writershelp2e_axbl

Writing conventions in business

In business, writing should be straightforward and professional, but not too formal.

Buzzwords (value-added, win-win, no-brainer) and clichés (The early bird catches the worm) should be used sparingly. This kind of vocabulary is imprecise and can sound affected and too informal.
Specialized jargon (return on equity, marginal cost) can be useful, but only if your audience shares an understanding of the language. When in doubt, define your terms.
Use personal pronouns appropriately. In letters, e-mails, and proposals, you can use the pronoun you to speak directly to your readers and emphasize their interests. When you are addressing multiple readers, however, avoid using you unless it is clear that you are referring to all readers. When you are expressing your opinion, use the pronoun I. When you are speaking on behalf of your company, use the pronoun we.
In business writing, it is important to avoid language that could offend someone on the grounds of race, gender, sexual orientation, or disability. Use terms like chair or chairperson instead of chairman or chairwoman and flight attendant rather than stewardess. Unless it is relevant to your point, avoid describing people by race or ethnicity. If you are describing someone with a disability, use phrases like client with a disability rather than disabled client to show that you recognize the disability as one trait of the client rather than as something of overall importance.
Business writing should always be concise. Avoid using words that are not essential to your point. For example, instead of writing at this point in time, just write now. Also avoid words that make a simple idea unnecessarily complicated. Using the passive voice often creates such complications. For example, instead of writing “This report was prepared to offer information to our customers,” write “We prepared this report to inform our customers.”