Tips to Elevate Your Business Writing Skills in English: A Practical Guide

Although we mainly focus on speaking skills in our classes, writing skills are also very important in business. It can be more difficult writing in a language that is not your first language, not only because of the vocabulary and grammar, but also because of the cultural differences.

For that reason, we have written this short guide on how to write in Business English.

We will give you guidelines, common phrases, and examples for 4 main types of business writing: Emails, reports, proposals, and minutes of a meeting.

We have also created a checklist so you can check that your writing is up to scratch (good enough).

So whether you're crafting emails, reports, or proposals, these tips will help you level up your business writing game.

1. Email Communication:

Guidelines:

Be concise and to the point.
Use a formal tone, unless the context suggests otherwise.
Proofread before sending.

Useful Phrases:

"I am writing to inquire about..."
"Please find attached [document/file] for your review."
"Looking forward to your prompt response."

Example:

Subject: Inquiry about Upcoming Meeting

Body: "I am writing to inquire about the details of the upcoming meeting. Please find attached the agenda for your review. Looking forward to your prompt response."

For more expressions on writing emails, AND get a downloadable cheatsheet, click here: https://inglesconkillian.com/blog/emails-en-ingles

2. Business Reports:

Guidelines:

Organize information logically with a clear structure.
Use visual aids like charts or graphs for clarity.
Provide a succinct executive summary.

Useful Phrases:

"In light of the data presented..."
"To summarize, our findings indicate..."
"We recommend implementing the following strategies..."

Example:

"In light of the data presented in the report, we can observe a significant increase in sales over the last quarter. To summarize, our findings indicate that implementing targeted marketing strategies is crucial. We recommend implementing the following strategies to capitalize on this growth."

3. Proposals:

Guidelines:

Clearly state the problem and propose a solution.
Use persuasive language to make your case.
Outline the benefits of your proposal.

Useful Phrases:

"We propose to address [issue] by implementing..."
"This solution is cost-effective and will yield significant benefits, including..."
"We are confident that this proposal aligns with your objectives."

Example:

"We propose to address the issue of declining customer satisfaction by implementing a customer feedback system. This solution is cost-effective and will yield significant benefits, including improved customer loyalty and increased positive reviews. We are confident that this proposal aligns with your objectives of enhancing customer experience."

This article and video will help you make your English more professional, in writing AND in speaking: https://inglesconkillian.com/blog/how-to-convert-your-english-into-business-english

4. Meeting Minutes:

Guidelines:

Capture main points and action items.
Use a clear and organized format.
Distribute minutes promptly after the meeting.

Useful Phrases:

"The key points discussed during the meeting were..."
"Action items include..."
"Please review the attached minutes and provide any necessary feedback."

Example:

"The key points discussed during the meeting were the project timelines, budget allocations, and team responsibilities. Action items include assigning tasks to each team member and scheduling a follow-up meeting. Please review the attached minutes and provide any necessary feedback by [deadline]."

Click here to learn 35 expressions for meetings in English: https://inglesconkillian.com/blog/35-effective-meeting-expressions-in-english