Effective communication is critical in the fast-paced world of global commerce. For non-fluent English speakers (or emerging professionals who have just entered their first business careers), crafting compelling work documents can be a daunting task. Mastering workplace writing skills is vital whether you're seeking to close a deal, make contacts, establish a professional relationship or simply make your day-to-day correspondence more impactful.

Understanding the nuances of business English and applying them skillfully can set your company and you apart in the competitive corporate arena. Have a look at our guide on how to improve your corporate English writing skills.

What is it?

Business writing refers to the clear and purposeful use of language in written form within a professional context. It encompasses a wide range of documents, including emails, reports, proposals and presentations, tailored to communicate effectively with clients, colleagues and stakeholders. That can also include writing web content for professional audiences and clients.

What's an example of business writing?

One example is a formal email to a client:

Subject: Proposal for Partnership

Dear Mr. Smith,

I hope this email finds you well. I'm writing to present a partnership opportunity with XYZ Corp that aligns with your company's goals for expansion and innovation.

[...]

I look forward to your response and the possibility of future collaboration.

Warm regards,

Jane Doe

Why is effective business writing important?

Effective business writing is crucial as it reflects the professionalism and credibility of an individual and their organization. It ensures that the message is understood as intended, which is pivotal in decision-making processes and maintaining positive business relationships.

Clear writing improves workplace communication by minimizing misunderstandings, saving time and enhancing productivity. It facilitates seamless collaboration between teams and departments and aids in developing and maintaining a positive professional image.

Key elements of professional English writing

When crafting business documents, several key elements ensure your workplace writing is effective and well-received. These elements include:

• Structure and organization: A well-structured document with a clear introduction, body and conclusion makes your content more understandable and engaging. Use headings and bullet points to break down information and guide the reader through your message.
• Tone and formality: The tone should match the context and purpose of your communication. While a business proposal might require formal language, an internal email to colleagues can be less formal. Understanding the nuances of tone can greatly impact how your message is perceived.
• Purpose-driven writing: Every piece of corporate writing should have a clear purpose. Whether it's to inform, persuade, request or confirm, keeping the purpose in mind ensures that your writing is focused and achieves its intended goal.
• Attention to detail: Precision and accuracy are paramount. This includes correct grammar, punctuation and spelling, as well as ensuring that all facts and figures mentioned are accurate. Errors in your writing can diminish your credibility and confuse the message.
• Cultural sensitivity: In a global business environment, it is crucial to be aware of cultural differences and avoid culturally sensitive phrases. This sensitivity can prevent misunderstandings and foster more harmonious business relations.

By focusing on these elements of workplace writing, you can enhance your business English writing and ensure it's both professional and effective.

How can I improve my professional English writing?

Improving your business English writing involves focusing on clarity, conciseness and appropriateness. Here are a few strategies to get you started:

• Immerse yourself in business language: Read a variety of business-related materials such as reports, emails and articles.
• Practice regularly: Engage in writing exercises that mimic real-world business scenarios.
• Get feedback: Have your writing reviewed by proficient English speakers and incorporate their suggestions.
• Brush up on basics: Reinforce your understanding of grammar, vocabulary and punctuation.
• Utilize technology: Take advantage of language learning apps and online courses that offer business English modules. These tools can provide interactive learning experiences and immediate feedback.
• Join professional networks: Participate in forums and networking groups where business English is used. Observing and engaging in discussions can enhance your understanding and application of business terminologies and conventions.

Practical business writing tips

You've got a writing task to start but you don't quite know how to approach it. Here are some actionable steps to help you:

• Start with a clear purpose: Define the objective of your document and stick to it.
• Organize your thoughts: Use headings, bullet points and paragraphs to structure your content logically.
• Be concise: Use straightforward language and eliminate redundant words.
• Use an appropriate tone: Maintain professionalism and consider the cultural context of your audience.
• Revise and edit: Always revise your work for errors and clarity before sending it.

Bad corporate writing

To illustrate what to avoid, here are a few examples of bad writing:

• Overuse of complex vocabulary leading to confusing sentences.
• Long-winded paragraphs that bury the main point.
• Casual or inappropriate language and words that don't fit the business context.
• Writing that lacks a clear call to action.
• Ignoring cultural nuances and making assumptions based on one's own cultural context. This can lead to misinterpretations or even offense, undermining the purpose of the communication.

A bad example

Applying the points above, you can begin to see how this message uses some of these examples, this could be perfectly fine for written conversation with a friend but not on a more serious, professional level:

Subject: Quick Hello and Ask 

Hey!

Hope this message finds ya in good spirits. Wanna catch up real quick this Thursday on a lil' something I've got on my mind? Got an idea that might just be up your alley - think major game-changer vibes for both of us. Let's make it happen. Excited to hear your thoughts!

Cheers!

Alex

The effects of poor professional writing

Poor business writing can have far-reaching repercussions that can significantly impact an individual's career progression as well as an organization's reputation. Ineffective communication may lead to misunderstandings and loss of opportunities, eroding trust between parties and taking a toll on professional relationships. It's not just about immediate confusion or delays; the long-term effects can include the potential loss of business, as clients and partners may perceive inefficiency and lack of professionalism.

English for effective business writing

Mastering workplace writing is a continuous process that demands dedication and practice. By focusing on clarity, structure and an audience-centered approach, you can craft messages that not only inform customers but also influence them.

Keep refining your skills, taking feedback positively, and staying updated with trends. Your written word has the potential to make a real impact in the business world, so wield your pen (or keyboard) and write with confidence and precision.

Unlock your full potential in the business world with our comprehensive Business English courses. Also, check out our post '5 ways to politely say no in business English' and other language learning posts. 

Have you been teaching for a number of years and are looking for ways to challenge yourself and share your experience and passion with others?

Many would love the opportunity to progress in their careers and try new things but have no idea how to get started.

So, let's look at several potential jobs for English language teachers, find out what they involve and how you can improve your chances of getting a foot in the door.

1. Materials Writing

For those with a passion for writing and an eye for detail, ELT materials development could be for you. While writing can be hard to get into, there are several ways to get involved - especially if you are persistent and build a portfolio.

Here are some of our top tips for aspiring materials writers:

• Create your own materials in class and think of ways of adapting the current materials you use for different ages or levels.
• Share the materials you make with other teachers and get them to give you feedback.
• Review materials for a publisher. Not only will you start to think more critically, but if you do a good job they might commission you to do some writing for them. One way to discover these opportunities is by signing up for their newsletters or following them on Facebook or X.
• Start a blog and share lesson tips, advice and activities with other teachers. If it becomes popular enough someone from a publisher might spot you and invite you along for an interview.
• Join the ELT Teacher 2 Writer database, where you can create an account and publishers can contact you directly if they are interested in your profile.
• Finally, write as much as possible - and get people to read your work. Listen to their feedback and take steps to constantly improve your output. You get better and faster at it at the same time.

2. Examining

If you like teaching exam classes, there's a good chance you'll enjoy examining too. Training to be a speaking examiner is a great way to earn some extra money and can also help you better understand test formats and mark schemes. This will certainly also benefit your students in the future too.

Specific requirements for examiners vary depending on the exam board. However, as a rule of thumb, you need a lot of experience teaching the level you wish to examine at. Here is an example job advert from Pearson outlining the expertise and competencies required to be a PTE General Examiner.

You can also check out the recruitment sites from Cambridge Assessment English, IELTS and Trinity to get more of an idea if you are eligible.

Like materials writing, examining can be very competitive, so here is some advice to help you get started:

• Teach more exam classes. The more variety and levels you do, the more opportunities you'll have.
• Familiarize yourself with the mark schemes to give you a deeper understanding of how examiners think. Most of this information can be found in teacher handbooks like this one for PTE.
• Help organize mock exams at your school. This will give you valuable experience examining as well as organizing students and materials.
• Start as an invigilator for written exams. If you do a good job, it'll show that you are competent and you'll learn more about how exam days are structured.
• Contact your local exam center and introduce yourself. And who knows? They might even be recruiting.

3. Academic Management

Another common career goal for long-term English teachers is to become an Academic Manager or Director of Studies (DoS). A successful DoS assumes many roles; often having to organize teachers' schedules, deal with students' concerns, develop new courses, and find cover (or teach) classes at the last minute. They may also need to help with the school's marketing and business side, too.  

Many academic managers are employed internally, so get involved with what is going on at your school and apply for smaller coordination positions to see if it's something you enjoy.

You can also try:

• Offering to help with placement testing of new students. This will help you get to know the type of students at your school and the objectives they have, and also learn more about the levels and courses on offer.
• Not limiting yourself to teaching one kind of course. If you work at an academy that offers courses for young learners, teens, adults, exam preparation, business etc., try them all. A good DoS should be able to offer advice to all the teachers.
• Taking a course - most academic managers will be expected to have an advanced TEFL qualification like a DELTA, an MA TESOL or something similar. Specific leadership and management courses are available for those who want to specialize in this area, such as Leadership in ELT.
• Offering creative ideas or constructive criticism to the current management team about how the school runs and what you think could be even better.
• Organizing an event for teachers and students to show you are interested and have the type of skills that are needed.
• Apply for academic management positions in summer schools to give you a taste of what's to come.

4. Teacher Training

If you are interested in teaching methodologies and sharing your knowledge with others but not keen on the admin side, then teacher training might be for you.

As a teacher trainer, you may be required to run workshops on various topics, observe teachers and offer feedback and help with lesson planning. This means it's vital that you can listen to others carefully and clearly explain things.

Here are some ideas to give you a better chance of finding work as a teacher trainer:

• Organize informal workshops at your school. Encourage teachers to share ideas that have worked well for them with the rest of the staff.
• Try team teaching where you and a colleague teach a class together. It's a great way to learn from each other and give your students a new experience.
• Practice giving feedback by doing peer observations with other teachers.
• Submit a proposal for a conference to see if you enjoy presenting.
• Mentor a new teacher at your school.
• Take an advanced teaching qualification to boost your knowledge.
• Find teaching work in a school that also run their own initial teaching qualifications like the CELTA or Trinity CertTESOL. If you impress the DoS with your teaching skills - they may recommend you get involved with the teacher training department.

Where to apply for jobs

The best place to look for new opportunities is often at the school where you currently work. Start by trying new things and showing an interest in the day-to-day running of the organization. Once you've got the attention of the management it will be easier to negotiate a new position. However, if you work at a small school with fewer chances to grow professionally, think about moving to a new school.

Other good places to look for new positions include:

• Pearson jobs recruitment site
• Linkedin (don't forget to update your profile and ask for recommendations from colleagues)
• Tefl.com
• British Council Jobs
• Local teaching Facebook groups

Knowing how to say no politely and professionally is important in the business world. Whether you're declining a job offer, rejecting a sales pitch, or turning down a project, saying no can be difficult. Especially if English is not your native language and you're new to learning business English.

However, using the right phrases can make all the difference in maintaining positive relationships and avoiding misunderstandings. This blog post will explore five phrases to say no in business English politely.

Every day, an astonishing number of emails are sent and received worldwide. While a considerable amount of these are informal messages between friends, the majority are for business purposes. Whether you’re emailing someone you work with, applying for a new job or making new connections, here are some general rules to follow when writing English emails…

1. Know your tone

Always consider who you are writing to and adapt your language accordingly. Emails are less formal than letters, so it’s fine to start your email with “Hi” or “Good morning” – but it may be better to write “Dear…” if you are emailing someone for the first time or if they are senior to you. Similarly, ending emails with “Best/kind regards” rather than “Yours sincerely/faithfully” works well, with the latter being more appropriate for a formal email. Whatever the relationship, though, don’t feel tempted to use laid-back, colloquial expressions like “Hey, you guys”, “Yo!”, or “Hi folks”.

2. It’s all about the titles

It’s increasingly common to use first names in international business communications, so don’t be afraid to do so. Another title to consider is your email subject header: a short, clear text is important as busy people often decide whether to even open an email depending on the subject header. Examples of a good subject header include “Meeting date changed”, “Quick question about your presentation”, or “Suggestions for the proposal”.

3. Use a professional email address

If you work for a company you’ll be using your company email address. But if you’re using a personal email account because you’re self-employed or looking for a new job, you should be careful when choosing that address.

You should always have an email address that includes your name so that the recipient knows exactly who is sending the email. Email addresses that you created while you were in school or college (IloveJohn@… or “Beerlover@…) are not appropriate for the workplace!

4. Limit the small talk

Small talk can help to build relationships but it doesn’t need to be overly personal. A simple “I hope you are well” or “How are things?” will usually suffice. Also, be cautious with humor as it can easily get lost in translation without the correct tone or facial expressions that accompany face-to-face meetings. It’s safer to leave out humor from emails unless you know the recipient well.

5. Keep it simple

Emails are intended to be written, read and understood quickly, so only include the important details – and avoid saturating your message with unnecessary information.

6. Proofread every message

Always check your emails before pressing Send. Read and re-read your email a few times, preferably aloud, to ensure there are no spelling or grammatical mistakes. And never just rely on the auto spell-check; spell-checking software doesn't always understand the context of your writing and can throw you off with incorrect suggestions. 

Happy emailing.