Effective communication skills lead to more efficient business and professional writing; as such, the knowledge of different forms of written communication in business is crucial for your team. Barbie Carpenter, author of “ Four Types of Communication in Business Writing ,” says, “Written communication, in particular, is used in all types of businesses in a variety of ways.”
There are many different forms of written communication that one can use. Based on the purpose , your document can be written in the following business writing styles:
Results-oriented communication is used, as the name suggests, when aiming for a specific output or result. For example, it might be used when inquiring about test results or requesting a promotion. “Results-oriented business writing is marked by active voice,” the article says, “encouraging the reader to do something.” This style should include specific information to drive the intended results and should be easily understood by your target audience .
The intended result of many documents in business writing is solely to inform. This type of writing, like all forms of communication, requires clarity and conciseness . In addition, because some readers need information quickly or have a short timeframe in which to read the document, being brief may also be important.
All writing, according to Aristotle, is persuasive, an idea that we at Hurley Write preach. What this means is that your written documents are the “face,” or image, of your organization and thus must be carefully planned and written. Think critically and carefully about the reader, the action you want the reader to take, and why the reader is reading. Remember, readers are most interested in how the communication affects them.
Sometimes, businesses have to write negative documents; writing such documents without alienating the reader or having the document reflect negatively on you or your business is key. To ensure that the reader isn’t left with a negative impression, use the “sandwich” technique: begin with a sincere positive statement, follow with the negative information (phrased positively), and end with a positive statement. Be clear and explain the reasoning behind your position, while using a sympathetic tone .
To better understand how to use business writing styles or learn more about the different forms of written communication in professional writing, contact us at Hurley Write, Inc. We look forward to assisting you and your team!