Strong written communication skills are essential across many industries. Producing a quarterly report for senior management, pitching potential clients, writing corporate blog posts, and creating memos all require a certain level of skill. In this regard, poor writing skills can make colleagues or clients doubt your professional competency and even cost you a promotion.
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Tips for professional writing
Double-check the facts
Emailing or presenting misleading information or incorrect figures can undermine the reader’s trust. Not only that, but they might also question your professionalism. Verify all the factual information using reputable online sources such as academic statistical organizations, industry magazines, and other trustworthy sources.
Understand your audience
An email to your colleague should be written differently from the report for potential investors or a blog post on your corporate website. Before you start writing, research your audience. What do they know about the company, what their needs and interests are, and what level of formality in writing do they expect from you? As you answer these questions, you’ll be able to write a more targeted copy.
Be clear and concise
Write no more than four paragraphs in your formal email, and make sure that each paragraph contains a single point. If you need to communicate more details, consider making a call or breaking your message into several emails. If you’re writing longer-form papers (a report, a case study, etc.), use short paragraphs and subheadings to structure the information for the reader.
Mind the writing style and tone
In college, students write an essay or paper assignment using an academic writing style. The goal of professional writing is mostly to inform or convince someone, hence you need to use different styles and tone of voice. Also, make sure that your email or expert report, use a friendly and courteous tone to encourage people to pay attention to.
Read the text aloud
Using this tried-and-true method in the cubicle isn’t the best idea. But it can definitely help you become a better writer. As you read something aloud, you’ll easily spot wordy, vague statements, and fluff phrases. It’s also a great indicator of sentence length – if you run out of breath before the sentence ends, you might need to shorten it.
Take advantage of online tools
The internet offers great resources for improving your writing skills. A resource called Hemingway App helps you fix fluency and sentence structure, thus, making your text more readable online. Grammarly platform allows you to correct grammar, punctuation, and word choice in English. And One Look Reverse Dictionary helps avoid the repetition of words and ideas.
Edit before sending
A misspelled letter and word can lead to confusion or misunderstanding between you and a recipient. Put the copy aside for a while, and then review it with a fresh eye to make sure everything is in order and looks correct. Spotless writing always makes a positive impression on the readers.
Use a custom writing service
Professionals who need a flawless copy buy the service of custom writers. These professionals create any type of professional document based on your instruction and offer cheap assistance. Writing services assist with a vast range of orders and assignments and can help you achieve the communication purpose effectively.