The Writing-Practice Journal

How to Write for Business and Marketing

Whatever it is you need to write for your trade or business, it deserves your complete attention for your business to prosper. Anyone who can hold a pen or can sit in front of a computer can write something to make his intentions known, but for the writing to take effect immediately and forcefully, a writer needs to take into account a few essential points.

Before you start to write, arranging your thoughts is an absolute necessity. You might like to take notes while you think. During this process, you will need to:

* Analyze your readers by thinking about these questions: What age group is the audience and what are their needs in relation to your business? Then, evaluate the readers' viewpoints. What do they want to know? What do they need to know? Also imagine what details, if any, need to be included
* Analyze your own credibility. Are you being ethical? Are you hurting your company by writing to others private information or technical knowledge that is not copyrighted yet? Are you hurting someone or some group by holding back information? Are you trying to exaggerate a point unnecessarily or omit some crucial data? Can you increase your credibility by providing proof that supports your proposal or the point you want to make.
* Even if you put forward a perfect proposal or a perfect report, what type of questions can you anticipate afterwards?

Then, make a list of the things you are going to write, and organize them in groups of similar ideas. This will be, roughly, the body of your text.

Before you start writing the initial draft, make sure you understand these basics:

* Decide what the main idea is and put that down first. Make sure your purpose in writing this proposal, ad, text, etc. is immediately clear to the readers.
* Readers remember the first sentences best and the ideas introduced the earliest. In other words, first come first served. Put the least important ideas at the end of the text.
* Start each paragraph with a strong sentence that introduces or summarizes what the paragraph will contain. Then, you can reinforce it with supporting sentences. One idea per paragraph is the way to go. Do not flood a paragraph with different ideas.
* Short sentences and short paragraphs make the text easier to read. A short sentence is twenty words or less. The shorter the sentence, the greater the comprehension; therefore, it helps to keep the introductory sentence of each paragraph short. Then, vary your sentence lengths to make the text interesting.
* The tone of the text is also important. Always be aware of the tone you are using, because tone shows your attitude. Stay away from negative tones like condescending, accusing, angry, etc.
* Use active voice. Active voice talks to the reader directly, and it makes the writing sound more sincere and less boring.
* Use transitional words like, moreover, consequently, in addition, etc., to link ideas together.
* Use headings and subheadings so the reader can find the content more easily.
* If what you are writing is a business letter or you are addressing a specific person but you are not sure of the title ( Mr. Dr. Mrs. or Ms. ), leave out the title and use the person's first and last name; e. g., Dear John Doe.
* If you are using a template, do not use the words or phrases of the sample. You need to be original to make your point.

Things to avoid, because they will either be boring or they will be misunderstood:
* Jargon and curse words
* Words with double meanings
* Clichés

When the situation allows, write in a friendly, conversational style. Write as if you are speaking to a specific person. Business writing does not need to be formal all the time.

Then, your method of writing should not be hasty. Write the first draft without correcting, so you do not lose any fresh ideas. Afterwards, go back and revise your text. When you revise, read what you have written aloud, and listen to find out if the writing flows well, or you may use a tape recorder and listen back.

The visual design of the text is important, too. The text should be centered on the page and each page should look balanced.

Effective writing is not only important for facilitating your business, but also, it shows the image of your company and the kind of person you are; therefore, it is necessary you take every caution with it.