Business English Tutor Hong Kong

Native English Teachers in HK Shenzhen China

How to Communicate Effectively Using Business English

How to Communicate Effectively Using Business English

Communicating effectively

: In the era prior to globalization, Business English was limited to just E-mails or sales letters. The advent of internet changed the way companies advertised their products. Advertisement meant more information about the products and services. Social media posts, user manuals, sales reports while maintaining existing customer base aimed at creating new customers.
Effective communication was required not just for advertising or information, but to outsource, getting things done quickly and achieving results without running into cost and time overruns.

Principles of communicating effectively:

· Principle of Brevity:

Communication in business is more about information and less about elaborate florid prose. Avoid sentences that beat round the bush. Come straight to the point. Understand that time is valuable and the fact that it is a constraint to many people. Hence "tell only what is required and do it quickly ".

· Principle of clarity:

Avoid language that is ambiguous, contains frequent references and citations.

· Principle of completeness:

Ensure that the information provided in the document is complete so that valuable time is not lost in clarifying doubts.

· Principle of correctness:

Any document would be less effective if it is full of spelling mistakes, grammatical errors and typos. Ensure that the document is error free.

· Principle of coherence:

Ensure that the ideas or thoughts flow logically from one sentence to the other and from one paragraph to another.

· Principle of consistency:

Use formatting and layout that is consistent. Inconsistency makes a document messy and untidy which defeats the very purpose of communicating.

Tips to communicating effectively:

Understand your audience:

Whether it is a newsletter you are writing or an e-mail you are drafting, understanding your audience greatly helps. Understanding your audience implies trying to gauge your audience's understanding of the subject much in advance.It also means anticipating their reactions, queries and resistances.

Understand the objective of communication:

Understand the purpose of communication.
· Do you simply want to share information with a group of people?
· Do you need to teach a particularly difficult concept to someone?
Do not overlook the obvious: Most of the times, writers in an attempt to make their document more attractive miss on the facts that are essential to any business like the location of their business premises.
Think innovatively: Use clichés sparingly. At most they help stifle a yawn or worst make you lose a potential customer. "Quality oriented" "100% focused" are insipid, bland and don't do much for your business. Avoid them like plague.
Avoid the jargon: Sometimes jargon is unavoidable. Yet the fact neither the writer nor the reader loves jargon. Use business jargon only when you feel it adds value to any business communication.
Redundancy - A big No-No: Respect your readers. They are smart and let us face it they don't have all the time in the world. Don't talk to them about "Personal friends","new innovations" or "Serious disasters". Just talk to them about inventions and disasters. Also leave those verb/noun pairs alone. Do not "take a decision" or "Carry out the renovation", simply "Decide" and "renovate "
Keep it simple: Put the headings in bold. In case of E-mails, make sure that the subject line is clear and lacks any ambiguities.Use bullets for lists. Put the most important information at the top.

Avoid abbreviations and symbols:

Always remember the purpose of any business communication is creating a bond with a potential customer or client and not conversing. Hence avoid symbols like "&" "etc". They make the whole document or an E-mail look frivolous.

Pep up your writing:

Use active voice to make your writing more cheerful.


Check out for those typos, grammatical errors and spelling mistakes. Proofread after every sentence, every paragraph and every document.

Article Source:

Cookies statement