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Considerations for Business Writing

Guest post by: Michael Miles

Article Overview: You may have an excellent idea or proposal, but unless you can effectively communicate it in a report, you could fail to capture the interest and enthusiasm of the reader. It is vital to write effectively and persuasively by using the correct language and structure. You may have an excellent idea or proposal, but unless you can effectively communicate it in a report, you could fail to capture the interest and enthusiasm of the reader. Reports should lead to outcomes, but they are often set aside. This is often because they lack the necessary impact to carry an argument through. Sometimes reports are rejected, or have to be re-written, because the purpose of the report has not been clear. What is the purpose of writing a report? Why must we do it?

Considerations for Business Writing

A written document can provide more than a visit or phone call. It not only gets your message across clearly but it provides a permanent record. With well-written documents there should be no misunderstanding, unlike the possibility on the telephone or in conversation. Reports and letters also serve as a record. They are long-lasting, tangible evidence of information you communicate to others.

Writing has its advantages and disadvantages

Advantages

• You can choose your words carefully
• You can send the same message to several people
• The report can be checked and corrected before release
• The recipients can go through the report at their own pace
• The risk of misunderstanding is less than speech
• It is a permanent record, which you can copy and refer to later
• It allows the sender to avoid direct contact and remain clinical about the content.

Disadvantages

• It takes time to get the report right
• It does not have the advantages of body language, which can emphasise points and motivate
• You cannot be certain people have read the document
• You get no immediate feedback, hence you cannot modify the message if readers misunderstand it
• There is a requirement for a managed process
• It is permanent and traceable
• It may be bulky
• Not everyone reads it in its entirety.

The general rule

• If all you want to do is communicate factual information - writing is best
• If you want to persuade, motivate and involve - verbal communication is better.

When considering whether to write or speak to someone, ask yourself these questions:

1. "Would it be best to put this in writing?"

2. "Should I use writing to back up my words?"

3. "Will I save a lot more time and trouble later, if I take the time and trouble to put it into writing now?"Setting objectives for writing assignments

Before writing (or typing) an assignment we need to ask some important open questions. Because these questions begin with the letters W and H they are known as W H questions. Establish:

Who will be reading it?

What is the report about?

When is it required?

Where will the report be used?

Why is it being written?

How should it be written?

If achieving your purpose depends on getting a response, try to encourage your readers to give it.

Who will read it?

One basic lesson which all authors must face up to is this: ‘What market are they writing for?' Authors who write successful thrillers do not do it by accident. They know who reads their books, what their readers' expectations are, the level of language they understand and the sort of situations they like to read about.

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Article Tags: correct language, Preparing a report, writing a report



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