2. The Basics of Business Writing Writing in a business environment differs from other types of writing. In professional settings, written messages and oral presentations should be purposeful, economical, and audience oriented. Identify the correct business writing objective for the following description. Identify the problem you are trying to solve or the information you are trying to convey, and then develop a strategy to address that need.

Fast Facts: Basic Business Writing Goals

Convey Information: Forms of business communication, such as research reports or policy memos, are written to disseminate knowledge.

Deliver News: Professional writing is often used to share recent events and accomplishments with both internal and external audiences.

Call to Action: Business professionals use writing in an attempt to influence others for numerous reasons including selling merchandise and passing legislature.

Explain or Justify an Action: Professional communication allows a business entity to explain their beliefs or to justify their actions.

1. Instructional 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.

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.

Examples:

User Manual: a guide focused on allowing the customer to use a product. Effective user manuals are crucial to a good user experience and a happy customer. User manuals are often considered part of technical writing, which is closely related to business writing.

Specifications: a technical document which 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. The memo may include a direct instruction or be a reference on how to complete future tasks.

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.

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. A well written report allows the reader to easily grasp the content and, if applicable, make informed decisions.

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 to 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.

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. 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. An easy way to quickly improve your transactional business writing is to take an online course.  

These documents are used to progress general operations. They are also used to convey good and bad news, often associated with human resource processes.

Emails: documents used to quickly communicate information between staff or clients in business activities. Read our guide on how to write a business email here.

Dismissal notice: this letter provides the official context and procedural details associated with employment termination.

Each business document falls into one of these four categories. By determining the category, you will better understand your document’s goal. This insight will improve your writing.

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