Business Documents
 | |
|  |
Subscribe to Tash's articles
 | |
|
|  |
 | |
|
| |
 | |||||||
|
Business Documents
When running a small business, time is limited and there are many tasks to be done. Most business owners understand the importance of appearing professional and making a good first impression.
However, business owners don’t always remember that anything they write and give to potential clients is also part of their presentation. Thus, it is essential to make your documents professional too.
The following tips apply to documents as simple as a quote or order and as complex as a tender or annual report.
Spelling and Grammar
Word processing packages will spell check your work for you, and everyone therefore expects your work to be perfect in this regard. Don’t forget, though, a spelling or typing error can be missed by spell check so a manual check is a must.
For instance, spell check will accept “quiet short” instead of “quite short” or “the boy” instead of “the buoy,” yet they mean very different things.
This sentence was in a recent newsletter: “Thank yuo all for your patients during this time.” It had nothing to do with medical clients, by the way, but that’s what it says... A little more effort would have produced a more professional newsletter for clients.
Accuracy
Ensure that everything you write is accurate – if in doubt, leave it out or qualify it.
For example, “we expect delivery to take two weeks but will inform you of any delays” is better than “they will arrive in two weeks” if you are unsure.
Take particular care to be accurate about your clients – don’t call them the wrong name or misspell a name, as that will be remembered more than your words.
Also, be careful not to generalise – avoid words like all, every, never, best and only as they can be easily proven wrong.
Repetition of meaning
There is no need to call a snow white or a snail slow, and to do so makes the writer seem silly and ignorant.
Common examples of this are “at this moment in time”, “ new innovations”, “the one single reason”, “an added bonus” and “9am in the morning.”
I saw a newsletter the other day where the editor wrote “by yours truly … me” and it made her appear stupid and lowered the credibility of all she went on to say.
This can also expand to obvious explanations, such as “had a smile on her face” (where else would a smile be?) and “looked up at the sky” (the sky is obviously up.)
Make sense
If the words and ideas don’t move from point to point in such a way to be clearly understood, a reader will have to work hard and become discouraged. Aim for simple sentences and don’t include irrelevant information.
A simple test for checking if your words make sense is to read them aloud – your eyes may miss an error, but your ears won’t - or read it backwards.
Be appropriate
The use of form letters is acceptable, but make sure they are not overly general or unsuitable for some clients.
I once received a form letter from my old school, which was obviously written with school parents in mind as it discussed “helping your child develop.” It was irrelevant to me and prevented me donating as they wished.
Your choice of language is also important. Using technical terms and difficult words may show you have a great vocabulary, but will stop many people understanding what you’ve written. Likewise, using the latest slang and street language is likely to upset an older conservative reader.
Each business and each document needs to be written to suit the audience. However, it is never appropriate to use swearing and derogative terms in business documents.
It is also not appropriate to say negative things about competitors – apart from possible legal problems, it is unprofessional and unappealing.
Always, always proof read your writing before it becomes public. If unsure, then get someone else to check it as well.
For important documents or ones to be used repetitively, consider having a professional writer or editor help you. The benefits may astound you.
© 2004, Tash Hughes
Tash Hughes is a professional writer and editor with a wealth of business experience. She is also co-owner of Save Time Online. Found at www.savetimeonline.info, this is an information portal for busy people. There are articles, tips and links in categories such as business, parenting, health, gift buying and energy conservation.
Business Documents - To learn more about this author, visit Tash Hughes's Website.
Like this article? Share it with your friends
 | |
 |
No article feedback found. |
| |
Leave Your Feedback |
 | |
| |||
David BarrDavid Barr is the President of Venture Opportunities, Inc. David has been a professional business broker/intermediary since 1980 focusing on General Business Brokerage and Mergers and Acquisitions representing client transaction value from $400,000 to $20,000,000. Mr. Barr has handled the sale of over four hundred and fifty companies. David earned a university degree from the State University of New York majoring in economics and business. David holds the Mergers and Acquisition Master Intermediary and the Certified Business Intermediary designations from the International Business Brokers Association. He is also a Senior Business Analyst and a Texas licensed Real Estate Agent. For more information about David and Venture Opportunities, visit www.bizdealmaker.com. - Visit David Barr's Website |
|||
Anne BarrAnne Barr has over 26 years experience in sales and marketing, six years as a franchisee. She has assisted over 367 business owners and purchasers to achieve their goals in career change, transition and exit strategy. She holds the designation of Certified Franchise Executive from the International Franchise Association, Certified Business Intermediary from the International Business Brokers Association and Board Certified Broker from the Texas Association of Business Brokers. Anne is active in professional organizations, networking groups and volunteers for non-profit entities. As owner/operator of four successful businesses, Anne has proven people skills and enjoys helping clients find the right "fit" in business ownership. Visit www.FranchiseOpportunitySpecialist.com for more information about me and my company. - Visit Anne Barr's Website |
|||
Casey GollanCasey Gollan, Business Coaching & Mentoring Programs. Add $1 Million to $10 Million in the next 1 to 3 years. Since 1996 Casey has to added hundreds of millions of dollars to businesses. Watch a free video see client results Business Coaching website. - Visit Casey Gollan's Website |
|||
Kim CastleWith nearly two decades in the advertising and design business, with clients like Domino's Pizza, General Motors, Direct TV, Pedigree, Wolfgang Puck, Higher Octave Music, Hollywood Celebrity Products, Disney, and Paramount, as well as thousands of entrepreneurs around the world define, structure, communicate, and position their business for greater profits, BrandU(R) co-creators Kim Castle and W. Vito Montone discovered that entrepreneurs could experience the same power that big brands command for a fraction of the cost with the world's only process-based results-drive Integral approach to business creation. BrandU(R) is helping entrepreneurs grow with the power of extreme clarity from idea...to brand...to market(TM) and helping one million entrepreneurs become successful and whole so that they can make a difference in the world. Are you one of them? If you want to experience clarity all the way to the bank(TM), get started now at http://www.brandu.com. - Visit Kim Castle's Website |
|||
Jeff FosterWebBizIdeas.com is a Minneapolis website design company founded to help people start an internet business by providing them with website, business, and internet resources that help foster the growth of successful online businesses and develop innovative Internet business ideas. We specialize in internet consulting & internet marketing. - Visit Jeff Foster's Website |
|||
David AchesonDavid Acheson is the founder of DCJA Consultancy. DCJA Consultancy is a management consultancy business specialising in B2B sales consultancy. They offer bespoke and packaged sales consultancy including Sales Optimisation Review, Interim Sales Management, Sales & Marketing Review, 1:1 Sales & Management Staff Analysis, Management Training, Solution Sales Training, Creation of New Pay Plan, KPI's, run Customer Feedback Campaigns, assist with Recruitment, Coaching, Appraisals and set up Strategic Marketing Campaigns. David spent his early career in accountancy and then moved into sales in 1982, working in Office Equipment, IT, Advertising, Training, Outsourcing and Consultancy. He has held many Senior Positions in SMBs and Global Organisations including Head of Sales Operations & Head of Business Development. His knowledge, skills and great experience of the Sales Industry has led to David making keynote speeches and running educational sessions to key businesses through organisations including The Chamber of Commerce and Business Link. - Visit David Acheson's Website |
|||
Leanne Hoagland-SmithAre your sales where you want them to be? Will you be one of the few who achieves sales or business success or one of the many who have failed to change? Are you tired of being told you are like everyone else? Then you may find my first book on sales of interest. Be the Red Jacket in the Sea of Gray Suits, The Keys to Unlocking Sales available at Amazon or at http://www.processspecialist.com/red-jacket.htm. This book is a reflection of my no-nonsense approach to improving sales to overall business results. If you are truly committed to making sustainable changes, then I can help you secure a positive return on your investment because I focus on executable solutions not telling you the problems you already know you have. From training to corporate (group) coaching to executive one on one coaching, my approach is to assess, create awareness, build a goal driven action plan and then execute. The bottom line question is "Not do you or your employees know it, but do you or they want to do it?" Please call for a free strategy session at 219.759.5601. - Visit Leanne Hoagland-Smith's Website |
|||
Cheryl MatthynssensCheryl is a life skills coach, licensed Chemical Dependency Counselor and a 20 year entrepreneur. Cheryl's dedication to achieving a life of balance led to her expanding her teaching from the simple managing of life's daily challenges to adding financial well being as well. A direct marketer with DrinkACT, she is gaining ground in the online community with her concepts of making sure business owners, entreprenuers and employees have well rounded life styles. She opened up a small affiliate site - The Balance Guide- to help others find resources for mental and emotional well being. Visit Cheryl's blog to see more of the diversity beyond business she has began offering online at www.thebalanceguide.blogspot.com - Visit Cheryl Matthynssens's Website |
|||
|
To learn more about the Evan Elite Author Program please contact us. | |||
