Improve Your Business Writing

1. Write with care  

• Work slowly and carefully to reduce opportunity for errors.
• Avoid distractions that will impair concentration.
• Work only when alert, in a quiet environment.
• Allow yourself enough time to compose and edit your document, especially if you are on a deadline

 2.  Begin with a rough draft  

• Outline your initial ideas in point form before you begin.
• Decide whether your message is best delivered in a letter, memo, proposal or report.
• Create a rough draft.
• Review the draft and rearrange paragraphs as needed.
• Insert any missed ideas.
• Refine your structure and wording to achieve clarity and maximize impact.
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3.  Organize your material for impact  

• Determine the essence of the document's intended meaning.
• Capture the reader's attention early by placing important ideas up front.
• Maintain readers' interest by referring back to the central theme throughout.
• Ensure that each paragraph has an introductory statement, supporting points and a conclusion.
• Consider the use of graphs, graphics or charts to add interest and visually support your points.
• Conclude with a call to action, or with a set of next steps to be accomplished and by whom.

 4.  Use words economically  

• Use a variety of different words for interest and to avoid repetition.
• Leave out jargon that may be unfamiliar to readers.
• Use words that come easily and naturally to you.
• Avoid the temptation to add extra words in an effort to sound articulate.
• Employ words effectively but sparingly for better comprehension.
• Look for opportunities to omit unnecessary words.
• Remember that busy professionals rarely have time to read excessively long documents.

5.  Check your grammar  

• Incorrect grammar can detract from the professionalism and credibility of your document.
• Refer to a good stylebook for a complete discussion of proper punctuation and grammar.
• Ask at bookstores or libraries for recommended stylebooks to suit your needs.

 6.  Choose the right type styles  

• Employ type styles properly to reinforce communication and improve legibility.
• Choose different type styles only to distinguish between different elements of your document - body text, headlines, captions, titles, subheads, etc.
• Exercise restraint in the number of different typefaces you use in a single document.
• If your organization has standard typefaces for documents, be sure to use these.

 7.  Review content for accuracy  

• Make sure all information you have provided is accurate and up to date.
• Verify any numerical references, including math in graphs or tables.
• Check that individuals mentioned by last name were previously introduced.
• If the text describes a stepped process, make sure that all steps are listed.
• Ensure that you are not violating any copyright laws when citing outside sources.

8.  Proofread!  

• Do not rely solely on your computer's spell-check or grammar-check functions to catch errors.
• Take the time to carefully reread your document for misplaced words or incorrect usage.
• Avoid editing or proofreading on a computer monitor.
• Work from "hard copy" printouts for maximum precision.
• Have someone else read the document for you to catch any errors you may have missed.

9.  Select the right presentation  

• Ensure all letters are properly formatted to fit letterhead.
• Staple or clip multiple-paged documents together once in the upper left corner.
• If you must photocopy documents, ensure that your machine yields high quality, legible copies.
• Consider outsourcing high-volumes of multiple-paged documents to a copy store.
• Place large documents in binders or have them spiral bound. 

10.  Deliver the finished product

• Determine whether the document should be emailed, mailed, sent by courier or distributed through an internal mail system.
• Allow enough time for your audience to receive, read and respond to time-sensitive documents.

If your document is designed to accompany an oral presentation, ensure there are enough copies of for everyone attending.