Guidelines for Writing Business Documents

A good business document helps to ensure success of the project. Before beginning to write a business document, you must try to gather as much knowledge of the project as possible. By following the guidelines for writing business documents, you will be able to draft an effective document.

Focus on Purpose

Business writings are basically activity-oriented and user-centered. Aim of these documents is to create a positive effect on the users, by using informative and persuasive strategies. Having a good understanding of the purpose of writing, is very essential for achieving the final goal of the document. You should also know how it is going to be useful for the readers. Mention what the user will be able to learn or benefit from the document. If you are writing about a product or a particular software, you should specify how and for what purpose the readers will be able to use it.


Audience is the most important factor to consider, while writing business documents. Especially if you are writing for promotional purpose, you should have good understanding of your audience. Researching about the habits and needs of your targeted readers will be helpful in drafting the document efficiently. Address all the issues pertaining to the users in your writing. You should also know how to convince your readers by the end of the document.

Document Design

Design of the document and its organization play a very crucial role in the success of business objective. Presenting your views and ideas in a logical and user-centric manner gives a professional look to your document. Sections should be grouped within the document and each section should be focused on one subject. Design of the document also has an impact on communicating persuasively to the reader. It should be designed in such a way, that users can easily find the information they want. Highlighting important information helps the busy readers to find the content quickly. Make use of graphics like tables, charts, screenshots, etc whenever required, to help the readers understand better. The headings or subheadings in your document should be specific and clearly convey what the user is expecting to read.

Be Precise and Concise

You must ensure that you provide your audience with right facts and figures. Your document has to be informative, yet concise. Include only that information which the user expects or needs to know. Unnecessary information can make the reader to lose interest in reading further. Include examples, statistical data, dates, percentages, etc. to support your statements.

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