BecomingWhoYouWantToBe

Business writing classes are a great way to sharpen a company’s image to the outside world by improving the written correspondence. Many companies that are located overseas have much more polished grammar and presentation in their written communications.

Unfortunately, most native companies have allowed their standards to drop when it comes to business communication and it reflects poorly on the company. This failure in maintaining high standards can be attributed to the following two reasons. The first reason is the school system; most schools no longer spend significant amounts of time instructing children in the use of proper English grammar anymore. The second reason is because electronic communications have become more prevalent and these types of communication tend to be more lax.

But why are overseas companies so much better than us. Why do they still observe the niceties? The answer is fairly simple and glaringly obvious. In overseas schools (whether for child or adult education) English grammar and correct English usage are taught. When a letter is received in English by an overseas company it can cause consternation if it seems to be impolite because of very poor presentation.

One of the biggest mistakes most modern companies commit is their reliance on over familiarity. It’s quite easy for a deal that has been negotiated for months verbally to be lost because of a poorly written business letter. For example, if Fred has been speaking to and negotiating with Francisco over the course of several months, if Fred feels too over familiar and addresses a letter to him trying to be humorous “Dear Paco” this can have disastrous consequences. While something this obvious should be common sense more and more companies are starting to realize that they shouldn’t let just anyone be responsible for writing their official business letters.

What else can a business writing class help with? Business letters and pro-forma applications need to be set out in such a way that there is no ambiguity in either the words used or the phraseology. Although you might be dealing with a domestic company, it is possible that words could be used that have different meanings or connotations.

For example, if an executive would write to another using the sentence, “George you are very wicked.” The writer could have intended wicked to be a positive attribute and George could interpret it to mean the negative connotation. These types of words have no place in business writing.

Although it might seem to be a bit ‘over the top’, a business writing class will attempt to ensure that ambiguity is avoided. While a bit ‘over the top’ might seem perfectly clear and self explanatory to most English speaking people, the simple substitution of ‘excessive’ will ensure that there can be no confusion.

Another good reason why business writing should stay focused and concise is because it will cut down on back and forth communication from sender and recipient. The clearer the written message, the least likely the recipient will have to write back asking for clarification. Another good example of unclear business writing is when employees utilize the words “ult’ and “inst” when alluding to dates. For example, it is much simpler to write: “Thank you, I received your letter dated 6th May.” Rather than writing: “I got it 6th ult.” A good business writing course should cover concepts similar to this one.

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