Professionals handling business clients on a regular basis know how vital it is for organizations to make a first impression while bidding for contracts. Content managers and client service executives have to take into account several aspects while preparing business proposals, presentations, as well as business reports. Here is our list of the common business writing traps - and how to avoid them.
1. Using dull verbs leads to dull writing
It is a common characteristic for professionals to use passive voices in writing and ‘weak’ verbs while preparing proposals as well as presentations. Using weak verbs give people an idea that you’re confused about what you’re saying and are not entirely convinced. Always use strong verbs while preparing reports or instruction manuals for clients, such as replacing words like ‘look for’ with ‘consult.'
2. Using confusing words and beating around the bush
It is a common tendency for people to use highly formal unnecessary words in writing to create good impressions. Well, surprise, surprise, you’re only doing harm by adopting such measures. It only confuses people and creates a pretentious image in their minds. People are always in a hurry and getting bombarded with sentences which are too wordy only increases chances of reading materials being avoided. Instead, use simpler words which help the reader continue reading. Thumb rule: Be objective!
3. So, what's the moral of your story?
As silly as it sounds, people are still used to getting a ‘happy ending’ or ‘lesson of the day’ at the end of a good read. In a psychological sense, it gives closure. So, it is important for business writings to have that intended ‘closure', either as a proposed action or a solution to the problems being discussed or just a view to the issues. In simple words, summarize your writing!
4. And why should they believe you again?
So, you have jotted down all the essentials in the contract and are sure about the outcomes that you definitely nailed it. But it is important for certain facts to be justified statistically. It is imperative in business writing to substantiate all your facts with data and statistics, to make your stance more convincing and believable.
5. Using pre-generated email templates
It is important for professional clients, as well as corporations, to deal with their stakeholders on a more personalized level. For instance, instead of using dull, computer automated emails for answering customer queries, companies could use a more personalized approach such as addressing the customer by the name. This gives them a sense of belonging and also gives them the notion that their complaints/queries are being heard.
Businesses and corporations are evolving at a very fast rate. It is important for people to keep pace with essential business etiquettes and techniques. To sum it up, professionals need to have a good grasp of writing and its do’s and don’ts.