent in pairs like analyse (BrE) and analyze (AmE), and neighbour (BrE) and neighbor (AmE).

    Many of these small spelling differences can be attributed to Noah Webster, author of Webster’s Dictionary, who sought to distinguish American from British English by simplifying many of the words.

    Some of his simplifications to American English are swapping the s for z, (specialised to specialized), dropping the u in words ending in our, (colour to color), and changing words ending in -tre to -ter (theatre to theater).

    4. Courgette and zucchini

    The history of this vegetable, whatever you may call it, tells us why zucchini is used in American English and courgette is used in British English. If you’ve studied languages, you can probably guess what country each name originated from. England was introduced to this cylinder-shaped vegetable in the 19th century by its French neighbors, while Americans were introduced to it in the early 20th century by the large influx of Italian immigrants.

    The word zucchini is something of a mistranslation from Italian, however. What Americans use (zucchini) is the plural masculine form of the proper Italian word, (zucchino).

    5.ÌýAnticlockwiseÌýand counterclockwise

    These terms mean the same thing, the rotation against the way a clock runs. In British English, this movement would be called anticlockwise, and in the U.S., they use counterclockwise.ÌýThe prefixesÌýanti- andÌýcounter- mean similar things.ÌýAnti- means against, andÌýcounter- means contrary or opposite to.

    You should use antibacterial soap in order to stop the spread of germs.ÌýBuying cheap clothes that only last you a few months is counterproductive in the long term.

    Can you guess how they described this movement before the invention of clocks with hands and circular faces? English speakers this long ago used sunwise. This direction at the time was considered auspicious and the opposite of the other direction.

    6.ÌýHaveÌýand take

    Have and take are used often before nouns like shower, break, bath, rest and nap.ÌýIn the U.S., peopleÌýtakeÌýshowers andÌýtakeÌýnaps, while in the U.K., peopleÌýhaveÌýshowers andÌýhaveÌýnaps. Another example of this is how AmericansÌýtakeÌýa swim and BritsÌýhaveÌýa swim. These are called delexical verbs and we use them all the time in English, both British and American.

    Although often different, both groups of English speakers have arguments, make decisions and take breaks.

    7.ÌýQuite

    This word is spelled the same in both American and British English, but means something different. In the U.S.,ÌýquiteÌýis typically used as an intensifier, like the wordÌývery.ÌýIn the U.K., it’s normally used as a mitigator, like the wordÌýsomewhat.

    It can also mean completely if it modifies certain adjectives. (e.g., It’s quite impossible to learn a language in one month.)

    American English: That Mexican food we had yesterday was quite spicy.

    Translation: That Mexican food we had yesterday was very spicy.

    In British English, quite means something more on the lines of kind of, or a bit.

    British English: Thank you for the meal, it was quite good.

    Translation: Thank you for the meal, it was somewhat good.

    8. Clothing differences

    The category of clothes is one of the richest, with differences between the two English variants.ÌýHow about those pants that people used to only wear at the gym and around the house, but now wear them everywhere?

    Brits call themÌýtracksuit bottomsÌýand Americans call themÌýsweatpants. What about a lightweight jacket that protects from wind and rain?ÌýBrits might call this anÌýanorakÌý(derived from the Greenlandic word), but Americans would call it aÌýwindbreaker. Both variants also useÌýraincoatÌýfor this article of clothing.

    9.ÌýTorchÌýandÌýflashlight

    As an American, I’ve been confused before when coming across the word torch while reading the work of an English author.

    To Americans, a torch is a piece of wood with the end lit on fire for light.ÌýWhat Brits are referring to when they use the wordÌýtorchÌýis aÌýflashlight (AmE), a small, battery-run electric lamp.

    10.Ìý±·±ð±ð»å²Ô’t and don’t need to

    Ah, the English contraction. Many English learners don’t particularly love learning these, but they are an essential and everyday part of the language. ±·±ð±ð»å²Ô’t, however, is one that I don’t think I’ve ever heard another American say.

    In the U.K., this contraction is fairly common. ±·±ð±ð»å²Ô’t, when separated, becomes need not.

    British English: “You needn’t come until Tuesday night.â€

    Americans would say the relatively simpler don’t need to.

    American English: “You don’t need to come until Tuesday night.â€

    Don’t be fooled into thinking British English has necessarily more difficult contractions than the U.S., though. Just come to the American South and prepare to hear famous (or infamous) contractions like y’all (you all) and ain’t (am not, is not, are not)!

    Conclusion

    There are hundreds of differences between British and American dialects, we’re only scratching the surface here.ÌýSome of these make more sense than others, but luckily, both Brits and Americans can usually understand the meaning of any English word through context.

    Some people would even say that Brits speak English while Americans speak American.ÌýAlthough each dialect from across the pond seems very different, they have far more similarities than differences.

  • A group of students sat together in a library around a laptop smiling

    Forgetting to remember – What active recall is all about

    By Heath Pulliam
    Reading time: 5 minutes

    Heath Pulliam is an independent education writer with a focus on the language learning space. He’s taught English in South Korea and various subjects in the United States to a variety of ages. He’s also a language learning enthusiast and studies Spanish in his free time.

    Almost everyone has studied for a test at some point in their life. Have you ever studied a lot for a test and still not received a great grade? Probably so. This is because not all study methods are created equal. Just because you’ve ‘studied’ doesn’t necessarily mean that the material has stuck in your brain.

    Some common study methods don’t do as much as you might think. One technique, however, stands out for its efficiency and effectiveness. It’s called active recall, and it’s regarded by many as the best way to study.

    What is active recall?

    In short, active recall is the process of pulling information from your brain without prompts. The idea is that when you force yourself to remember something, you memorize it much faster than you would by only reading material or passively studying.

    When you’re taking a test and you’re not sure about an answer, you search your brain for the answer; that’s active recall. The action of trying to remember is what essentially crystallizes the information in your head for the long term. Multiple study methods use active recall or the action of searching your brain for an answer.

    Active recall forces you to pull information from your mind. It’s not just for doing well on tests but also for long-term retention.

    Active recall is praised for its effectiveness, but it is also mentally taxing. Attempting to recall things that are not in the front of your mind is tiring, which is part of why some opt out of using it.

    Dr. Cal Newport, author of Deep Work, says:

    “It’s almost like you have a pseudo-photographic memory when you study this way.â€

    Passive and active study

    Most people are taught to study, but less about how to study. People end up using passive study techniques, like rereading material or rewatching lectures. Although not particularly effective, studies show that reading and rereading notes remains university students’ most common study method. (Dunlosky, 2013).

    These methods might feel like effective studying but aren’t really helping much. Yes, passive study methods such as reading, highlighting, or watching can help, but can also give you a false sense of understanding.

    With these methods, when the time comes to retrieve the information, you struggle to recall it because it is not in your long-term memory.

    The first step to becoming excellent at studying is understanding how important active study methods are, such as flashcards, practice testing, or practice teaching – all methods that use active recall.

    Spaced repetition

    If you’re researching study methods, you’ve probably encountered the term spaced repetition. This technique can be incorporated into active recall study methods, primarily flashcards.

    Spaced repetition involves reviewing information at increasingly longer intervals in order to improve long-term memory. You are using this technique when you learn something, so review it a day later, then a week later and then a month later. It helps fight your brain’s natural process of forgetting things.

    Combining spaced repetition with active recall is always a recipe for successful study.

    So, what methods can you use to employ active recall in your study sessions?

    Summarize what you know

    The simplest way to practice active recall is to try to remember the material actively. To do this, read or reread some material, then take some time away—take a walk, snack break, or whatever you like to do to take a break.

    During this break, try to replicate in your mind as much about the topic from scratch as if you had to teach about it. Don’t be discouraged if you have trouble remembering; part of the learning process is forgetting material and then remembering it.

    When using this for language acquisition, make up relevant sentences and translate them into your target language. What type of vocabulary were you learning? What grammatical structures were new to you?

    Take a mental note of which elements you were able to remember and which ones gave you trouble.

    When finished, go back to the material and review. Were you able to remember things? Whether you could or not, you’ve helped yourself. Your attempt to remember is you practicing active recall.

    When you do successfully remember something, you’ll realize that it is locked in your long-term memory. This method is as simple as it is productive.

    Teach a friend

    Similar to mental summarizing, after studying, find a friend and do your best to explain the topic to them. Language learning could involve explaining how a new grammar pattern works in your target language or taking sentences and phrases and translating them to a friend.

    As a teacher, your best lessons are the ones where you know the material inside and out. If you can effectively explain and teach someone about your target language, you are that much closer to mastering the information yourself.

    Flashcards

    Flashcards, especially when combined with spaced repetition, are the king of study methods for language acquisition.

    Between all that they can be used for, they are especially good for language learning, no matter what part of the language you’re studying. This is one of the best ways to learn sentence structure that does not mirror your native tongue, conjugations for speedy use and general vocabulary.

    I have found that using a spaced repetition-based flashcard program is the best way to study a language. This way, you don’t have to schedule a bunch of paper flashcards manually.

    Among the most popular programs for language learners is Anki. Anki is a spaced repetition flashcard program. With it, you create your cards and the program schedules them at increasingly longer intervals. It is also used widely among students studying for large tests, like medical and law exams.

    To make the best flashcards, make them yourself. Downloading a big set of flashcards for your target language is tempting but not particularly helpful. Instead, after each study session, make a few flashcards yourself covering the new vocabulary/grammar you’ve just learned about.

    One more thing: do not use multiple-choice answers for your cards. Active recall happens when you produce information without prompts or assistance.

    Personally, I use flashcards every day to learn Spanish through . This program has a learning curve, but the payoff makes it worth it.

    Test yourself

    The goal of studying for a test is to be able to answer questions about a topic or, even better, know the material for real-world application. As stated earlier, active recall happens during testing, so why not use this form of active recall before testing?

    Use your materials to make a mock exam in this method, then take it. Through actively remembering to answer each question, the ones you get right will stick in your brain. Review the questions that you ³¦´Ç³Ü±ô»å²Ô’t remember and retake the test focusing on them.

    While not particularly complicated, these tips and methods’ effectiveness comes from their use of active recall. As you forget information and pull it from the depths of your memory, you solidify it for yourself.

    Forgetting plays an important role in learning something for long-term memory.

    Now, get to studying; how are you going to use the power of active recall in your routine?

    References

    Dunlosky, J. "Improving Students’ Learning With Effective Learning Techniques: Promising Directions From Cognitive and Educational Psychology." Association for Psychological Science, 2013, 1-6

  • A teacher sat in a classroom with a child, sharing crayons with eachother and smiling

    Four ways to keep kindergarten ESL students focused all day

    By Heath Pulliam
    Reading time: 5 minutes

    Heath Pulliam is an independent education writer with a focus on the language learning space. He’s taught English in South Korea and various subjects in the United States to a variety of ages. He’s also a language learning enthusiast and studies Spanish in his free time.

    Those who have taught children anywhere between the ages of 4 and 8 know that one of the biggest challenges of getting through to them is keeping your presentation style interesting. As someone who taught ESL in South Korea to kindergarteners, there are a few factors that make keeping students engaged a challenge. In countries where students learn English, students often have a heavy courseload and high expectations. As a first-year teacher, I learned a lot about what worked and what didn’t through trial and error. These are four methods that I consistently used to keep my students interested and engaged all day.

    Students are quick to lose focus at such a young age. You’re not speaking their mother tongue and some parts of an ESL curriculum are less than exciting. With young students, you can’t lecture your way through the material all day. Kindergarteners have a small window of focus and it must be capitalized on. The following methods are ones that worked for me and can be modified to cover any topic you’ll run into in an ESL curriculum.