Last week, we established that the tone of all forms of business writing, from emails to business plans, must remain professional. Click here to read that article.
While keeping a professional tone at all times, it is important to identify the goal of each business communication. What exactly are you trying to achieve? Once you answer this question, you should be able to communicate your ideas clearly and effectively.
All forms of business communication fall under one of the following types. Make sure you goal aligns with your choice of words.
- Actionable Communication. This type of communication encourages people to take actions or follow specific instructions. For example, one can send an email asking colleagues to complete an optional online survey. Actionable communication gives the reader something to do. It is expected that this kind of writing is motivational so that the reader is egged on to take the desired action.
- Informational Communication. This kind of business writing simply informs an audience. For example, an Ad announcing the re-branding of a product or service of a company. Informational communication is expected to be clear and easy to understand so as to avoid misinterpretation.
- Negative Communication. This type of communication is inevitable in the corporate world. Sometimes an appointment has to be terminated or a deal has to be cancelled. Whatever the situation that calls for negative communication, care must be taken when writing any document of this nature. It’s important to be empathetic but firm and direct in this type of communication.
- Persuasive Communication. This refers to proposals or applications for funding, a government grant, or partnership. The tone and style of the writing should be convincing and positive. The document has to hook the recipient so they consider or act on the plan.