Communication is a process by which meanings are exchanged among people through the use of words. Business communication is a process of transmitting information and thoughts between various parts of an organization and also to people outside the organization such as customers, investors, suppliers etc. The main function of the business communication is to convey your message or thoughts effectively to the reader.



In business communication, the receiver of the message should be able to understand your message immediately, and this can be possible only when you write your message with simple and familiar words. So, the right choice of words is very important for powerful business communication.

Always use common and familiar words:

Use of familiar words is the most important rule of word selection in business communication. Always use common and familiar words of everyday use to make your message easily readable and understandable.

Use concrete words:

Use concrete words instead of abstract words in your business communication. Concrete words forms clear and sharp images in our mind as opposed to abstract words. Specific words such as bank, chair, and telephone are concrete words, whereas performance, inconsistency and significant are abstract words, which creates vague and fuzzy images in our mind.

Use single words in place of circumlocution:

Avoid use of more words than required in a sentence or circumlocution to express the purpose in your business communication.

Avoid long sentences:

Avoid use of long sentences having many clauses and unnecessary words. The recommended average sentence length for effective business communication is between 15 to 18 words for a clear and readable style.

Use technical words with care:

Every profession has its own special vocabulary and technical words. The members of that professional group can easily understand these technical words and jargons. But, if you use these technical words in your business communication to an outsider, it will sound like a foreign language to him.

Avoid use of difficult words:

Use English words that are easy to use and understand instead of difficult and high-sounding words. Make your business writing more effective with simple and direct word, and avoid any possibility of misinterpretation of your words by the reader.

Use strong and power words:

Use of strong words or power words makes your business writing more forceful. Strong words not only drive your sentences forward but also arouse the interest of the reader.

Use active verbs:

Active verbs make your business writing direct, clearer, more informative and easier to understand.

Avoid use of camouflaged verbs:

Avoid camouflaged verbs and strengthen your business communication. Camouflaged verbs are verbs that are unnecessarily changed to nouns, which results in addiction of more verbs in a sentence.

Use correct idioms and phrases:

Be careful in the choice of idioms and phrases while writing business communication.

Use writing software: Business writing softwares with grammar checker and text enrichment tool can be used for writing effective business communications.

More information on writing software is available at www.truevalue4money.com/businesswriting.html website for business writing.