Golden Rules of Business Writing

1. Remember your reader + 2. “You” attitude

Rewrite the sentences to improve you-attitude

We-attitude We are delighted to inform you that our retail outlet has moved to new premises.

You-attitude

We-attitude We are happy to send you the Angie products today.

You-attitude

We-attitude We have received the latest models of laser printers to our shop.

You-attitude

We-attitude We have negotiated a contract with our PC importer and we are now able to offer you
PC’s at favourable prices.

You-attitude

We-attitude We are offering you a credit card because we feel that a person in your income category
benefits from having it.

You-attitude

We-attitude There was no order form in your email and that is why we could not process your order.

You-attitude

3. Positive emphasis

Rewrite the sentences to improve the positive emphasis

Negative We have failed to finish compiling the documents needed.

Positive

Negative We regret to inform you that we cannot accept cash payments any longer.

Positive

Negative Eating your own packed lunch is not permitted anywhere except in the lobby.

Positive
Negative Your PC guarantee has not expired.

Positive

Negative You are not allowed to purchase a ticket at a student price if you do not present your stu-
dent ID.
Positive

Negative It is impossible for us to make changes to your subscription on a Friday evening.

Positive

Negative We do not indemnify travel expenses without receipts.

Positive

4. Bias-free language

Think of more gender-neutral terms / expressions

Businessman
Mailman
Chairman
Foreman
Salesman
Freshman
Manpower
Woman lawyer
Cleaning lady
Repairman
Policeman
Fireman
Male nurse
Waitress
Man-made
Cameraman
Stewardess

5. KISS – short and simple but effective

Think of shorter and more simple terms

Demonstrate
Endeavour
Initiate
Perform
Terminate
Utilize
Rewrite the sentences to improve readability and understanding

Wordy Implementation of the decision will take place in due course.

Short

Wordy They made a decision to build a new warehouse due to the fact that the management had
made an approval of the budget.

Short

Wordy The CEO came to the conclusion that we should make arrangements to achieve im-
provements to make development.

Short

Wordy The financial manager took part in the negotiation about the expansion of the warehouse
and the implementation of the building project.

Short

Wordy The marketing department will provide assistance in performing an investigation of the
problem and make adjustment on the budget accordingly.

Short

6. Correctness

Correct the grammar mistakes in the sentences. Rewrite the sentences.

Incorrect There is many companies in this field

Correct

Incorrect Several companies has published it’s annual reports in February.

Correct

Incorrect The managers solutions were not adequate.

Correct

Incorrect There’s several things you can do to improve you’re presentation.

Correct

Incorrect A team of students of marketing, international business and accounting are preparing the
fair.

Correct