Business writing comes in many shapes and sizes. Study these 7 business writing examples to learn how to use written communication in your company.
Business writing is a part of everyday business operations, regardless of company size. The sentence structure, word choice, and formatting of a piece of business communication is specific to the type of document being sent. Employees asked to craft a business document need to understand the different types of business writing that are out there. Several general writing tips apply to all types of business writing, including:
- Write in active voice, not passive voice
- Be concise and direct in your communication
- Commit to avoiding typos by proofreading and using grammar and spell check programs
- Avoid jargon and buzzwords
- Use acronyms sparingly
In addition, anyone who is writing for a business must commit to error-free work. Most companies will have writing guides covering the style and tone of their written documents, and writers should also study these. Still, there is some variety within the different types of writing used in business. Here is a list of business writing examples you can study to craft better-written works for your business or organization.
Contents
1. Business Letters
Business letters are a form of transactional business writing. A business letter is a formal written document sent from one person within an organization to another. There are many times when someone might need to use this type of business communication, including:
- Business proposal letters: These letters propose a business arrangement between two parties and outline the terms of that arrangement.
- Letter of recommendation: A recommendation letter is sent to a potential employer to recommend an applicant for a position.
- Follow-up letters: After an interview or other in-person communication, business professionals usually send a follow-up letter that covers the conversation or interview and any questions that arise afterward.
- Offer letter: An offer letter outlines the terms of a business offer, usually when a job offer is on the table.
- Cover letter: A cover letter accompanies a resume or application for a job.
- Resignation letter: This letter tells a company that you are giving notice to quit your job. Most companies require a resignation letter within a few weeks of the end date.
Here is a template that you can use when writing a business letter. Keep in mind that you will skip a line between each section:
- Your contact information
- Date in month, day, year format
- Recipient’s job title, company name, and address
- Salutation, usually in “Dear Person’s Name” format
- Body of the letter, single-spaced for each paragraph with a space between them.
- Call to action to end the body of the letter that includes email and phone number, if appropriate.
- Closing in the format “Respectfully yours,”
- Handwritten signature
- Typed name
Here is how this might look:
John Smith
123 Drury Lane
New York, NY 12345
April 20, 2021
Sarah Collins
Director, Human Resources
ACME Tech
123 Business Road
New York, NY 12345
Dear Ms. Collins,
I am writing to tell you about our upcoming tech event in New York and to invite you to be a keynote speaker. The event will be held from September 15 through 18 in the Raddison hotel.
Over the past five years, I have watched your expertise in human resources as you grew ACME Tech and onboarded new people. We believe that you will be an asset to our attendees who are looking for ways better to integrate their new hires into their tech companies.
Your speaker’s package will include accommodation, meals, and a modest honorarium.
If you have any questions, don’t hesitate to contact me at [email protected] or call 444-444-4444. I look forward to hearing from you.
Sincerely
(Signature)
John Smith
2. Business Emails
Business emails are similar in structure to business letters. However, they also contain a subject line. In this form of professional communication, you will want the subject line to tell who the email is from and why it is sent. Within the email, you will follow the same format as a business letter but skip the contact information and date at the top. The structure of the letter should be similar. In the signature, close the letter with your name, title, phone number, and email address. Here is how you might adjust the previous business letter to fit the email format:
Subject: September Keynote Speaker Invitation
Dear Ms. Collins,
I am writing to tell you about our upcoming tech event in New York and to invite you to be a keynote speaker. The event will be held on September 15 through 18 in the Raddison hotel.
Over the past five years, I have watched your expertise in human resources as you grew ACME Tech and onboarded new people. We believe that you will be an asset to our attendees who are looking for ways better to integrate their new hires into their tech companies.
Your speaker’s package will include accommodation, meals, and a modest honorarium.
If you have any questions, please contact me at [email protected] or call 444-444-4444. I look forward to hearing from you.
Sincerely
John Smith, Marketing Coordinator, Tech Events Inc.
[email protected] 444-444-4444
3. Memos
A memo or memorandum is a short, concise form of communication usually sent to a group of people within a business. It is typically used to announce some sort to the organization’s members. Memos have a specific template for the heading, which is:
- MEMORANDUM
- TO: (full names of readers and job titles)
- FROM: (Sender’s full name and title)
- DATE: (Complete date)
- SUBJECT: (Short subject that thoroughly indicates the main point of the memo)
The memo itself has an introduction that restates the subject in a sentence. The body paragraphs provide reasons for the announcement or other purpose of the memo. It ends with a concluding paragraph that summarizes the points and reminds the readers what they are supposed to do with the information contained. Here is an example of a practical memo:
To: The HR Team
From: John Smith, Manager
Date: April 20, 2021
Subject: Inappropriate use of phone apps during company time.
HR Team,
It has been brought to my attention that some in the office spend too much time on the clock playing on their phones.
Recent statistical research has found that people spending time on phone games costs around $1 million a year to the average company. That is a loss we cannot afford.
We do not want to put in unnecessary rules, so please be more conscious about your phone use. Remember, you are on company time.
Thank you,
John Smith, Manager
4. Handbooks
Handbooks provide information that employees need to do their jobs well. This includes the rules of the office or company and procedures that must be followed to work for the company. Employee handbooks are essential in terms of the legalities of employment. If something is not clearly outlined in the handbook, employees may not be held liable for those actions. They also need to be clear and instructional, so employees can read them and understand expectations clearly. While every company will have its own rules, some of the components of most employee handbooks include:
- Company mission statement and history
- Legal declarations
- Dress code
- Hours and compensation
- Overtime policies
- Benefits
- Responsibilities and expectations
- company holidays and paid time off
- Promotion opportunities
- Travel and reimbursement rules
Showing an example of a handbook is impossible due to its length, but here is an excerpt showing what a handbook might sound like. This example comes from Indeed.com. You find also find these about us page examples helpful.
2. Dress code
We will provide you with four t-shirts with our name on them and four white waist aprons. You can choose your t-shirts in three colors and sizes. You are responsible for taking the shirts and the aprons home and laundering them after your shift. They can be replaced for free if they get ruined at work or elsewhere. Employees can wear jeans without holes, slacks and skirts, and shorts no more than six inches above the knee. Leggings and other workout clothing are not permitted. You can wear any shoes but must be close-toed for safety reasons.
5. Business Reports
Business reports are informational writing that shows the organization’s results or information about a project. Typically, these reports contain data and research and are sent to leadership or stakeholders to help them make decisions for the business. There are many types of reports that a business can make, including reports on:
- Compliance
- Investigations
- Feasibility
- Recommendations for the business
The parts of a business report include:
- Executive summary
- Table of contents
- Introduction
- Body, which may be bullet points instead of paragraphs
- Conclusion
- References
- Optional Appendix
Here is an example of an excerpt from a business report:
In 2021, ACME Tech signed ten new clients, and social media was essential in landing those clients. This report summarizes the reach of our social media presence, providing results that can help us grow our marketing efforts in the coming year.
6. Meeting Agendas
While it would be ideal for every employee to attend every meeting, sometimes this is not possible. Meeting agendas are short guides to the topics covered in a business meeting. This is also one of the informational forms of business writing. Meeting agendas are written before the meeting and guide the direction of the meeting. They are written in outline form or bullet points so the meeting’s leader can easily see what needs to happen. After the meeting, the agenda can be sent to people who could not attend, so they know what happened. Here is an example of an agenda:
MEETING AGENDA
Date: April 20, 2021
Time: 12 p.m.
Location: Conference room
AGENDA DETAILS
Goals: The goal of the meeting is to discuss social media marketing strategies to implement for the coming fiscal year.
Review past social media campaigns
Time: 15 minutes
Purpose: Provide information
Leader: John Smith
a. Show examples of social media campaigns
b. Review the effectiveness of these campaigns
c. Identify the campaigns that were the most effective.
7. Press Releases
Press releases are sent to major news outlets to announce changes or news within the organization. They can be helpful in marketing because they keep the name of the business in front of its potential customers, and they can also help encourage excitement about good changes for the business. However, press releases are rarely used for bad news, aiming to improve marketing with them. Press releases use a professional tone and good business writing techniques. They are never longer than 500 words and usually have quotes from leadership or stakeholders. They end with a boilerplate “about us” content pointing back to the business. Here is an example of a press release:
ACME Tech Announces New CEO
The new leader comes at a time of unprecedented growth for the New York tech company.
NEW YORK, NY, April 20, 2021 – ACME Tech, a New York-based tech firm, announced Wednesday that it is bringing on a new CEO. Gerald Fitzgerald will join the company in September at the start of their fiscal year.
The interim CEO expressed excitement about the addition. “I am thrilled to bring such a strong leader to our company when experiencing unprecedented growth. I look forward to partnering with Gerald to push ACME Tech to new heights.”
Mr. Fitzgerald is expected to focus strongly on the company’s social media presence and on bringing new, innovative products to market.
About ACME Tech
ACME Tech is a tech firm from New York that focuses on innovative business-to-business products. They are known for their CRM software products specifically.
Looking for more? Check out our article on the best style guide for business writing!
