Business Writing

Business Writing

1. Transactional business writing

   • Everyday communication falls under transactional business writing. The majority of this writing is by email, but also includes official letters, forms, and invoices.
     • These documents are used to progress general operations. They are also used to convey good and bad news, often associated with human resource processes.
       • Examples of transactional business writing:
         • Emails: documents used to quickly communicate information between staff or clients in business activities.
         • Dismissal notice: this letter provides the official context and procedural details associated with employment termination.

2. Informational business writing

   • Not all business writing requires action. A large volume of writing is created for reference or record. This category can include some of the less glamorous but still essential documents.
     • Recording business information accurately and consistently is important for marking progress, predicting future work, as well as complying with legal and contractual obligations.
       • Examples of business writing:
         • Report: perhaps the bulk of informational writing is report writing. Organizations rely on reports to act, to communicate business and technical information, to capture work completed, to record incidents, to finalize projects and recommendations, and to act as an archive.
         • Financials: documents that outline the financial state of a company. These statements provide a fiscal snapshot of a company over a defined period.
         • Minutes: a summary of the proceedings of a meeting. A record of discussions, decisions, and assignments for attendees and others.

3. Persuasive business writing

   • When people think of business writing, they often think of the persuasive writing category. These documents are generally associated with sales. The persuasive writing may be direct, with focus on a specific item, or indirect, with focus on developing the client relationship.
   • The goal is two-fold: to convey information and to convince the reader that the presented information offers the best value. The text is written to impress the reader and sway their decision.
   • Examples of persuasive business writing:
     • Proposals: these documents outline an offer of a product or service to a specific potential client. The proposal generally presents project overview, benefits, timeline, costs, and competency.
     • Sales Email: an email written to a large number of people to pitch a product or service.
     • Press Release: a text written for journalists and media presenting new information. The text aims to persuade the reader to share the content through their own channels.

4. Instructioal business writing

   • Instructional business writing provides the reader with the information needed to complete a task. The task may need be accomplished immediately or it may be for future reference.
     • Examples of instructional business writing:
       • User Manual: a guide focused on allowing the customer to use a product.
         • Specifications: a technical document that provides an outline of a product or process that allows it be constructed or reconstructed by an unfamiliar but knowledgeable user, enabling effective distribution.
           • Memo: a short notification of new information shared within a large group in an organization.
   • This type of document must break down a process into steps that are understandable to the reader. The written record must account for reader’s knowledge of the area, the scope of the task while integrating variations or potential problems.