Sales professionals often communicate through email, whether replying to RFPs (requests for proposals), following up with customers, or cold emails. With so much of today’s sales process happening through email, sales professionals must build relationships with prospects by learning to write well. That’s why I’m eager to share with you some great tips on business writing rules from my good friend and international bestselling author, Shirley Taylor.
By the way, Shirley’s virtual training program, now known as “High Impact Business Writing,” is ready to empower your communication skills. Supercharge your communication skills and learn how to create messages that truly connect with your audience.
Business Writing Rules at Work
We are all writing more than ever now. We depend on our business writing skills to influence, persuade, encourage, collaborate, and lead. However, most people don’t really notice the quality of the writing they read – they simply react positively, negatively, or not at all.
If you have ever wondered if there’s a better way to write your messages so they get better results, there is! Here are three of the new rules for effective written communication:
1. If you can say it, you can write it
Today, we connect with the world largely through e-mail, websites, blogs, texting, and social media. With all these channels, we have only the bare facts, without tone of voice, facial expressions, body language, or pauses. Using business writing that’s as close as possible to spoken language makes sense.
Writing conversationally will give you a great advantage. You will put your personality and individuality into your message, which will help you stand out and make a greater connection with your reader.
2. Write for today, not yesterday
Yesterday’s business writing was passive, wordy, and really dull. It created a distance between the writer and the reader. Today’s writing is more conversational. It’s crisp, clear, and transparent, and the personal context makes it more positive and interesting.
Yesterday: Please be advised that a meeting of the Annual Convention Committee will be held on 24 February (Thursday) at 9.30 am. You are required to attend and report on progress made since the last meeting. Kindly advise your availability.
Today: I’d like to hold another meeting of the Annual Convention Committee on Tuesday, 24 February, at 9.30 a.m. I hope you can attend to report on the great ideas you mentioned at the last meeting. Please confirm if you can join us.
3. Aim to build relationships with good writing
People will judge you based on your writing and how you write it. In today’s fast-paced, technology-crazy world, it’s essential to come across as human.
If you insist on using old-fashioned or redundant jargon (Please be reminded, Kindly be advised, Please find attached herewith, above-mentioned, etc.), you will obscure the real meaning and not add any personality.
Make your writing positive, stimulating, and interesting. Add some feeling and a personal touch. Help your readers get to know the real person behind the message.
Poor business writing damages reputations: Poorly written messages reflect badly on you and your organization. Poor writing will not clarify your organization’s products, services, values, policies, and beliefs. As a result, business efficiency and opportunities to connect and build relationships with clients, colleagues, and stakeholders will be lost.
Good business writing makes a difference: Good writing is receiving increasing recognition as an essential business skill. It will give you a huge advantage today. Good writing can help you work more efficiently, build credibility, improve relationships, influence people, win more clients, and achieve your goals.
Shirley’s Free Business Writing Checklist
To help you, I’ve put together a checklist of reasons why your writing style may not be working as effectively as it could and what you can do about it. This checklist also contains my top 10 strategies for improving the writing style throughout your organization.
Give yourself an edge in this competitive world by getting to grips with effective writing now, before it’s too late!
More About Shirley Taylor
Shirley Taylor is widely regarded as an expert and leading authority on business writing skills. She has written 12 successful books on communication and business writing. The seventh edition of her internationally bestselling book Model Business Letters, Emails, and Other Business Documents has been translated into several languages and sold over half a million copies worldwide.
With over 30 years of experience in teaching and training, Shirley is a high-energy, high-content speaker and trainer who educates, inspires, informs, and motivates individuals to develop better relationships and achieve greater success.
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