Health matters

What makes business writing work? From a brief email message to a lengthy proposal, business writing works well when it exhibits these seven traits: strong ideas, logical organization, a conversational voice, clear words, smooth sentences, correct copy, and a reader-friendly design. How can learning about these seven traits help your students and employees succeed as a business writer? The traits can help them do three things:

• Assess the quality of their writing using the traits as benchmarks.
• Improve their writing using trait-based guidelines and checklists.
• Develop a common vocabulary with their colleagues that will help them improve writing throughout the organization.

The Seven-Traits Benchmarks

At the end of each chapter in Write for Business, you’ll find a checklist. Before sending or distributing a document, your students can use this checklist to make sure that their writing contains the required elements and demonstrates the desired traits.

1. Strong Ideas
* The writing focuses on a main point.
* Supporting points are developed logically and explained well.
* Information is complete, accurate, and current.

2. Logical Organization
* A strong three-part structure (opening, middle, closing) guides the reader.
* The organization is direct or indirect, as appropriate.
* Details are ordered sensibly (categories, problem/solution, order of importance).
* Transitions link sentences, paragraphs, and sections.

3. Conversational Voice
* The tone is positive, polite, knowledgeable, and natural.
* The voice connects with the readers.

4. Clear Words
* Words are fresh, natural, and understandable.
* Key words and technical terms are precise—and defined, if necessary.
* Language is sensitive to age, gender, culture, and ethnicity.

5. Smooth Sentences
* Sentences are concise and easy to read.
* Sentence lengths and patterns are varied.
* Active and passive voice are used effectively.

6. Correct Copy
* Grammar, punctuation, mechanics, usage, and spelling are correct.
* Correctness creates logic, guides the reader, and makes a positive impression.

7. Reader-Friendly Design
* Format is correct and consistent with company guidelines.
* Page layout and typography make the document attractive and easy to read.
* Lists, headings, and graphics make the information accessible.

This Article is from: Health matters[http://stevenlichen.com]

URL: http://stevenlichen.com/2007/05/03/the-seven-traits-of-good-business-writing/

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