About
When you are writing business correspondence, you must master elements of writing and understand the culture of American business to make the impression you desire. As productivity and efficiency are core values in American business, being able to express yourself directly and concisely is important to communicating successfully in the business world.
Writing Tips: American Business Writing
Be direct.
American business documents should always be presented practically. Written communications are expected to be direct and get to the point quickly. The purpose of a piece of writing should be clear from the very beginning, and only relevant and necessary information should be included.
- In any document, whether it is a letter, report, or memo, offer only a brief opening statement.
- Omit long introductory remarks.
- State your purpose for writing early in your document.
- Define problems and solutions in a straightforward manner.
- Offer concrete examples to clarify your meaning.
Be positive and upbeat.
Rather than ‘reading between the lines’ and valuing a humble image, your reader expects you to take responsibility for, and pride in, your strengths and accomplishments. Especially in cover letters and sales, marketing, or networking relationships, you will want to highlight the positive.
- Take responsibility: use the first person, I and we, and the active voice.
- Show confidence through strong language. Avoid maybe, might, possibly, and it seems. Use can, will, and is.
- Use vivid verbs and descriptive terms.
- Be sincere, and be yourself. Often personality is just as important as correct grammar and tone.
- Do not include information merely to prove your ability or knowledge, however. Too much information can dilute your message and suggest that you do not actually know what you are doing.
Create the correct tone.
When writing for business, you will need to create a reasonably formal tone that is appropriate for your relationship with your reader. American business relationships are often less formal than business relationships in other cultures. Certain fields are more traditional and formal than others; be aware of the conventions and expectations in your field. Dress codes can be a signifier — the more casual the dress, the more informal you can expect communications to be.
Factors to consider in your relationships are familiarity and, less importantly, hierarchy or authority. Among adults, title and age are less significant than in many other cultures. First names are often used after an initial introduction. E-mails and memos are often more informal than cover letters or requests. Consider your relationship with the person you are writing to and what you are writing when working on your tone.
Do | Don’t |
Create a reasonably formal tone | Use slang or casual language in most communications |
Use first names when writing to someone who has indicated this is acceptable or whom you know well | Assume a first-name basis with strangers and your superiors, especially in formal situations such as cover letters and applications |
Use I or we when necessary | Refer to yourself in the third person |
Use simple, common language, except when communicating with others who you know are familiar with technical jargon | Use overly technical, complicated, or showy language to be impressive |
Stick to relevant, business-related information | Include, or ask about, personal information, social information, or displays of personal attitude or emotion |
For the most part, avoid humor | Make jokes about yourself or your reader, especially in writing |
Use proper grammar and spelling | Use text shorthand (bc, IDK), IM-speak (LOL), or emoticons (smiley faces) |
Mind your grammar.
Business documents must be perfect. When writing any business document, be particularly aware of grammar or language mistakes that you habitually make. Such mistakes will make a poor impression on your reader, which you may not get the chance to improve. They may also keep him or her from understanding your point and, ultimately, doing business with you.
- Take the time to review your document fully. Consider your intended meaning carefully when reviewing your grammar and style errors.
- Look up words that you are unsure of.
- Have a colleague or friend read your writing and comment on your message and tone if you are writing a very important document.
Elements of American Business Writing
The elements of American Business documents are dependent on the purpose, means of delivery, and factors specific to the writing situation, such as whether the audience is internal or external. However, some standard elements apply to all business writing.
Social Conventions: Bias-free Language
In American Business Writing, gender should be acknowledged with formality unless you know the person well. When addressing women, use the title Ms. unless the person goes by a career title, such as Dr. or Professor. If the woman signs her name or expresses a desire to be titled Mrs., follow suit in your communications with her and use her preferred title.
Avoiding condescending or negative language related to disability, age, race, socioeconomic status, and sexual orientation. Unless the context of the communication has direct relevance to any of these factors, refer to people in more generally relevant terms, such as customers, clients, researchers, analysts, employers/employees, and contractors.
Opening
The opening of your document may be an introduction (formal) or a greeting (internal/ some external communications).
Body
The body of your document will contain important information to achieve the purpose of the communication (inform, persuade, etc.).
Conclusion
The conclusion of your document will summarize key points and may include a call to action.
Signature
Depending on the formality of the document, the signature may simply be your name or your full name, title, and contact information.
See a Model: Company Internal E-mail
Company Internal E-mail
Good morning, Team. (Item 1)
As we are finalizing the Tout le Pet website, I wanted to double-check the consumer prices with you before posting them to the site. (Item 2) Please review the attached document for the Tout le Pet line’s web prices, and advise whether you think they are appropriate. (Item 3)
In summary, (Item 4) the new line of pet pillows costs between $29 and $199, depending on size and fabric. All pet pillows can be personalized for a flat fee of $29 per item. (See attachment for description): (Item 5)
- Rayon pillows cost $29 for a ‘petit’ pillow and $49 for a ‘jumbo’
- Cotton corduroy and madras pillows cost $49 for ‘petit’ and $79 for ‘jumbo’
- Natural silk with hand embroidery range from $149 for ‘petit’ to $199 for ‘jumbo’ (Item 6)
Please let me know what you think. (Item 7) If you would like a full price analysis, I will send a copy at your request. (Item 8)
Thank you, (Item 9)
Louelle (Item 10)
Features of a Company Internal E-mail
Item 1. Start with a friendly greeting.
Item 2. State your purpose upfront. Include little introduction and leave out pleasantries.
Item 3. Explicitly, but politely, request the reader’s attention and state the expected action for follow-up. State this early so readers know what they are reading and why.
Item 4. Provide an overview of relevant information, even if the information is available in an attachment or through a link. This saves time and further orients your readers to your request.
Item 5. Specify what information attachments contain.
Item 6. This list (bulleted) format makes information easy to skim and locate. The most important information from the attachment is summarized here, so a reader can get the basic idea without downloading the attachment.
Item 7. Reiterate the request for a reply at the end, so readers are reminded of follow-up action.
Item 8. Offer more information or assistance to close, in case readers have questions or something is not clear.
Item 9. Use a fitting close. Since this is a request, ”Thank you” is appropriate. ”Thanks” is also fine for casual, internal communications.
Item 10. For internal communications, your name alone is an adequate signature. If you are writing to someone within your company who you do not know personally and who does not know how to contact you, include a full signature.
See a Model: Networking E-mail
Networking E-mail
Dear Mr. Chaney, (Item 1)
I recently heard your interview on public radio and was intrigued by your community building program. (Item 2) As a manager at a non-profit institution, I greatly admire your initiative and would very much like to meet for a coffee (Item 3) or perhaps a volunteer day at your site. If you have a free moment and would like to meet up, I would be thrilled to do so at a time and place that is convenient for you. Or, if you need weekend help, I am ready to roll up my sleeves and observe your ambition at work. (Item 4)
I work at Artists for Hope, an organization that offers alternative therapy for disadvantages and disenfranchised people. (Item 5) Our mission is to provide non-medical treatment, counseling, and support through artistic expression and appreciation. Your interview especially piqued my interest in activity-based community building, an area in which I have less experience. (Item 6)
I would like to introduce myself as a potential volunteer and learn more about your program, experiences, and philosophies. I appreciate that you are a very busy person and would be grateful for any time and advice you have to offer. (Item 7) I hope to hear from you soon. Thank you for your consideration. (Item 8)
Sincerely, (Item 9)
Joseph Nunzio
Artists for Hope
Day: (215)555-1212
Evening: (215)555-5432 (Item 10)
What’s correct in this networking e-mail?
Item 1. Begin with a formal introduction. Unless you have been told otherwise, address your recipient by title and last name.
Item 2. Explain how you have found this person’s contact information and what inspired your contact. It may be through a friend, job database or alumni board. Be specific and upfront, so that it is clear your e-mail is not simply a solicitation.
Item 3. Indicate what you are asking your reader to do early in the e-mail after a short introduction.
Item 4. Volunteering to help out is a great way to get first hand exposure and make strong connections, if it is appropriate to the situation.
Item 5. Explain a little bit of yourself to orient your reader to who you are and why you are contacting him or her. Provide details that are relevant to your request.
Item 6. If there is an aspect that is particularly interesting or relevant to your interests, explain what it is.
Item 7. Be understanding of your reader’s time and obligations.
Item 8. Thank your reader before closing as a polite touch.
Item 9. Use a formal closing.
Item 10. Provide contact information or your full e-signature.
Revision Checklist: American Business Writing
Focus/Purpose
Is your approach to your material straightforward?
- State your main objectives early in your document.
- Do not digress: omit information that is not directly relevant to the subject of discussion.
- Include brief, concrete examples of important points.
- Include all relevant information, but be as brief as possible.
Development/Elaboration
Have you kept your introductory material direct and relevant?
- Refrain from offering overly complicated introductory material.
- State your objective or reason for writing immediately.
- If applying for a job, state the name of the position and note how you found out about the opening.
Do you state your purpose for writing early in your letter?
- Tell the reader why you are writing.
- Be upfront and direct.
Do you provide enough information and detail that your reader can understand and respond to your letter?
- Include all of the information necessary for your reader to make an informed decision, whether you make a request, offer an invitation, or extend thanks.
- Be specific. Avoid generalities like something and sometime.
- Include only what is necessary. Too much information can confuse, overwhelm, or irritate your reader.
Do you provide a clear description of what follow-up action you expect?
- Be explicit when telling or asking the reader what is to happen.
- Name who will be responsible for actions. If you expect a reply, say so politely.
- Indicate timeframes within which actions will take place, such as at your convenience, as soon as possible, once I have heard back from you, etc.
Do you thank the recipient and offer future assistance?
- Thank your recipient for his or her time, interest, help, etc. before closing.
- Offer your continued assistance and availability.
Organization
Is important information easy to find?
- State important information at the beginning and ends of paragraphs.
- Use paragraphs to separate information by topic and make your letter easier to read.
- Use lists to organize series of options, steps, or actions.
Language/Style
Is the tone of your letter appropriate?
- Use someone’s first name only if you know him or her well; use title and last name of people you’ve met only once or never met.
- Omit expressions of personal feelings, even if positive.
- Avoid overly formal language or speaking of yourself in the third person.
- Avoid slang, informal phrasings, and cliches.
Does your document sound upbeat and confident?
- Refrain from making humble or apologetic statements anywhere in your document.
- Present your ideas optimistically.
- Let your reader know why you are capable of doing the job and how you can be helpful to him or her.
Have you used concise, direct language to make your point?
- Use straightforward language except when special business or technical terms are needed.
- Use the active voice. (Sub: Use first person, active voice in most cases. The active voice is less wordy and more direct than the passive voice. For example, instead of writing Your assistance, if available, will be greatly appreciated, say I (or we) will greatly appreciate any assistance you are able to provide.)
- Keep sentences relatively simple, but use coordination and subordination to prevent them from being choppy.