Business writing is different

Writing for a business audience is usually quite different than writing in the humanities, social sciences, or other academic disciplines. Business writing strives to be crisp and succinct rather than evocative or creative; it stresses specificity and accuracy. This distinction does not make business writing superior or inferior to other styles. Rather, it reflects the unique purpose and considerations involved when writing in a business context.

When you write a business document, you must assume that your audience has limited time in which to read it and is likely to skim. Your readers have an interest in what you say insofar as it affects their working world. They want to know the "bottom line": the point you are making about a situation or problem and how they should respond.

Business writing varies from the conversational style often found in email messages to the more formal, legalistic style found in contracts. A style between these two extremes is appropriate for the majority of memos, emails, and letters. Writing that is too formal can alienate readers, and an attempt to be overly casual may come across as insincere or unprofessional. In business writing, as in all writing, you must know your audience.

In most cases, the business letter will be the first impression that you make on someone. Though business writing has become less formal over time, you should still take great care that your letter's content is clear and that you have proofread it carefully.

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How to Practice Telephone Manners in Business Etiquette\

Whether you're in person or on the telephone, first impressions mean everything. In the business world, contracts can be lost and deals broken through one bad phone conversation. Practice your telephone etiquette and you'll be on your way to guaranteeing a job well done.

1. Decide what message you want to portray when you answer the phone. Whether you're the company's president or the receptionist directing calls, answer the phone with stated purpose. The standard greeting never fails: "Good morning, thank you for calling XYZ, this is Joann, how may I help you."

2. Refrain from answering the phone when you are in the presence of clients or other associates. If possible, forward your calls directly to voice mail. If you're required to answer your calls, state "Excuse me" to whom you're having a face-to-face conversation and quickly place the caller on hold or take a message to return the phone call when you are alone.

3. Place phone calls when you're able to talk uninterrupted. If you have a meeting in 10 minutes, it's unwise to make phone calls to clients on business matters. You're going to feel rushed and may forget to cover an important area that needs your attention.

4. Prepare for a phone call. Have materials related to your call in front of you and available for easy reference. Expect the unexpected and be able to respond to answers directed toward you. If you're unsure of the answer, don't guess, but make a note of the question and ask for permission to get back to the caller on that topic.

5. Return missed calls as soon as possible. What's insignificant to you may be very urgent to someone else, and waiting for your response may be holding up their work. Be conscientious and aware of other's needs.

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9. He knows … history of the French Revolution well.