The three step writing process is most effective in what type of business writing

Originally published December 12, 2021, updated March 16, 2022

The world of business writing can seem vast. Each office seems to have variations of documents, each with its personalized templates and industry focus. Varying scenarios require varying forms of business writing. However, the innumerable documents can be distilled into four main style categories.

Each category has its overall goal. Based on the objective, each of the many business documents falls within these four broad segments. Understanding these conceptual divisions will help guide your decisions about your document choice and goal.

1. Instructional writing

Instructional business writing provides the reader with the information needed to complete a task. The task may need to be accomplished immediately or it may be for future reference.

This type of business document must break down a process into steps that are understandable to the reader. The written record must account for the reader's knowledge of the area, the scope of the task while integrating variations or potential problems.

Examples of instructional business writing:

• User Manual: a guide focused on allowing the customer to use a product. Effective user manuals are crucial to a good user experience and a happy customer. User manuals are often considered part of technical writing, which is closely related to business writing.
• Specifications: a technical document that provides an outline of a product or process that allows it to be constructed or reconstructed by an unfamiliar but knowledgeable user, enabling effective distribution.
• Business Memo: a short notification of new information shared within a large group in an organization. The business memo may include direct instruction or be a reference on how to complete future tasks.

2. Informational writing

Not all business writing requires action. A large volume of writing is created for reference or record. This category can include some of the less glamorous but still essential documents.

Recording business information accurately and consistently is important for marking progress, predicting future work, as well as complying with legal and contractual obligations.

Examples of business writing:

• Financials: documents that outline the financial state of a company. These statements provide a fiscal snapshot of a company over a defined period.
• Minutes: a summary of the proceedings of a meeting. A record of discussions, decisions, and assignments for attendees and others.

3. Persuasive writing

When people think of business writing, they often think of the persuasive writing category. These documents are generally associated with sales. The persuasive writing may be direct, with a focus on a specific item, or indirect, with a focus on developing the client relationship.

The goal is two-fold: to convey information and to convince the reader that the presented information offers the best value. The text is written to impress the reader and sway their decision.

Examples of persuasive business writing:

• Proposals: these documents outline an offer of a product or service to a specific potential client. The client proposal generally presents a project overview, benefits, timeline, costs, and competency.
• Sales Email: an email written to a large number of people to pitch a product or service. Learn how to write a sales email.
• Press Release: a text written for journalists and media presenting new information. The text aims to persuade the reader to share the content through their own channels.

4. Transactional writing

Everyday communication falls under transactional business writing. The majority of this writing is by email, but also includes official business letters, forms, and invoices. An easy way to quickly improve your transactional business writing is to take an online course.

These documents are used to progress general operations. They are also used to convey good and bad news, often associated with human resource processes.

Examples of transactional business writing:

Examples of transactional business writing:

• Emails: documents used to quickly communicate information between staff or clients in business activities.

Learn how to write a business email.

• Dismissal notice: this dismissal letter provides the official context and procedural details associated with employment termination.

Style reminders for each type of business writing

While the document goal varies, the core of business writing does not. Here are some helpful style reminders for professional communication.

Effective business writing is written with a clearly defined audience and purpose in mind. This is results-oriented writing. The text helps the reader do or know something.

The writing style should be written to be concise, relevant, and understandable. Excessive wording, jargon, or extraneous information have no place in any type of business writing. Also, try to use active voice vs. passive voice as much as possible. Active voice makes your meaning clear for readers. Each element of the document supports the communication of the purpose to the reader.

Of course, good writing is free of grammar and spelling errors, and inaccurate information. 

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Our courses cover all types of business writing styles.

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