Business Writing Skills: How to Master Executive Communication

Clear, concise, and professional communication is a critical skill for administrative professionals. It can set you apart in an industry where well-crafted executive correspondence, easy-to-understand reports, and distilled meeting minutes are highly desired outputs.

However, developing strong business writing skills can be a challenging endeavor, particularly later in life when habits are more ingrained and time for practice may be limited. That challenge has been further compounded in today’s fast-paced, technology-driven world, where artificial intelligence tools often generate content, reducing the frequency with which individuals hone their own writing abilities.

For administrative professionals, mastering writing skills remains essential. It requires effort, feedback, and a commitment to continuous improvement. Despite the challenges, becoming a good business writer is an achievable and rewarding pursuit. 

This blog will equip you with impactful tips and strategies to refine your business writing skills, enabling you to craft clear, professional, and effective communication. We’ll also explore why mastering these skills is an invaluable asset to any administrative role.

Why Business Writing Skills Matter for Administrative Professionals

Effective written communication ensures the seamless dissemination of information and reflects professionalism. For administrative professionals, average writing skills aren’t enough. Your emails, memos, documents, and reports serve as representations of the executives you support. Poorly written materials could lead to misunderstandings, damaged credibility, and missed opportunities. By refining your administrative assistant writing skills, you can: 

• Boost your confidence in managing executive communication. 
• Enhance organizational efficiency with clear and unambiguous messages. 
• Gain recognition and credibility as a trusted professional capable of high-level responsibilities. 
• Strengthen professional relationships with well-crafted and thoughtful correspondence.  
• Minimize errors and miscommunication through precise and concise writing.  
• Position yourself as an indispensable asset by delivering polished, executive-level documentation.  

Regardless of your current comfort level with writing, improving your skills will empower you to communicate efficiently and leave a lasting impression. Good writers become better writers year after year. It’s an art and a skill that requires constant cultivation. 

Here’s how you can take your writing to the next level.

1. Tailor Business Writing to Your Audience

One size doesn’t fit all in business writing. The key to creating impactful communication is understanding your audience and tailoring your message accordingly. 

Know Your Reader 

Consider the needs, expectations, and level of knowledge of your audience. For example: 

• Executives: Prioritize brevity and relevance. High-level summaries with supporting details are often more effective than long narratives. 
• Team Members: Use a collaborative tone and provide clear instructions or context. 
• Clients: Your client-facing communications should always reflect a high level of professionalism. It should also directly address their specific concerns or questions to ensure clarity and build trust in the conversation. 

By understanding your reader, you can craft a message that resonates with them and effectively conveys your intended meaning. 

Use Empathetic Language 

Empathy, in all the myriad ways it presents in the workplace, is key to building strong connections with others. Show that you understand and care about your audience by using words and phrases that convey empathy, such as: 

• “I understand” 
• “I hear what you’re saying” 
• “Let’s work together on this” 
• “Thank you for sharing your perspective” 

Knowing the Time and Place for Jargon 

Jargon is specialized language or terminology used within a particular industry or field. You’ve likely heard it before at business meetings. It may sound something like:  

• “We need to leverage our core competencies to create synergy and drive scalability across all verticals.”  
• “We’re targeting a paradigm shift by optimizing bandwidth and streamlining low-hanging fruit in this workflow.”  
• “The next step is to drill down on the KPIs and execute a deep-dive analysis to enhance our ROI.”  

These phrases sound slick and can be effective in a professional environment. However, they can sometimes obscure meaning rather than clarify it. Ultimately, the key to using jargon effectively lies in understanding your audience and purpose.

Jargon can be a powerful tool when communicating with industry peers who share the same knowledge base, as it can streamline conversations and convey complex concepts quickly. However, in broader or mixed-audience settings, it’s important to prioritize clarity and avoid terms that could confuse or alienate others.

By striking the right balance, you can ensure that your communication is accessible, impactful, and tailored to the needs of those you’re addressing. 

Adapt the Tone 

Business writing can range from formal to casual depending on the recipient. An external vendor may require a formal approach, while internal communication may have a friendly yet professional tone. 

Action Tip: When planning a piece of writing, ask yourself: 

• Who is the primary reader? 
• What are their key concerns or objectives? 
• What tone and style match this communication?

2. Write Clearly and Concisely in Business Communication

Long-winded or unclear writing is a pain to read. It dilutes your message and frustrates your audience. Aim for clear communication and precision in everything you write. Here’s how: 

Include Only What’s Necessary 

Administrative professionals often handle documentation and correspondence that needs to be efficient and effective. So, when crafting that content, focus on the essentials: 

• Stick to the main points. 
• Remove redundant words, phrases, or technical jargon unless required. 
• Use straightforward language to ensure understanding across all levels of experience.  
• Review and refine your work regularly to eliminate unnecessary details and maintain relevance.  

Here’s an example:
Wordy: “Due to the fact that the project has encountered certain unforeseen roadblocks, we are currently unable to finalize it within the previously decided timeline.”
Concise: “Unforeseen roadblocks have delayed the project timeline.” 

Action Tip: After drafting any piece, reread it and cut unnecessary words or sentences. A second review can often cut your draft by 20% while improving clarity. 

Use Lists and Formatting for Readability 

What if you’ve identified the necessary content, and you still have hundreds or thousands of words? Formatting lengthy content in a way that’s digestible and easy to read can be a big challenge. Here are some powerful tips you can use to turn long content into a powerful piece of communication: 

• Break up long paragraphs: Avoid dense blocks of text by splitting them into shorter, more digestible chunks. This makes your content less overwhelming for readers.  
• Use bullet points or numbered lists: Organize key information into lists to make it easier for readers to scan and absorb the main points quickly.  
• Add subheadings: Divide your content into sections with clear subheadings. This helps guide readers through the text and makes it easier to find specific information.  
• Emphasize important text: Use bold or italics sparingly to highlight key phrases or terms you want readers to focus on.  
• Incorporate white space: Leave enough space between paragraphs, lists, and sections to avoid visual clutter and improve readability.  
• Format consistently: Stick to a consistent style for lists, headings, and other formatting for a polished, professional look.  
• Include visuals: Where relevant, add diagrams, charts, or images to complement the text and grab attention.  
• Test your content: Scan through your writing to ensure it flows well and is easy to skim.

3. Improve Grammar and Style in Business Writing

Let’s face it: grammar lessons probably weren’t the highlight of anyone’s school days. For many, the thought of dissecting sentences or memorizing rules about commas and conjunctions felt more like a chore than a useful skill. Yet, those seemingly dull lessons laid the foundation for clear and effective communication.

Strong grammar skills ensure your message is understood and your professionalism shines through. Grammar might not have been thrilling back then, but its importance in the workplace is undeniable. 

Even minor grammatical errors can send the wrong message, undermining your professionalism. Avoid this by brushing up on grammar basics and adhering to consistent writing standards. 

Brush Up on Grammar 

• Use resources like Grammarly for real-time feedback on spelling and grammar mistakes. 
• Avoid common pitfalls like misusing “their” vs. “they’re” or “its” vs. “it’s.” 
• Review official style guides such as The Chicago Manual of Style or The AP Stylebook for clarity on professional writing standards.  
• Practice proofreading your emails and documents, or ask a trusted colleague to review them for a fresh perspective.  

Action Tip: Keep a copy of a trusted grammar reference, like Strunk and White’s The Elements of Style, on hand for quick clarification.

4. Write Strong Openings in Emails and Reports

The opening of your communication sets the tone and determines whether your reader will stay engaged. Make it count by clearly stating your purpose and providing context up front. 

Grab Attention with Your Subject Line  

Avoid vague subject lines, such as “Update” or “Quick Question.” Instead:  

• Clearly state the purpose of the email.  
• Make it specific and engaging, like “Action Required Ahead of Tomorrow’s Executive Meeting” or “Need Feedback on Proposal by Friday.” 

Highlight Value Right Away 

Administrative professionals often write for busy executives who don’t have time to hunt for important information. Place the most valuable details in the first paragraph or two. 

Action Tip: Before sending an email or document, ask yourself, “Would I want to read this opening paragraph?” 

5. Plan Business Writing for Clear Communication

Planning before you start writing content allows you to clarify your objectives, identify your audience, and organize your thoughts.

Outline key points and gather necessary information up front to ensure your message is both concise and impactful. This process reduces the risk of errors, saves time during revisions, and helps maintain a clear structure, ultimately resulting in higher quality and more effective communication. 

Outlining your main points ensures you stay on-topic and organized. For example: 

• “What’s the objective of this email?” 
• “What problems does it address, and how should they be resolved?” 

Action Tip: Use templates for frequently written communications like meeting minutes or reports to maintain consistency across documents.

Read this blog post for more timely and effective communication strategies for assistants.