Mastering Business Writing Skills Essential Soft Skills Dos and Donts for Success
Mastering Business Writing Skills: Essential Soft Skills Do’s and Don’ts for Success
Ever sent an email that made you cringe the second you hit “send”? Or worse—realized your report reads like a robot wrote it after three cups of coffee? Yeah, we’ve all been there. Business writing doesn’t have to be stiff, boring, or full of corporate jargon that puts people to sleep. In fact, mastering it can be the difference between sounding like a polished pro or… well, the intern who accidentally CC’d the entire company on a lunch order.
Whether you’re drafting emails, reports, or proposals, strong business writing skills are non-negotiable. But here’s the good news: you don’t need a degree in English lit to nail it. Just follow these do’s and don’ts, and you’ll be writing like a CEO (or at least their very competent assistant) in no time.
Do: Keep It Clear and Concise
Nobody has time to decode a five-paragraph email when two sentences would do. Clarity is king in business writing. If your reader has to re-read a sentence three times to understand it, you’ve already lost them.
How to Keep It Simple
- Cut the fluff – Skip the “at this point in time” nonsense and just say “now.”
- Use short sentences – If it feels like a run-on, it probably is.
- Avoid jargon – Unless you’re 100% sure your audience speaks “Corporate Buzzword Bingo,” keep it plain.
Pro Tip: Read your draft out loud. If you sound like a Wikipedia page, rewrite it.
Don’t: Sound Like a Robot (Unless You Are One)
Newsflash: Business writing doesn’t mean stripping all personality from your words. You’re not a legal document (unless you are—then carry on). A little warmth goes a long way in making your writing engaging.
How to Humanize Your Writing
- Use contractions – “You’re” instead of “you are” makes you sound like an actual person.
- Add a touch of humor – A well-placed joke can make your email memorable (just don’t force it).
- Write like you talk – If you wouldn’t say it in a meeting, don’t write it.
Example of what NOT to do:
“Per our previous correspondence, kindly be advised that the aforementioned matter requires your immediate attention.”
Try this instead:
“Hey [Name], just following up on this—let me know your thoughts when you can!”
See the difference? One makes people want to reply. The other makes them want to delete your email and take a nap.
Do: Know Your Audience
Writing for your boss? Your team? A client? Each requires a slightly different approach. A casual Slack message to your coworker isn’t the same as a formal proposal for a big investor.
Tailoring Your Tone
- Formal (Clients/Execs): Professional but not stiff. Still keep it clear.
- Semi-formal (Colleagues/Managers): Friendly but polished.
- Casual (Team/Peers): Relaxed, but still professional (no inside jokes that need explaining).
FYI: If you’re ever unsure, err on the side of slightly more formal. You can always dial it back later.
Don’t: Forget Proofreading (Unless You Love Embarrassment)
Nothing screams “I didn’t care enough to check this” like a typo in a client email. And autocorrect? It’s not your friend. (RIP to the guy who meant to say “public” but sent “pubic” instead.)
Quick Proofreading Hacks
- Use tools like Grammarly – They catch the sneaky mistakes your brain glosses over.
- Read backward – Sounds weird, but it helps spot errors.
- Get a second pair of eyes – A coworker can catch what you missed.
IMO: If you’re sending something super important, sleep on it and review it fresh in the morning.
Do: Structure Your Writing for Scanners
Let’s be real—most people skim. If your email or report is a wall of text, key points will get lost. Make it easy for your reader to find what they need.
How to Format for Maximum Impact
- Use headings and subheadings – Like this article!
- Bullet points are your BFF – They break up info neatly.
- Bold key takeaways – So they jump out at the reader.
Example:
Instead of:
“The project timeline has been adjusted due to unforeseen delays in the supply chain, which means we’ll need to push back the launch date by two weeks.”
Try:
– New timeline: Launch delayed by 2 weeks.
– Reason: Supply chain issues.
Easier to digest, right?
Don’t: Overcomplicate Your Message
Big words ≠ smart. If you’re using “utilize” instead of “use” to sound impressive, stop. The goal is communication, not showing off your thesaurus skills.
When Simplicity Wins
- “Purchase” → “Buy”
- “Commence” → “Start”
- “In the event that” → “If”
Bonus: Your reader will thank you for not making them Google half your email.
Do: End With a Clear Call to Action
Ever gotten an email and thought, “Wait… what do they want me to do?” Don’t be that person. Always make your next steps obvious.
Strong Call-to-Action Examples
- “Can you approve this by Friday?”
- “Let me know if you’d like to schedule a follow-up.”
- “Reply with your feedback by EOD.”
Pro Move: If it’s urgent, say so—politely. “This is time-sensitive, so a quick reply would be awesome!”
Final Thought: Practice Makes Less Awkward
Nobody nails business writing overnight. Even the best writers draft, edit, and sometimes still face-palm at old emails. The key? Keep refining your style.
So next time you’re about to hit send, ask yourself:
– Is this clear?
– Is this concise?
– Would I enjoy reading this?
If yes, you’re golden. If not, tweak it. And if all else fails, just remember—even CEOs have sent cringe-worthy emails. You’re in good company. 🙂
Now go forth and write like the confident, competent professional you are! (And maybe double-check for typos first.)
