how to do it TM

Money & Business

Business Writing
published by Barnes & Noble

Write your way to the top.

Good writing is the foundation of good business: the ability to communicate
concisely and effectively with employees, customers, and the public will help you
get ahead. Differentiate yourself from the competition by learning:

• The dos and don’ts of effective business writing

• Tips on organization, tone, grammar, style, revision, and proofreading

• Guidelines for writing memos, press releases, sales letters, emails, and more

Business Writing Basics Document Description Typical Use

Business writing is about communicating a message to achieve a desired result, whether Memo A one- or two-page docu­ment • Make an announcement
you’re setting up a meeting or winning a new client account. typically circulated within an • Request information or action
office • Summarize a meeting or event
What Makes a Business Letter Effective?
Sales A formal one- or two-page doc- • Entice the recipient to buy your
A good business letter depends on three factors:
letter ument sent by mail or email company’s products or services

• Clarity: In business writing, you must make your purpose and intention clear from the Press A few paragraphs of text • Announce a business development
start. The muddled “corporate speak” that often plagues business writing is exactly the release distributed over press wires • Publicize a new product
type of language to avoid. Business writing should be easy to understand and should
get to the point quickly. Email Electronic correspondence • Request information or action
between computer users • Summarize a meeting or event
• Professionalism: Your business correspondence can shape your and your company’s
reputation. Write in a formal, professional tone and use correct spelling, grammar, and Thank-you A personal message sent by • Express appreciation toward a
punctuation as well as appropriate word choices. note regular mail, not by email client, coworker, or supervisor
• Results: Every business document you write should be crafted to inform, persuade,
encourage, or otherwise influence your reader to understand and ultimately help you Proposal A presentation of a proposed • Suggest a change or improvement
achieve your goals. course of action • Bid on a deal or project

Report A detailed presentation based • Analyze business issues

Why Is Good Writing Good for Business? on business research • Suggest action based on findings
There are several ways in which good business writing benefits both individual employees
and the companies that employ them:

• It improves business savvy: Writing business documents often compels you How to Prepare to Write a Business Document
to conduct research, collect evidence that supports your position, and consider Good business writing includes the following five steps:
alternative views, all of which improve your understanding of your business and your
role within it. 1. Determine the document’s objective, audience, and tone.
• It provides a record of accomplishments: Successful memos, reports, proposals, 2. Gather the information required to support your message.
and other documents you’ve written create a record of your work performance that 3. Plan out the document’s organizational structure.
can serve as a basis for promotions or increased responsibility. 4. Draft the document.
• It increases productivity: Well-written memos, training documents, and other 5. Revise the document.
business documents can make you and your company operate more efficiently.
• It boosts sales: Companies in the United States spend more than $50 billion How to Determine the Document’s Objective, Audience, and Tone
per year on direct mail pieces aimed at convincing recipients to buy products or Every business document you write should have a clear and attainable objective, or
services. A well-written and persuasive letter is the first step toward making a sale purpose. More often than not, the objective will be to elicit a specific response from your
or closing a deal. audience, the people you expect to read and respond to your document. The tone, or
• It improves communication: Companies that value and practice good business overall voice, you decide to use in your document will depend on your audience and the
writing communicate more effectively with clients and among staff than companies response you want to evoke from your audience. Ask yourself the following questions:
that don’t.
1. What’s the objective? Your document should have an objective that you can sum
The Most Commonly Used Business Documents up in just a few words: “To notify our clients about a new product our company
Selecting the right type of document for a particular situation is the first step in the business has in development,” for example. Your document should include a call to action,
writing process. The following table describes the seven most commonly used business a statement that conveys the response you hope to receive from the reader. For
documents. Later sections of this guide explain each document in detail, and some include instance, a sales letter may request that readers visit a website to buy a product. A
a sample that you can use as a basis for your own. memo may solicit opinions about a recent meeting or presentation.
2. Who’s the audience? Once you’ve determined your objective, consider your audience,
which might include clients, colleagues, investors, media outlets, or potential customers.
More specifically, consider the type of initial response you expect to get from them. For
 www.quamut.com Business Writing

instance, if you’re writing a sales letter, your audience probably will not be familiar with
your product or service and therefore may approach your claims skeptically. How to Draft a Business Document
3. What’s the tone? The response you desire from your audience—in conjunction Creating a solid first draft requires knowing how to format and write your document properly.
with the initial response you expect to get—should guide the tone of your document.
For instance, if you’re writing a sales letter, your tone should be authoritative, How to Format a Business Document
instructional, and trustworthy in order to allay your audience’s potential skepticism With the exception of thank-you notes, business documents should rarely include prose
and lack of familiarity with your product or service. If you’re writing a memo to request paragraphs exclusively. Instead, use the following formatting tools to guide the reader’s eye.
your boss’s permission to close a time-sensitive deal, your tone should convey the Good formatting will make a document easier to read, improve clarity, and help emphasize
urgency of the situation without being disrespectful or overly demanding. the most important points you want to make.

Gather Information That Supports Your Message Formatting Tool Description Use
Once you’ve identified your objective, audience, and tone, you’re ready to assemble the
information you need to support your message. Most business documents benefit from spe- Heading A brief line of text with- • Separates the main parts of the
cific details, such as financial data, survey results, or expert opinions, that help convey your in the document that document, such as the introduc-
serve as a “title” of the tion, supporting paragraphs, and
authority and win over your audience. Follow these steps to gather the info you need:
document’s key parts. conclusion
Usually formatted with • Breaks up long series of para-
1. Search your files: Look at existing documents, such as successful memos or
underlines and/or bold- graphs
proposals you’ve written, to find supporting information or to inspire new ideas.
face text
2. Consult your colleagues: Ask colleagues you trust for advice on finding information
that’s relevant to your document’s subject matter. If your company has a research Bulleted list A list of points or ideas • Emphasizes the key “takeaway”
specialist, ask him or her to direct you to the information you need. that don’t need to be points in a particular section of
3. Search online: Use a search engine, such as Google or Yahoo, to find recent news prioritized or presented the document
or reports that may inform your message. (And always verify the authenticity of in numerical order • Lists unordered items, such as a
information you find online.) Some companies subscribe to research databases such company’s clients
as LexisNexis ® or ProQuest ®, which contain millions of articles and other documents
that may suit your purposes. Numbered list A list of points, ideas, • Lists ordered items, such as a
or steps in a process company’s five long-term per-
that must appear in formance goals, or the specific
Plan the Document’s Organizational Structure
numerical order steps required to meet a goal
Next, you’ll need to decide on an organizational structure to use when writing your docu-
ment. The style you choose determines the order in which you present your information as Visual aids Charts, tables, graphs, • Present a visual depiction of
well as some elements of tone (whether to use “I” or “we,” for example). Thank-you notes timelines, diagrams concepts, stats, or schedules
and casual emails don’t need to conform to a strict structure, but more formal documents,
such as memos, sales letters, proposals, and reports, should always have a set style.
Language Pitfalls to Avoid
• News style: Gets right to the point by clearly stating the document’s objective in the Whenever possible, avoid corporate-speak in favor of simpler, clearer wording.
first paragraph. The rest of the document offers supporting information prioritized from
most to least important. Useful for internal correspondence, such as memos or emails, • Don’t turn nouns into verbs: Avoid awkward corporate-speak verbs such as
that makes an announcement or requests information. Also used in press releases. “incentivize” and “monetize.” Use plain alternatives instead, such as “motivate” and
• Point-by-point: States the document’s objective, or main point, in the first paragraph “make money.”
and introduces supporting points in each successive paragraph. Often acknowledges • Don’t use business clichés: Replace phrases like “think outside the box” and “push
and refutes counterpoints within each supporting paragraph. Most useful in memos the envelope” with simpler alternatives such as “seek innovative solutions” or “go
and reports that take a solid position, such as an argument against a new corporate beyond traditional boundaries.”
policy or in favor of a potential deal. • Don’t use jargon: Avoid words or phrases that people outside the business community
• Step-by-step: States the document’s objective and provides step-by-step guidelines might not understand. For instance, rather than describe a software program as a “killer
to describe the actions required to attain it. Most useful when writing memos or app,” describe it as “the leading software application on the market.”
proposals that argue in favor of a specific approach to a problem, such as how to • Don’t apply tech terms to non-tech subjects: Continuing from the previous
redesign an office’s layout to increase productivity. rule, only use tech-related terms like “killer app,” “online,” and “offline” within their
• Narrative: Takes a personal approach to accomplishing the document’s objective by appropriate context. Never refer to a new brand of cereal as a “killer app,” for example.
using first-person perspective (“I” and “we”). Most useful when writing documents that • Don’t use acronyms excessively: Use acronyms such as B2B (business-to-business)
must ingratiate the reader, such as sales letters. and ROI (return on investment) only when you otherwise would have to repeat the
• Problem-and-solution: Presents the document’s objective as the solution to a entire phrase many times throughout your document. If you only need to use the
problem. Most useful in writing proposals in which you identify a flaw in a product phrase a few times, write it out instead of using the acronym.
or process or a troubling trend, and provide recommendations for improving the • Don’t use hyperbole (extreme exaggeration): Be careful when using words like
situation. The document might identify ways to address lagging sales, for example. “revelation,” “triumph,” and “empowerment.” Business writers have a tendency to use
grand language when simpler, more modest phrases would suffice.
Write an Outline • Don’t use the passive voice: The passive voice occurs when the subject of a
Once you’ve chosen a style that suits your objective, it’s helpful to make a brief outline of sentence receives the action of a verb, such as, “The document was filed by him,” as
your document that sketches out the order of your main ideas and supporting details. You opposed to the more direct active voice version, “He filed the document.” Use the
might also find it helpful to create a visual diagram that lays out your document from start to active voice whenever possible.
finish. You can then use your outline or diagram to write the first draft of your document.

The information contained in this and every Quamut guide is intended only for the general interest of
its readers and should not be used as a basis for making medical, investment, legal or other important
decisions. Though Quamut makes efforts to create accurate guides, editorial and research mistakes can
occur. Quamut cannot, therefore, guarantee the accuracy of its guides. We disclaim all warranties, including
warranties of merchantability or fitness for a particular purpose, and must advise you to use our guides at
your own risk. Quamut and its employees are not liable for loss of any nature resulting from the use of or
reliance upon our charts and the information found therein.

Photo Credit: Page 1: Doable/Acollection/amana images/Getty Images

 www.quamut.com Business Writing

• Don’t split infinitives: A split infinitive occurs when a writer uses an adverb between Dashes
the “to” and the actual verb. For example, the phrase “to suddenly stop” is a split
infinitive (the infinitive verb in this case is “to stop”). A better choice would be to use Use when . . . Example
the phrase “to stop suddenly.”
Emphasizing a portion of a sentence that inter- Our best salesperson—who
rupts the flow of the rest of the sentence brought in 15% of sales—just left
How to Revise Your Document the company.
Once you’ve written a draft of your document, reread and revise it until you believe it has
accomplished its main objective. The revision process involves three steps: Parentheses

1. Assess the document’s content. Use when . . . Example

2. Check your punctuation.
Indicating an abbreviation or an acronym The American Marketing Asso-
3. Proofread for spelling, grammar, and subtler errors.
ciation (AMA) is a good resource.

Assess the Document’s Content Interjecting a phrase into a sentence to provide The account executive (Annie
When reviewing your document, use the following questions as a checklist to confirm that clarification or add emphasis Eckhardt) works on my floor.
it contains all the elements of good business writing:
Including a reference at the end of a sentence to The stock’s sudden rise is im-
• Is the objective of the document clear? another section of your document pressive (see chart on page 2).
• Does the style help the document meet its objective? Adding a complete sentence that doesn’t fit One challenge we face is figuring
• Are the document’s main points convincing? within the flow of the current paragraph but out how to boost sales. (The past
• Is the language clear, professional, and results-oriented? nonetheless needs to be included two strategies have failed.)
• Is the tone appropriate?
Hyphens
Get Input from Colleagues
If you’re unsure of the answer to any of the questions above, consider soliciting feedback on Use when . . . Example
your draft from a colleague you trust. Often, a fresh set of eyes can uncover flaws that you
Writing compound nouns or adjectives The revised five-year budget
might not have detected on your own.
looks like a win-win proposition
for management and employees.
Check Your Punctuation
Checking punctuation is a very important part of the revision process. Subpar punctuation
can make readers lose confidence in your work, even if your ideas are sensible and well sup- Proofread the Entire Document
ported. The following tables list the main types of punctuation and the instances in which Proofreading is the process of reading a document closely to check for errors in punc-
they are most commonly used in business writing. As you review your draft, confirm that tuation, spelling, and grammar, as well as other imperfections such as improper spacing.
your document follows these guidelines. Proofreading a document “closely” means reading every line word by word with the goal of
uncovering errors not in the message or meaning of the content but in the language itself.
Commas Consider your document final and ready for sharing with others only after you’ve proofread
it. Here are some tips to make proofreading as effective as possible:
Use when . . . Example
• Take a break: Allow some time between making your final revisions and
Connecting two independent clauses—clauses Bill is considered a tough con-
with a subject and verb that could stand alone as tract negotiator, and he enjoys proofreading—that way, you can approach the document with a fresh perspective.
sentences—with and, but, for, nor, so, or yet having that reputation. If you rush straight from revising into proofreading, you risk missing errors and
introducing new ones.
Listing three or more items The office needs staples, pens, • Double-check your work: Proofread a document at least twice in order to catch
and coffee cups. errors you may have missed during your first pass.
Including an introductory phrase, such as for ex- In addition, employees will re- • Print it out: Proofreading onscreen is never a good idea. Print a hard copy, mark
ample, in addition, or on the contrary. ceive free health screenings. corrections, then enter those changes onto the electronic version of the document.
• Read your work aloud: Read the document out loud to give your ears a chance to
Writing appositives, nouns that follow and clarify Our CEO, a golf enthusiast, will
detect mistakes that your eyes might have missed.
other nouns give a presentation on teeing off.
• Start at the end: It’s easy to overlook spelling or punctuation errors when reading
Separating cities and states in addresses The new plant is in Elmira, Iowa. your document straight through from beginning to end. If you read your document
from end to beginning, you’re forced to focus on each word and all punctuation.
Writing clauses that begin with “which” The meeting room, which is very
tiny, holds at most 10 people.

Setting up a quotation The executive said, “We need to How to Write a Business Memo
boost sales by 10% this year.” A memorandum (or memo, for short) is a one- to two-page document typically distributed
internally (from the memo writer’s own office) to make an announcement, request informa-
Colons tion, solicit feedback, or summarize an event. Memos are an impersonal, routine form of
correspondence written in a professional but somewhat informal tone. By design, memos
Use when . . . Example are brief and to the point, so they don’t require introductions, conclusions, greetings and
salutations, or elegant transitions between paragraphs. They’re typically written in the
Setting up an emphatic statement This is the key: we must hire tal-
ented recent graduates. point-by-point, news, or step-by-step style.

Beginning a business letter, such as a sales letter Dear Mr. Smith: Typical Business Memo Components
Introducing a list You need just three supplies: a Business memos usually contain seven components in this specific order:
pen, a pad, and an eraser.
1. Date: The memo’s date of distribution (in month-day-year format).
Semicolons 2. To: The memo’s recipients. Only include people directly affected by the information in
the memo. If you’re writing a memo to the entire office, write “All employees.”
Use when... Example 3. CC: Short for “carbon copy,” a brief list of people who are receiving the memo as a
courtesy or for informational purposes but who are not expected to act on the memo.
Connecting two closely related sentences with- The employee was fired; our divi-
out a conjunction (or, and, or but) sion was not informed. Not all memos include a CC line.
4. From: The writer of the memo. Includes the writer’s full name, title, contact
Listing a series of items when each item is itself The key accounts are in Miami, information, and handwritten initials.
separated by commas (such as place names) Florida; Seattle, Washington; and 5. Subject: A description of the memo’s content. Often indicated by the abbreviation
San Francisco, California. “Re:”. If possible, also include a succinct version of the memo’s call to action here.
 www.quamut.com Business Writing

1. Body: A series of brief paragraphs that explain the memo’s

sample business memo
main message and objective, including supporting details. It Date: October 8, 2007
should end with a call to action. To: All Employees
2. Attachments: Other documents you may be distributing From: John Doe, Vice President, [email protected], 212-555-5555
along with the memo. @:
Tips for Writing Business Memos The subject line contains the
Re: Employee Health Consultations—Schedule Yours Today
subject and the call to action.
• Use a memo template: Find out whether your office has a
standard format that your memo should follow. A template The management committee has adopted a new Employee Health The first paragraph answers
will save you time and help ensure that you’ve included all Initiative to promote good health among our employees. The plan was who, what, when, where and
the pertinent details. If you don’t have an office template, approved at the October 1 meeting and will take effect immediately. why.
follow the sample memo.
• Perfect your subject line: Write an informative and The main purpose of the initiative is to give all employees a half-day
engaging subject line to boost the likelihood that your consultation with a certified ergonomist to devise a personalized plan
This paragraph fleshes out the
document will be read. for reducing physical strain at the workplace. We’ve also committed
details of the new initiative.
• Distribute selectively: To avoid wasting your colleagues’ financial resources to implement the ergonomist’s recommendations
time, address and distribute the memo only to the people on regarding more supportive chairs, desk, and other office furniture.
your “To:” and “CC:” lines.
How to Schedule Your Consultation
• Keep paragraphs short: Only include information that
1. Click the “Health Consultation” banner on the intranet
relates to your main point.
homepage.
• Don’t include confidential or sensitive information:
2. Complete the online form and select three available timeslots.
Use a hand-delivered letter to communicate this type of The memo closes with the
3. Receive an email confirmation listing one of your chosen
content instead. timeslots. call to action.
4. Notify your supervisor about the date and time of your
How to Write a Sales Letter consultation.

Sales letters are documents sent by email or regular mail to en-

tice the recipient to purchase a company’s products or services.
They’re typically one to five pages in length and are written in a sample sales letter
combination of the narrative and problem-and-solution styles.
ABC Communications Co.
Typical Sales Letter Components 123 Main Street
Meyers, Florida 12345
Sales letters contain these six components in this specific order:

September 17, 2007

1. Letterhead: Sales letters are typically sent on company
stationery that includes the name, address, and logo. Emily Rothschild
2. Date: Include the full date at the top of the letter (in month- XYZ Widget Corp.
day-year format). 345 Lewis Lane
3. Addressee: Include the name, title, and address of the Somewhere, CA 91234
letter’s recipient.
Dear Ms. Rothschild:
4. Greeting: Begin with a simple “Dear” greeting followed by Appeal to the reader’s
a colon. Is your company growing at an unprecedented pace? Are you having a needs by identifying a
5. Body: First, identify a problem that you suspect the reader hard time integrating and training new employees without sacrificing problem that your product
is facing. Next, offer a product or service that solves the productivity? or service can solve.
problem. Then support your claims with testimonials, expert
opinions, and research findings. End the body with a clear
Better Employee Communications Can Help
call to action.
An effective employee communications plan can help you manage your This paragraph
company’s growing pains without stopping work to conduct time- introduces a product
6. Closing: Close with a signature below the word Sincerely and
consuming new employee training. Our firm can show you how to integrate that can solve the
above the typed name and title of the sender.
employee training into newsletters, team meetings, and websites to lessen reader’s problem. It then
the learning curve for new staffers. We pioneered our approach with supports that claim with
Tips for Writing Sales Letters companies that began as startups and are now on the Fortune 500. specific examples.
• Establish credibility: Use testimonials, expert
endorsements, or references to past company Integrated Approaches to Employee Training Are More Effective
accomplishments to build trust with readers. A recent study by human resources expert Dr. Nina Rastogi found that
• Highlight competitive advantages: Specify the ways in intensive offsite employee training programs aren’t as effective as on-the- The expert testimonial
which your product or service is better than that of the job training programs. Workers treat them like social outings and fail to lends further support to
competition. Use facts, not hollow boasting. retain the training that the programs provide. Integrating training into the sender’s claim.
• Use headings to focus the reader’s attention: Your everyday work activities is 100% more effective, the study showed.
headings should lead the reader to your call to action.
Our Company’s Training Services
• Make the call to action clear and easy: The call to action
We offer a coordinated and comprehensive approach to employee
is the most crucial part of the sales letter. It should be brief communications:
and blunt, and give readers one clear option, such as a 1. First, we meet with your employees at all levels to assess your
number to call or a website to visit. company’s culture.
The numbered list
2. Next, we conduct interview with management to discuss your long-
explains the product
term goals and the training services you require to meet them.
How to Write a Press Release 3. Finally, we research and write a communication plan that outlines a
step-by-step.
Press releases are one- to two-page documents that are dis- custom employee training campaign from start to finish.
tributed outside an organization to announce upcoming events,
product launches, management changes, financial results, or Get the Training Plan Your Company Needs Now The letter closes with
other important company news. Today, companies often distrib- Call 1-800-123-4567 for details. a clear call to action.
ute press releases from their own websites, which allows every- Sincerely,
one—including the public—to get the company’s latest news
straight from the source. Press releases are usually written in the
@[ii_YW
7bb[d
news style with a straightforward, occasionally playful tone.
Jessica Allen
President
 www.quamut.com Business Writing

Typical Press Release Components

Press releases usually contain six components in this specific order: How to Write a Business Email
Since businesspeople use email for just about every type of message, it’s impossible to
1. Contact information: The phone number and e-mail address of a company stipulate a specific organizational style that all emails should follow. You should, however,
representative who can speak informatively about the contents of the press release. keep your audience in mind to guide the tone of your emails. For example, with colleagues
Sometimes, companies include the contact info for an employee at the company’s PR your tone might be informal, whereas with clients it should be professional. The key to writ-
(public relations) firm, rather than that for an employee at the actual company. ing successful business e-mails is to keep your ideas simple and your language succinct. If
2. Release guidelines: Most releases are marked “For immediate release,” but some are you have trouble keeping your message short and simple, consider having a conversation
embargoed (banned from release) until a specific date and time. If you’re writing an with your recipient on the phone or in person, rather than over email.
embargoed release, indicate the release date like so: “For release on [date].”
3. Headline: An informative line of text designed to grab the reader’s attention. Typical Business Email Components
4. Lead: The lead, or first paragraph, should contain the most important information. Emails usually contain nine components, usually in this specific order:
Consider it a one-paragraph summary of the entire document. It should begin with the
location of the company and the date of the release. 1. To: The recipient’s email address. Include in the “To” line only those recipients you are
5. Body: Provides background information that develops and supports the headline and addressing directly in your message and who you expect will respond to it. Any other
lead. Should include at least one quotation from a prominent company employee. recipients should be included in the “CC” or “BCC” lines, explained below.
6. Boilerplate: A short paragraph describing what the company does. Companies tend to 2. From: Your sender’s email address.
reuse the same boilerplate on all releases, updating it only when major changes occur. 3. CC: Short for ”carbon copy,” the “CC” line contains the email addresses of recipients
who you think should read or know about the message but who are not expected to
Press Release Tips respond. CC recipients are often included as a courtesy or for informational purposes.
• Triple-check your facts: Never depend on media outlets to verify the accuracy of All recipients can see the names and email addresses of recipients in the “To” and
your release. Make sure the facts and language are perfect before distributing it. “CC” lines.
• Confirm the contact’s availability: The press expects the company contact to be 4. BCC: Short for ”blind carbon copy.” Only you can see the recipients you choose to
knowledgeable about the content of the release and readily available to discuss it. include in the BCC line. Senders use the BCC line in two ways: to veil the identities
• Write a catchy headline: If the headline doesn’t grab readers, they’ll likely ignore of certain recipients from the email’s primary recipients (in the “To” and “CC” lines);
the rest of the release. Use the headline to be witty or playful, even if the rest of the or to send mass emails to a large group without disclosing the email addresses of all
release is straightforward. the recipients, which can compromise privacy and create long email headers (the top
• Keep it brief: Limit your release to two pages at the most. One page is best. portion of emails that contains the recipients’ email address info). Note that the first
• Avoid superlatives: Let the facts speak for themselves—if your company has created method is sometimes considered rude due to its secrecy.
the largest television in history, say so, but don’t stretch the truth with words such as 5. Attachments: You may wish to include electronic documents along with your message.
“greatest,” “biggest,” and “best” simply to try to win the attention of the press. 6. Subject: The subject line should contain a brief summary of the document’s contents.
• Distribute it yourself: Don’t rely on the media to spread your story. Post it on your 7. Body: The body of the email conveys the sender’s message alongside supporting
site, rework it for your company newsletter, and send a copy to key clients. details and, if necessary, a call to action. All attachments should be mentioned here.
8. Signature: Usually separated from the body by a dotted line or other demarcation, the
signature is a fixed few lines of text that contains the sender’s name and contact info.
sample press release
9. Disclaimer: Some companies place a legal notice at the end of all email messages to
PR contact info: protect themselves from liability for the message’s content.
Catherine Lowe
404.555.5555 Business Email Tips
[email protected] • Stay on topic: Limit messages to one topic and one call to action.
• Be polite: Always include a greeting and salutation, especially when corresponding
with clients or anyone who works outside your company.
For Immediate Release
• Be professional: Always maintain a serious tone, and write only about the business
ABC Travel Company announces “News Cruise” matter at hand. Don’t use email to vent or share your private thoughts.
to Benefit a Chicago Nonprofit Organization • Be careful: Email creates a permanent record of your correspondence, so never write
anything that you wouldn’t want your boss or anybody else to read.
ATLANTA, November 7, 2007—ABC • Use attachments: Keep the body of your message brief. Use attachments for memos,
Travel Company, a water travel agency, The lead sums up the proposals, and reports, which contain long prose passages.
announced today the first-ever “News Cruise” purpose of the release
to benefit high school journalism programs in succinctly.
disadvantaged Chicagoland communities. sample business email
From: Matt Blanchard <[email protected]>
Sent: Thursday, July 12, 2007 9:16 AM
Proceeds from XYZ Cruise Lines weeklong To: Emma Chastain <[email protected]>
This paragraph elaborates
cruise, which departs April 6, 2008, from Cc:
on the first one and states Subject: Second-quarter customer satisfaction targets
Miami, will be donated to the News by Kids
when and where. Attachments: agenda.doc
Fund, a Chicago-based nonprofit organization.
The “News Cruise” was conceived and organized Hello Emma,
by Garrett Ziegler, a vice president at ABC The message
Let’s meet with your team on Monday at 10 a.m. in the conference
Travel and a longtime supporter of high school room to go over the new customer satisfaction goals and to find conveys the facts
journalism programs. out what we can do at the district level to support your efforts. succinctly and
Please let me know your thoughts on the attached tentative includes a clear
“I know from experience how high school agenda. call to action.
newspaper programs can help disadvantaged The quote from the Thanks,
boys and girls gain self-esteem and confidence,” cruise’s organizer adds Matt
Bunche said. “Seeing their name in print is a some authority and human
interest to the release. ---------------------------------
powerful experience for kids who feel invisible or Matt Blanchard The senders
without a voice in many aspects of their lives.” District Manager, ABC Corp. signature includes
120 Maple Street | Dallas, TX 75201 complete contact
ABC Travel Company has helped tourists and [email protected]
Most press releases info.
business travelers set sail in style since 1950. The 214-555-5555
conclude with a standard
company is the largest privately-held water travel
boilerplate that gives a
company and plans memorable trips to more than This email is intended for the addressee shown. It contains information
concise company overview. that is confidential and protected from disclosure. Any review,
150 exotic locales annually. dissemination, or use of this transmission or its contents by persons
or unauthorized employees of the intended organizations is strictly
A standard
prohibited. disclaimer is
attached.
The contents of this email do not necessarily represent the views or
policies of ABC Corp. or its employees.
 www.quamut.com Business Writing

Typical Business Proposal Components

How to Write a Business Thank-You Note Business proposals usually contain 10 components in this specific order:
A thank-you note is an expression of gratitude for a gift, a memorable event, or a kind ges-
ture. It’s typically one or two paragraphs long and typed on personal business stationery or 1. Title page: Includes the title, company name and contact information, and date.
handwritten on a note card. Businesspeople most often send thank-you notes to: 2. Table of contents: The page number of each section of the proposal.
3. Executive summary: Provides a quick overview of the proposal’s key arguments.
• Current and potential clients: To express appreciation for or interest in their business 4. Assumptions: The current conditions that the proposal presumes are true, such as
• Supervisors: To express gratitude for a promotion, gift, or kind gesture the budget and time frame of a project that’s up for bid.
• Job interviewers: To express thanks for the opportunity to discuss (and perhaps be 5. Process: A step-by-step account of the course of action that the document proposes.
hired for) an employment opportunity 6. Timeline: A text or graphical breakdown of projected milestones and deadlines.
7. Budget: A summary of expected expenses related to the proposal.
Typical Business Thank-You Note Components 8. Deliverables: Specific results the proposal will produce, such as a shipment of
Business thank-you notes usually contain six components in this specific order: products. May not apply if the proposal applies to the purchase of a company.
9. Team: Brief biographies of the people who will lead the proposed initiative if it’s
1. Date: Specifies the date in the top right corner of the note. approved.
2. Greeting: Identifies the note’s recipient. Use the recipient’s first name only if you have 10. Appendix: A repository of supplementary material related to the proposal, such as
met more than once. In a thank-you note to a job interviewer, use “Mr.” or “Ms.” spreadsheets of relevant data and business performance graphs.
3. Lead: Sums up your reason for writing by mentioning the gift, event, or gesture that
inspired the note. Proposal Tips
4. Elaboration: Provides more detail on what the gift, event, or gesture meant to you and • Meet the requirements: If you’re writing a proposal in response to an RFP, follow
why it was so special or noteworthy. the submission guidelines for the RFP precisely. If you’re not writing in response
5. Closing: A quick recap that reiterates your gratitude and refers to the next time you to an RFP, be sure to include whichever of the 10 components above apply to your
see or contact the recipient. proposal.
6. Salutation: Conclude by writing “Sincerely,” then signing your name below. • Anticipate reader questions: Though proposals are often considered a starting
point for further discussions about a project or a business acquisition, you should try
Business Thank-You Note Tips to anticipate and answer all the questions a reader might have within the proposal.
• Be specific: To avoid sounding sappy and generic, be specific about the gesture or • Provide supporting details and information: Use the appendix to include any
event that inspired the note and how it made you feel. research or factual grounding that supports your views. The more substantive data
• Add warmth: Use exclamations such as “How thoughtful!” or “What a lovely gift!” to you provide to back up your position, the stronger your proposal—and your eventual
illustrate your heartfelt appreciation. negotiating position—will be.
• Use adjectives freely: Thank-you notes are an exception to the rule that business • Add expertise: Ask for advice about your proposal from experts in the field. Include
writing should be serious and straightforward. Feel free to use colorful adjectives to the views or written commentary these experts provide in the appendix or as support
describe the gesture or event that inspired the note. for the argument you put forth in the executive summary.
• Look to the future: Mention the next time you hope to see or be in touch with the • Dress it up: Consider delivering your proposal in a professional binder or folder,
note’s recipient. especially if it’s longer than 10 pages. Depending on the circumstance, it might also
• Dress it up: Use personalized stationery or a nice note card suitable for the occasion. be a good idea to distribute the proposal via email or by posting it on a website
• Be brief: No need to write volumes. One paragraph followed by a brief closing line or two in addition to providing a hard copy. Businesspeople also often use Microsoft
is perfectly fine. PowerPoint to present proposals in person.

sample business thank-you note

How to Write a Business Report
August 24, 2007 A business report is a formal document used to research, analyze, and record past busi-
ness performance or activities. For instance, publicly traded companies issue quarterly
Dear Karen, Since the writer knows
the recipient well, she and annual reports to their shareholders that provide a thorough overview of business
uses the recipient’s first performance during the past 3–12 months. Within the workplace, reports are used most
name. often to track business activities, analyze problems, and document accomplishments.
I’m writing to thank you for hosting the sales team for Reports are usually written in the point-by-point organizational style with a serious
lunch at your home. The meal was outstanding—I’ve The lead quickly sums tone throughout.
up the note.
never tasted such fabulous crab cakes! I drove back to the
office with Matt and Emily, and we were all so impressed Typical Report Components
Business reports usually contain 10 components in this specific order:
with the teambuilding workshop you facilitated. It was
such a welcome relief to interact with colleagues outside 1. Title page: The title of the report, the writer’s name, and the date.
of the office, without the burden of deadlines looming 2. Table of contents: The page number of each section of the report.
over us. 3. Executive summary: A quick overview of the report’s key findings, often written as a
bulleted or numbered list.
Again, we really appreciated the warmth of your home 4. Methodology: An explanation of the procedures and methods used to collect and
and the obvious care you took to make us feel comfortable. The closing recaps and
wraps up the note. analyze the information contained in the report.
I’m sure I’ll see you again soon at the office. 5. Introduction: A brief prose summary of the report’s main subject and objective.
6. Discussion: A thorough breakdown of the results of the research or analysis
conducted in writing the report.
Sincerely, 7. Conclusion: An analysis of the results covered in the discussion section. The
Kristine conclusion should offer insight about what course of action the company should take.
8. Recommendations: Like a summary of the conclusion, the recommendations section
puts forth the course of action that the writers of the report think the company
How to Write a Business Proposal should take, such as closing a plant, commissioning a follow-up study, or financing an
A business proposal is a formal document used to: expansion.
9. Appendix: A repository of supplementary research material related to the report.
• Recommend a course of action, such as a change in a company’s business model 10. Bibliography: A list of citations, or sources, included in the report.
• Outline a bid for a specific project in response to a request for proposal (RFP), a
document that asks potential vendors to submit proposals for a particular project Report Tips
• Sell a company or an idea to a potential buyer • Follow your company’s format: Review past company reports to see whether your
company has a specific format. If not, use the 10 sections described above.
Business proposals usually range from 5–20 pages and are often written by the key con- • Double-check accuracy: Reports should adhere to the highest professional
tributors to the project. Business proposals are most often prepared in Microsoft Word ® or standards in accuracy. If you have any doubt about a source or statistic, leave it out.
PowerPoint ® and written in the step-by-step organizational style with a formal tone.