Someone brought up the word “take,” and how many ways it could be said. Our southern friends suggested “carry,” and “tote.” The difference, of course, is that you “carry” a person (as in “Can I carry you to town?”) while you “tote” a bundle – maybe even “toting” the groceries into the kitchen for the person you carried to town to buy them.
At that point one of the group asked, “Just what is the difference between “toting” groceries “into” the kitchen, or toting groceries “in” the kitchen? The AP Stylebook tells us that “in” is location, as in “She was in the kitchen.” On the other hand, “into” implies motion, as in “She toted the groceries into the kitchen.” Of course, you could change that meaning by saying “She toted the groceries in the kitchen,” which could mean either that she carried the groceries that were in the kitchen to somewhere else, or that she moved the groceries from one place to another in the kitchen. Whew!
At this point, you may be wondering what all of this has to do with business writing.
The point is that just as there are many ways of expressing one’s thoughts, ideas, and plans, there are many different types of writing, designed to accomplish various results. Business writing is one of them.
Although the writing “rules,” tools, and words may be similar, it’s how they are used, how they are put together, and what they are meant to achieve that makes the difference. Business writing is a special type of writing, totally different from writing a term paper, thesis, or dissertation, which our academic writing classes were designed to teach us, so we could progress in the academic environment. If our business writing begins to sound like a term paper, we may be mis-applying the excellent academic writing skills we were taught – skills that could be so useful when adapted for the business situation.
Business writing is a tool, meant to achieve a specific result, and different from poetry – where the joy of the words, and the emotions evoked are the main point. Different from the novel, with its intricate plots and skillful character development – designed to create an experience for the reader. And different from strictly technical writing – the type of writing that technical writers in a variety of fields use to communicate technical information to technical readers.
For that matter, what most readers consider to be technical writing is likely to be good business writing that deals with technical information.
Critical to good business writing is a strategy that focuses on results. It begins with determining whether writing is the best way to get the desired results. Then, consider the most effective type of writing (e.g., informal email, formal email letter, postal mail letter, handwritten note, and so on). Consider the reader, and the best way to approach that reader. Decide whether this piece should inform or persuade. Have a very clear, very focused statement as to what you are informing the reader about, or what you want to persuade the reader to do. Now, and only after you have determined what you want this piece to accomplish, you are ready to decide what to say.
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