The 5 C's of Business Writing
Coherent (orderly, logical, consistent relation of parts)
Clear (understandable)
Make sure sentences are not too long or complicated.
Use appropriate language for the reader or audience.
Use technical terms if the reader is a specialist.
Use layperson's terms if the reader is not.
Use natural sounding words and phrases.
Concise (direct)
Say what needs to be said in the fewest possible words.
Get to the point.
The first draft is often too wordy. Edit, but include all relevant details.
Do not confuse concise with abrupt (see courteous).
Courteous (tone)
Adopt a “you” attitude – one that sees the other person's point of view.
Treat the reader as you would like to be treated – with respect.
Do not accuse, threaten, scold, or belittle.
Remember that your business depends on good relations with customers and employees.
Correct (mechanics)
Check spelling, punctuation, and grammar (proofread).
Use correct format for letters or memos (do not forget to sign it).
General Guidelines for Business Writing
Fonts
Font usage should be consistent throughout the document.
Font size should also remain consistent; however, headings can have larger text.
Simple fonts (e.g., Times New Roman, Calibri, or Cambria) should be used.
Font sizes, 11 or 12 point are acceptable.
Numbers
Numbers 1 to 10 are spelled out in business writing.
Numbers 11 through infinity are used in numeric form.
Percentages in text are to be spelled out as “percent.” The symbol “%” should be avoided.
Spacing
Spacing should be consistent throughout the document.
Line spacing of 1.5 is acceptable, unless otherwise specified.
Other
All acronyms should be spelled out and identified in parenthesis before being used in a report; e.g. United Nations (UN). For the remainder of the report, the acronym itself is sufficient.
The ampersand (&) should not be used in place of the word “and.”
All other guidelines for academic writing apply as normal.
