BecomingWhoYouWantToBe

To improve the impression of a company to the outside world a company will often rely on business writing classes. One only needs to look to any type of correspondence produced from a company that is located overseas to see some glaring differences in terms of etiquette and presentation.

Many domestic companies have allowed standards to fall and do not seem to care that the image they project of themselves is not very flattering. There are two basic reasons for the decline in standards. The first is the fact that English grammar and correct English usage are no longer taught in our schools. The second is the fact that business letters have been replaced, to a great extent, by electronic mail for the normal run of business dialog.

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.

What can really hurt a company’s image is when an employee engaging in business writing becomes too over familiar with the person they communicate with. In fact, over familiarity in a written correspondence can be a deal breaker even if the deal had gone well for months prior during oral negotiations. A deal can go sour if an informal term of endearment is used, for example if John writes to someone using the salutation “Hey bucko” this could have unintended negative consequences to any potential deal that was being worked.

Situations like these have been a wake up call to many companies and they are starting to grasp that official business letters should be handled by particular people. How else can a writing class help? A good business writing class will help those who take it to focus on how to be more clear and concise in their communications so there is not any confusion on the part of the recipient.

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.

It is best to avoid words like this at all costs when it comes to business writing. Words that can be interpreted differently by different people should be a subject that a good business writing course covers.

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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