Business writing classes are a great way to sharpen a company’s image to the outside world by improving the written correspondence. Many companies that are located overseas have much more polished grammar and presentation in their written communications.

Many domestic companies have allowed standards to fall and do not seem to care that the image they project of themselves is not very flattering. There are two basic reasons for the decline in standards. The first is the fact that English grammar and correct English usage are no longer taught in our schools. The second is the fact that business letters have been replaced, to a great extent, by electronic mail for the normal run of business dialog.

Why exactly overseas companies are better at formal business writing has still not been completely addressed. Exactly how do these overseas companies manage to have almost perfect structure etiquette in their business communications? The true answer to this question isn’t mysterious or complex by any stretch of the imagination. The letters which originate from overseas are most likely composed by someone whose native language is not English; they had to spend significant time and effort on grammar to learn English as a second language. In fact, many people at overseas companies often are in shock that a business communication from a company that is located in a native English country is so poorly written and constructed.

What can really hurt a company’s image is when an employee engaging in business writing becomes too over familiar with the person they communicate with. In fact, over familiarity in a written correspondence can be a deal breaker even if the deal had gone well for months prior during oral negotiations. A deal can go sour if an informal term of endearment is used, for example if John writes to someone using the salutation “Hey bucko” this could have unintended negative consequences to any potential deal that was being worked.

What else can a business writing class help with? Business letters and pro-forma applications need to be set out in such a way that there is no ambiguity in either the words used or the phraseology. Although you might be dealing with a domestic company, it is possible that words could be used that have different meanings or connotations.

For example, if an executive would write to another using the sentence, “George you are very wicked.” The writer could have intended wicked to be a positive attribute and George could interpret it to mean the negative connotation. These types of words have no place in business writing.

Any quality business writing course would encourage the students to refrain from using words which can have multiple and ambiguous meanings. If clear and concise English is used consistently than a lot of unnecessary and excessive communications could be drastically reduced. If the message is clearly stated there will be no misunderstanding and no further communication will be needed for clarification.

Another good reason why business writing should stay focused and concise is because it will cut down on back and forth communication from sender and recipient. The clearer the written message, the least likely the recipient will have to write back asking for clarification. Another good example of unclear business writing is when employees utilize the words “ult’ and “inst” when alluding to dates. For example, it is much simpler to write: “Thank you, I received your letter dated 6th May.” Rather than writing: “I got it 6th ult.” A good business writing course should cover concepts similar to this one.

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