Writing a Business Document in a Professional Way

Most of the businessmen understand the significance of appearing professional in their presentations & making a good impression on the clients. However, they forget this fact whatever they write and provide to their prospective clients is also a part of their presentation. So, it is important for them to make each business document professional.

Here are the tips that can be applied to all types of business documents, ranging from simple like a quote to complex like a tender.

1. Check Spelling & Grammar – When one uses MS Word or any other word processing application to write a document, he or she runs spell check and thinks that there are no errors. However, it is important to check spellings manually, because the word processor will accept both ‘quite tall’ and ‘quiet tall’.
2. Accuracy – Make sure that whatever you write is 100 percent accurate. In case of any doubt regarding anything, it is better not to include that particular thing. Also, do not call the clients with the wrong name, and don’t misspell their name.
3. Make sense – If the ideas and words of the writer are not clear, the reader will not be able to understand what is written in the business document. So, write only simple sentences and never include the information which is irrelevant. To check that whether your document makes sense or not, you should read it once.
4. Be apt – Write keeping in mind the reader, and be specific about the information you give.
5. Choose language understandable by the reader – Sometimes, the writer chooses difficult words and technical terms to show that he or she has a great vocabulary. However, it stops people understanding what is written in the document. Similarly, the writer may also use latest street language which may upset the conservative readers. The document must be written to suit the readers.
6. It is not good to say bad things about your competitors… it looks unappealing and unprofessional.

These days, there is business document software such as Business Office Pro available in the market, which helps the writers to write different business documents easily by using pre-designed templates.