When you are talking to someone face-to-face, you have a lot of visual cues to help you – your tone of voice, gestures, movement, eye-contact. But with none of these visual cues present in our written communication, how do we earn trust and confidence when we write letters, reports or e-mails? In written communication, especially e-mail, we have to find other ways to evaluate the person who is ‘speaking’.
Style in written communication means attention to proper spelling and punctuation, proper sentence construction and full spellings instead of abbreviations suitable only for SMS messages. Style includes being creative in what you write and how you write. It also means making your communication look visually attractive. Finally, considering appropriate tone and structuring your message logically forms part of the business writing style.
Benefits of good writing style:
Relevant, precise communication appropriate to the reader’s level.
Easy to see what action is required and when.
More approachable because our language is less formal and more friendly (unless you are writing a legal letter!).
Saves your and your readers’ time and increases business efficiency.
Enhances understanding and increases your professional image.
Creates better rapport with customers and business partners.
Effective writing gives a professional impression of you and your company. It is perhaps the most demanding work we do on a daily basis. If you learn to pay attention to all the various aspects of style in your writing, you will increase the value of what you write, achieve better results, and gain a distinct advantage in today’s online world.
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I'm a Virtual Assistant offering secretarial, book-keeping and social media marketing services to small businesses and self-employed professionals. I design and write e-newsletters, blogs, websites and...