Business workers use memos, business letters, progress reports, and newsletters to communicate professionally for internal and B2B communications.
The format for these business writing examples varies according to the contents and information. While following the business writing rules assure effective communication throughout a business emperor.
It is important to understand business writing types before deciding the format for written communication. Business writing is majorly divided into four types that differ from each other based on writing tone and audience.
In this article, we are going to provide you with an insight into examples of business writing and types.
Types of Business Writing
Business writing has four main types. It is crucial to take a look into these writing types before directly jumping into examples of business writing. Here we are briefly discussing those types:
For a detailed overview of the types of business writing, refer to this article on Types of Business Writing that Matter.
Instructional Business Writing
Instructional business writing type aims to provide instructions, directions, and guidance to readers. So, this type includes examples like a user instruction manual.
Informational Business Writing
This writing type aims to provide information to readers. The information can be a report on the progress of a certain process or an informative magazine. This business writing type includes writing examples like financial performance reports.
Transactional Business Writing
In transaction business writing type, the aim is generic communication. This can include day-to-day employee communications through email, or collaboration workspaces. Transaction writing types include examples like regular receipts and emails.
Persuasive Business Writing
Persuasive business type aims to convince a reader for a positive outcome. Such writing style adopts a tone that intends to make the readers feel positive about a certain business process. Proposals and presentations fall under this business writing category.
These are major four categories of business writing. Go through the above-mentioned article to have a detailed understanding of these types.
Business Writing Examples
Now that you have read the writing types and their definitions, it will be a lot easier for you to understand these writing examples, their purpose, and their intentions.
These writing examples are some of the most common communication types that you can encounter in your day-to-day business duties. Furthermore, effective business writing leads to effective communication.
1. Business Letters
A business letter is the most common business document that falls under the transactional business writing type. A business letter is a formal means of communication that an employee sends to their employer, or a student sends to a supervisor.
Furthermore, employers prefer to write business letters to make business-associated communications.
Business writing letters can vary in their types. For example, a letter is written to an employer when an employee resigns from a job.
Similarly, a client can send letters to their customer about a useful product. In addition to that, employers write letters of recommendation and offer letters to their employees.
Hence, the contents can vary but it is customary to follow a custom letter format for professional business communications. The generic structure for a business letter format includes address, contact information, and subject at the start which are followed by the body and then closing statements.
Letters fall under formal communications, thus employees avoid using these in their writing process for quick communications. Some most common business letters are cover letters and resignation letters. The example includes official letters as well.
2. Press Releases
Press releases fall under the persuasive writing style. This example of business writing aims to deliver information to external business audiences. In addition to that, business workers use them to share news or business announcements.
Generally, in a business, a public relations office or a communication panel writes press releases.
A Press release is either published online or delivered through newspapers. Furthermore, if the company has an online website, then a press release is generally published on the website’s latest news page.
In a press release, the content either promotes the company or its services to build more reputation. On the other hand, an organization can publish a press release to answer negative gossip.
As the target audience is the general public, a press release carries authentic and non-biased information. It is necessary to avoid big chunks of text and complex jargon for the reader's engagement.
Emails fall under transactional business writing. Business emails are one of the most common writing examples an employee encounter daily.
Professionals use emails regularly for day-to-day communications. But, keep in mind that emails also fall under the formal business writing category, thus these cannot be used for quick chats. But, in comparison to letters, emails are less formal. However, it is customary to adopt a professional format and writing tone.
In addition to that, emails are more general and common than letters. Consider a student as an example who sends an email to their professor regarding an academic project, or an employee who emails their employer to inquire about feedback or review.
Emails are sort of look-alikes of letters. These include a recipient's address, and the subject of the email, which are then followed by the body and closing statement.
4. User Manuals
User manuals fall under instructional business writing type. A user manual carries instructions for a new employee for a certain business process. The instructions can be on operating a machine or using the software.
In addition to that, user manuals aim to assist an employee in using a certain product or application. User manuals are technical writing documents, hence it is the responsibility of developers or technicians to draft them.
You must have encountered a user instruction manual, as they come along with various products as a product guide. These can be provided to the target audience in both hard and soft forms.
In general, SaaS businesses have an online user manual, while manufacturing companies have a hard copy for these manuals.
Furthermore, user manuals can include images, screenshots, and illustrations for better readability.
Each business can have its custom format for a user manual, and there is no hard and fast rule for its formatting. In addition to that, the writing tone is professional, and it must not include any technical jargon without its prior explanation.
5. Business Reports
Business reports fall under the informational business writing type. A business report aims to provide information on a specific business project to the authorities.
The writing tone for a business report is professional and formal. In addition to that, a business report must include statistical data for analysis and justified results.
In general, a business report aims to provide information to the readers so they can conclude data and use it to carry out a task or make a decision.
Reports vary further in their types. The most generic report is a feasibility report, while, it also can include compliance reports, recommendation reports, and investigation reports.
Based on the report types, it is clear that writing reports are not a single person’s task. Instead, each department specialist also includes a technical writer who is responsible for preparing technical writing documentation for their respective departments.
Furthermore, business reports exclude any personal opinion. The information is justified through objectivity and authentic resources.
A typical business report structure contains an executive summary, a table of contents, and an introduction at the start. Then later comes the body and a conclusion at the end. While the last section of the report contains references and an appendix.
Newsletters fall under both the persuasive and informational business writing types. There are separate newsletters for internal and external communications. For internal business communications, a newsletter falls under the informational writing type. On the other hand, for external business communications, newsletters fall under persuasive business writing types.
A newsletter provides information about the company to its readers. On the other hand, sometimes there are monthly and weekly newsletters. These scheduled newsletters keep the readers updated about the business, its products, and its services.
Internal newsletters are informal, thus the writing tone is friendly and relaxed to build a positive impression in the eyes of the reader. On the other hand, external newsletters are written in a casual yet appealing writing tone.
There is no hard and fast format for newsletters like emails and letters. Organizations can design their format. However, it is a good tactic to keep a consistent design format to maintain your brand voice.
Memorandum or memos fall under instructional business writing type. Memos are highly specific channels for internal communication.
Memos are an informal method of communication inside an organization. In general, organizations prefer using memos for mass communication rather than reaching out to everyone through personal messages.
Consider the finance department as an example to understand memos. A finance manager can forward a memorandum to business employees regarding a salary policy change.
In addition to that, a memo is always a short piece of information, thus lengthy chunks of text are avoided in a memo.
The memos are not a recreational piece of text, although an informal writing tone is used, using professional and appropriate language is a mandatory requirement.
As far as the format of a memo is concerned, they can have three sections. For example, introduction, body, and conclusion. You can also include a subject line to declare the purpose of the message.
Handbooks fall under the instructional business writing type. A handbook carries information on company policies. It is handed over to employees when they join an organization to assure that they familiarize themselves with the company policies.
A handbook also carries instructions for the employees to perform their duties and tasks. Apart from that, some handbooks can include legal information on strict policies and business rules.
Furthermore, handbooks have a formal writing tone, and must not include any irrelevant information. Generally, a handbook carries a clear and concise yet professional writing tone.
Same like others, there’s no hard and fast rule for a handbook’s format. Sometimes, it may carry the company’s mission, time schedules, and dress codes. In addition to that, it can also carry the organization's history. This way employees are empowered about the organization they work in.
9. Meeting Agendas
Meeting agendas fall under the information business writing type. A meeting agenda carries information of the contents covered in a meeting.
In general, it is the task of the team lead to draft the meeting agenda for the meeting of the team. But it is not necessarily true. Other employees can also be assigned this duty.
A meeting agenda carries the topics and contents covered in a meeting. Furthermore, it also includes meeting goals and objectives.
This business writing example is served to each participant of the meeting in a hard form, while a soft form is forwarded in case of virtual meetings.
Not just the important meeting contents, it also includes information about meeting date and time, and sometimes venue as well.
Based on this meeting agenda, meeting participants can prepare well before time. Thus they can come up with appropriate questions at the end of the meeting.
Furthermore, there’s no hard and fast rule for format. Each organization can have its design and format for a meeting agenda. But, as this is a technical document, a professional tone should be adapted.
Although there are hundreds of examples for business writing, these are some of the major writing examples in a business. The rest are either uncommon or further sub-types of the aforementioned examples.
Big tech companies know the importance of professional communication. Thus, they make sure to follow business writing principles while communicating.
Above, we have provided detailed insights into writing examples that are commonly encountered in a business. These writings follow respective writing tones based on the business writing types.
We have also provided a brief insight into business writing types. Each business writing document is drafted keeping in view the respective type.
Effective communication leads to better conversions and more professionalism. Thus, we recommend you draft your business documents following the business writing rules in your mind.
Go through the above-mentioned examples to understand their use in business communication. Make sure to use correct grammar and punctuation in your business writing. If you think you have enough qualifications in a professional setting for effective business writing, then you're ready to elevate your career prospects.
If you are new to business writing and looking to better your skills, we recommend taking our Technical Writing Certification Course, where you will learn the fundamentals of business writing and technical documentation.
Josh is the founder of Technical Writer HQ and Squibler, a writing software. He had his first job in technical writing for a video editing software company in 2014. Since then, he has written several books on software documentation, personal branding, and computer hacking. You can connect with him on LinkedIn here.