Business Writing

Business Writing Skills

How you come across in writing often shapes how you are perceived by those around you "We are what we write". In this world of fast paced, immediate communication, we often fail to apply a logical or a tailored approach due to the urgency of our tasks. Using the right structure for your reports and emails, language styles and structured formats (for the right audience) for all your writing to effectively get our message across in a concise, easily understandable way, is often the key goal of professional business writers.


  • Agenda review and rule setting
  • intro exercise, needs mapping, agree rules
  • Why is writing for business so important to us? (pro-active versus reactive)
  • Why don't people understand our messages? (why adapting is key)
    Reader Analysis & Key Structures
  • Identify your reader first - who are they - what are they looking for?
  • Clarity and becoming more reader friendly - avoiding making them work too hard (brain work processing formula)
  • Use more effective structures - the PREP model and AIDA to inspire your reader to action

    Composition and Style Tools

  • Use visual elements, charts, graphs and other graphics to create interest in your writing
  • How you can engage your reader with the "hunt" technique
  • The 3 key language styles - adjectives and verbs that suit different communication preferences
  • Taking care of grammar and spelling (things that autocorrect won't pick up)

    Technology and writing
    Tips for:

  • Email
  • Instant messaging

    Report writing
    How to use different approaches for 3 very different report types.

    The 5 Stage approach in Report writing

  • Objectives
  • Researching
  • Planning
  • Writing
  • Editing/Proof Reading

    Getting the Right Objectives

  • scope and purpose of the report
  • getting specific (writing clear objectives)

    logical and emotional considerations in collecting information and opinion


  • outline headings
  • handling objections
  • understanding reader's needs
  • choosing the right tone and style

    Writing - structures and outlines

  • the right structure for your report
  • information vs research reports
  • writing the outline

    Creating an impact

  • constructing an argument (building your case)
  • your preferences in writing style and what to be aware of when writing for others (what they already know/need to know)
  • using graphics and other tools to create interest

    Writing - practice and style

  • use of plain English
  • avoiding ambiguity
  • clear hierarchies
  • using tables and diagrams
  • using bullet points

    Report Feedback
    self and feedback ratings on a current report/previous reports

  • Learning Outcomes

  • Understand the importance of purpose and adapting your writing to match your audience needs
  • Identify the 4 key audience types and how to write for them in an easy to understand way
  • Learn how to engage different audiences to make your writing interesting and appealing
  • Understand how to use technology, such as email in the most effective and pro-active, purposeful way
  • Learn how to successfully follow the 5 key stages in writing a report using 3 different report structures
  • Understand how to create impact with different visual tools to make writing more interesting and engage readers in simple effective language
    1.8 Assessment Criteria
  • Is able to Identify the 3 key points
  • Quality of points on testing exercise
  • Demonstrate variety and use of different techniques in written test
  • Explain and demonstrate completeness of content of written communication materials
  • Enumerate and list the 5 key stages in writing a report
  • Ability to understand the 3 success criteria points for each stage in the process and list the 3 report structures
  • Demonstrate variety in presentation of writing
  • Ensure preciseness of spelling and language

  • Clerks, Administrators, Coordinators, Supervisors, Asst Managers, junior and middle managers or anyone who is interested in building skills in business report writing.