Top 8 Guidelines for Effective Technical Business Writing

Key takeaways

• Writers must consistently use their organization’s designated tone of voice to build trust with customers and prospects.
• To keep readers engaged, content should get straight to the important message and be made scannable with subheadings and lists.
• Effective business writing demands clarity and conciseness, requiring the use of plain language and simple sentence structures.
• Instead of being vague, writers should use specific examples to illustrate points and explain exactly how a product or service helps the customer.
• All business copy must keep its ultimate intent in mind, clearly guiding the reader to take the next desired action.

Writing successful business copy for business requires a blend of skill, strategy, and precision. Whether you’re drafting a report, a proposal, or a customer newsletter, the goal is to create clear, persuasive, and informative content that connects with your audience. 

This becomes even more critical in technical business writing, as accuracy and clarity are key to conveying complex ideas. To make sure your writing has maximum impact, you must approach it carefully and keep essential guidelines in mind.

Why business writing guidelines are essential for success

The majority of companies have a content style guide with guidance to help their writers standardize brand voice, grammar guidelines, accessibility standards, inclusive language, and much more. Following these guidelines is crucial for producing effective business writing. 

By adhering to business writing best practices, you create exceptional, impactful copy that aligns with your brand’s writing standards. 

Let’s dive into the eight essential guidelines for effective business writing:

1. Strike the right tone

Your organization’s tone of voice is a crucial element in establishing and enhancing its brand. It needs to be consistent across all your written communications so that your customers and prospects automatically associate it with your company.

Going rogue and writing in an entirely new tone of voice is confusing for customers, employees, and other users. It comes across as unprofessional and lacking in authority, so stick with your company’s designated tone of voice to build trust. For example, at your company, are you conversational or formal, and do you write in the active voice or passive voice?

An AI tone agent helps you maintain brand voice in every piece.

2. Get to the point quickly

These days, people simply don’t have the time or inclination to read thousands of words. Focus on the important messages and get to what matters quickly so readers remain engaged. You don’t want readers to switch off before you’ve even gotten started by sharing irrelevant information.

The best way to do this is to make sure content is scannable, so that it’s easy for your reader to find the most important information. Try to include subheadings, lists, and tables so the structure of your document is accessible to a wide audience. This means your readers easily find what they need, understand what they find, and turn that information into action.

3. Be clear and concise

Using plain language is so important there’s a plain writing law that requires federal agencies to communicate in a clear way so the public understands. You should be following the same principles when it comes to your business content.

What’s the point in writing something if your audience has to work really hard to understand it? Last time we checked, you don’t get any bonus points for using fancy words or long, complicated sentence structures. So keep your words, sentences, paragraphs, and punctuation clear and concise. 

Imagine you’re writing for someone who has absolutely no experience in your subject matter and keep your language simple to communicate effectively. Simple writing works, and AI helps here too if you use a clarity agent.

4. Use specific examples to illustrate points

Don’t be vague. If you’re telling a prospect that a new piece of software saves time and resources, then illustrate it with specific examples. Explain that it automates time-consuming tasks like filing or database management.

People don’t just want to know that a certain product will change their lives, they also want to know how — and good business writing always explains that. Make sure you’re giving them the information they’re looking for. This is an opportunity to reference a great customer story or case study that underlines the point you’re trying to make.

5.  Keep the intent of your writing in mind

What do you want your customer or website visitor to do after reading your content? Does that intent come through clearly in your writing?

If your goal is to encourage them to buy a product, is your writing style for business persuasive enough? If you effectively demonstrate how your product solves their problem, your foot is in the door! 

Make sure that your readers understand the next steps and subtly guide them to take action. Business writing isn’t just about sharing information — it’s about moving the reader along their customer journey.

6. Embrace informal language (when appropriate)

You want to connect with your audience, so avoid using impersonal, stuffy language. Write as if you’re talking to the person face-to-face, so address them personally.

Using contractions such as “you’re” instead of “you are” is another way to sound friendlier and more approachable. While there may be a few exceptions to this technique (legal contracts might be one), business writing, in general, is becoming more casual. And that’s true whether you’re in banking or working for a tech startup. 

The trick is honing your writing skills to find the right level of informality for your particular audience.

7. Avoid jargon and clichés

Overused phrases like “hit the ground running” and “thinking outside the box” feel generic and uninspired. They make your copy sound bland, routine, and indistinguishable. 

If you want to produce interesting, thought-provoking pieces, then ditch the tired clichés and use a more authentic style that finds other ways to express your ideas.

Likewise, filling your content with industry jargon that not everyone understands is a guaranteed way to turn people off. Avoid it as much as you can.

8. Edit and proofread thoroughly

The trick to good writing isn’t just what you put down on the page, but what you take out. Check for unnecessary words that you can remove, for grammatical errors, and for other ways to punch up your copy and make it pithier.

When you’re deep into perfecting the message of a piece of writing, it’s very easy to miss spelling and grammar mistakes, or other opportunities to make improvements. 

Getting fresh eyes on the page will help pick up any errors and save you from potential embarrassment. There’s no shame in asking for help. And for a final check over, use an AI grammar agent to check that nothing has been missed. 

Remember, technology is your ally in business writing!

Lots of companies standardize their content by following corporate guidelines, which are often formalized in a style guide. Content Guardian Agents^SM digitize your style guide, which means your content guidelines are available to all writers, all the time. 

This keeps it dynamic, so you are sure every content creator has access to the very latest standards governing how your enterprise communicates. Whether that’s one style, or several.

On top of that, an API-first solution like Markup.AI allows your developers to deploy Content Guardian Agents directly into GitHub, CMS workflows, or LLM applications.

The best AI for business writing also leverages generative AI to boost your content creation process. When all content creators produce writing that consistently reflects your brand, you turn strategy into reality. Learn more about how Markup AI helps, let’s talk.