Introduction
The correct use of business language is an essential skill that all those working in the business sector must master. Producing clear, readable documents will help the company, improve productivity, customer service and business opportunities. Better communication also increases the trust that customers have in our company.
Planning before you write
Thinking before writing is usually a strength and many people find that the best way to start writing (or dictating) is not to write, but to plan.
The first stage of planning is to identify:
- Who is going to read the document;
- What they will be expecting to get from it;
- In what circumstances they will be reading it ;
- What you’re trying to achieve.
You could plan out a core statement which describes what you will cover in the main section of the document – normally the discussion section. It helps you to focus on the task and the audience.
Example:
| Core segments | Typical Phrases |
| Type of document | This report/paper/e-mail |
| Your readers | To the head of the legal department |
| Verb | describes/assesses/explains/analyses/evaluates/considers/investigates |
| Topic | Possible improvements to the clarity of our insurance policies |
| Linking phrase | in terms of/with reference to/under |
| Number of sections | five main lines of enquiry |
| Main headings | benefits and dangers what documents will be worked on?
implications for staff training other companies’ experience costs |