Most individuals in business routinely submit documents as an email attachment. However, it’s best to create a nice folder for postal mailing. Your goal in writing any document for business purposes is to include information the other party needs in professional language. This doesn’t mean the language should be high-brow or obscure. If those who will read the document might not fully understand, consider creating a separate page of bulleted information to explain the main document.
Gather all of the information you need for your document. Give clear information in the document in a font size others can easily read. Experiment with font sizes and print styles to create a good visual impression. Ask someone you trust to review the document before you sent it out.
Place the name, title and department of the individual who will receive the document. Include the name of the document's author, email address and phone contact numbers. Type this kind of information in the upper right-hand corner of the cover page, or center this information at the bottom.
Write an executive summary stating what information the document supplies. For example, state that the document is a bid for a contracting job. Restrict the executive summary to half a page or less. Write this section as if the reader has no clue concerning any information supplied in the document. The summary should provide information that the person receiving the document might need to share with others.
Offer information concerning the project you wish to discuss by starting with the most important information first. Engage the reader’s interest and try to hold it through each paragraph. Business documents tend to become boring with too much verbiage. Create subheadings to present the information in a more interesting fashion.
Paint a picture with your words. Help the reader visualize the points you are trying to make by using language that describes what needs to happen.
Write any business document on the level of education of the reader. If you plan to hire an excavating company to haul dirt from a construction site, use language that company would utilize in its daily operations, not a scientific description.
- Write any business document on the level of education of the reader. If you plan to hire an excavating company to haul dirt from a construction site, use language that company would utilize in its daily operations, not a scientific description.
Judi Light Hopson is a national columnist for McClatchy Newspapers. She is founder of Hopson Global Education and Training and co-author of the college textbook, Burnout to Balance: EMS Stress. She holds a degree in psychology from East Tennessee State University, and has been a professional writer for 25 years.