Clear communication is essential in business. Whether you are writing technical documents or internal memos, understanding best practices  for business writing can enhance the effectiveness of your message. Let’s explore two critical types of business documents and how to approach them.

When I was a very young actuarial student at the John Hancock Insurance Company in Boston, I took a course offered by the company on business writing. I found it to be highly effective and it certainly enhanced my future career development and led to promotional opportunities. I capture here many of the writing principles I learned then and later as I advanced in my career. The nature of writing courses taken in college often can vary significantly from best practices in business writing.

1. Writing Technical Documents

Technical documents often address specialized, complex topics. These documents must be clear and accessible, even for recipients who may not be experts in the subject matter. Here are key principles to follow:

• Keep It Simple: Use plain language and avoid jargon where possible. For unavoidable technical terms, provide clear definitions and, where necessary, offer to further explain difficult concepts to recipients.
• Organize Logically: Break down content into short, manageable paragraphs. Use bullet points or numbered lists to enhance readability. The structure should flow from introduction to detailed explanation, followed by a summary or action items.
• Effective Openings and Closings: Start with a clear purpose or objective. For example, a technical memo might begin with: “This document outlines the updated procedures for software installation.” End with a summary that reinforces key points or next steps, such as: “Please contact IT support for further clarification.”
• Focus on Audience Needs: Tailor your content based on who will read the document. Different audiences, such as engineers or general staff, require different levels of technical detail. Also, ensure diagrams or supplementary materials are included or linked if they aid understanding.

2. Additional thoughts for writing Inspirational Internal Memos

Internal memos are often used to motivate teams and align them with corporate goals and values. In addition to the structural principles noted above for technical memos, here are other important elements to consider:

• Reinforce Corporate Values and Mission: Begin by reaffirming the company’s mission and how it relates to the current objectives. For example: “Our mission to deliver exceptional service guides our efforts in this new product launch.”
• Motivational Tone: Use a positive and inclusive tone that encourages teamwork. Express gratitude and acknowledge recent achievements to boost morale.
• Clear Call to Action: Highlight specific actions needed from recipients. Whether it’s interdepartmental collaboration or a new strategic focus, make sure expectations are clear.
• Effective Structure: Start with a summary of objectives, follow with the main message, and conclude with a motivating call to action. Avoid unnecessary jargon and keep sentences concise to maintain engagement. Inspirational memos are more than just updates—they are an opportunity to unite teams under a shared purpose and strengthen engagement.

Conclusion

Whether crafting technical documents or motivational memos, effective business writing hinges on clarity, structure, and a focus on audience needs. For technical writing, prioritize simplicity and detailed organization. For internal memos, motivate through alignment with company values and clear communication. Mastering these two formats ensures your message resonates and achieves its intended impact.