Writing

Professional writing skills for business communication.

Principles of good writing

1. Be clear — Say exactly what you mean
2. Be concise — Remove unnecessary words
3. Be specific — Use concrete details
4. Be active — Prefer active voice

Active vs Passive voice

Passive (avoid)	Active (prefer)
🔊 The report was written by the team.	🔊 The team wrote the report.
🔊 Mistakes were made.	🔊 We made mistakes.
🔊 A decision will be made.	🔊 We will decide.

Use passive when the actor is unknown or unimportant.

Concise writing

Wordy	Concise
🔊 at this point in time	🔊 now
🔊 in order to	🔊 to
🔊 due to the fact that	🔊 because
🔊 in the event that	🔊 if
🔊 a large number of	🔊 many
🔊 make a decision	🔊 decide
🔊 give consideration to	🔊 consider

Email writing tips

1. Clear subject line — "Q3 Budget Review: Approval Needed"
2. One topic per email — Easier to respond and track
3. Front-load important information — Lead with the point
4. Use bullet points — For lists and action items
5. Proofread — Errors undermine credibility

Email structure

Subject: [Topic] - [Action if needed]

Hi [Name],

[Context in one sentence]

[Main point/request]

[Details if needed, in bullets]

[Clear next step]

Best,
[Your name]

Reports and documents

Structure

1. Executive summary — Key points for busy readers
2. Introduction — Context and purpose
3. Body — Organized by topic or chronology
4. Conclusions — Key findings
5. Recommendations — Suggested actions

Formatting

• Use headings to organize content
• Keep paragraphs short (3–5 sentences)
• Use bullet points for lists
• Include visuals where helpful

Punctuation essentials

Mark	Use
.	End statements
,	Separate clauses, list items
;	Connect related independent clauses
:	Introduce lists, explanations
—	Emphasis, interruption
'	Contractions, possessives

The Oxford comma

Recommended in American English:

• 🔊 "I need reports, data, and analysis." ✓
• 🔊 "I need reports, data and analysis."

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