Business Writing – Content and Communications

Business Writing – Content and Communications

When communicating with your customers, you strive for professionalism. The same applies to your online and digital communications. Your ability to get across key information succinctly (briefly) and correctly is paramount.

Written content is by far the most powerful tool you have for obtaining custom online. So it should come as no surprise that the way it’s presented is just as important.

[content_band bg_color=”#0086ff” border=”all”] [container] [custom_headline style=”margin: 0;” type=”center” level=”h4″ looks_like=”h5″ accent=”true”]This article will help those writing content
those who write the majority of their businesses e-mails and Social Media posts![/custom_headline] [/container] [/content_band]

Poor Quality Writing Harms Your Business!

As petty as it may sound, you really do have to dot your i’s and cross your t’s with written business communication. Whether it’s in the form of a blog post, sales e-mail, Facebook post or a customer service response, you should be aiming for flawless writing. You wouldn’t get a shop sign printed misspelt so why would you let it slide in other areas?

The fact of the matter is that poor writing looks lazy, unintelligent and rushed to most readers. And the harsh reality is that it doesn’t matter whether you’re dyslexic or if English isn’t your first language. Potential customers don’t know, and they don’t care. Their only thought is to decide whether to read a poorly written post or to keep scrolling.

Even if you have some great content in your posts, if it’s buried in an unformatted wall-of-text then it can be hard to stand out, and it certainly won’t grab anyone’s attention.

Or even worse – A competitor could dig through your poorly written articles, take your great ideas and write them properly for their own use!

Bigger still is the power of getting engagements on your content. And that only works if your content is easy to read and easy to respond to.

[custom_headline style=”margin-top: 0;” level=”h4″ looks_like=”h3″]Content Writing Tips [/custom_headline]

  • Use paragraphs to SEPARATE text! I personally separate text up more on blogs and webpages than I would in an essay or report.
  • SHORTER SENTENCES are easier to take in. Avoid going over 32 words per sentence as audiences forget what they’re reading. 8-16 words is a great average.
  • PROVIDE VALUE. Time is precious, grab the reader immediately and give them a good reason to read!
  • PLAN your content. Mind map on paper if you want, but make sure you know what each post is going to be about so you can avoid repetition and crossing over content too much. LINK content together by planning it out. Eg: My content writing tips page links in with my e-mail marketing guide and how to start a blog/website guide.
  • WRITE WHAT YOU KNOW. Obvious, but great content comes best and most natural when it’s a subject you’re well clued up on.
  • RESEARCH your topic – Even if you think you are an expert. Original and intriguing content ideas can come from researching.
  • PROOF-READ – Make sure your work reads well before posting!
  • READ – One of the best ways to get better at writing other than practice is to read a lot. I read every day about things relevant to my work and interests. It helps me to read different styles of writing so I can adapt some of it into my own writing – which has improved enormously in the last few years compared to any other point in my life.

Plan Your Posts Wisely

 Don’t write important updates in the box and hit send! You should be using OneNote or at very least Word/Wordpad to structure your content. Not only does this allow you to really think about what you want to say and how, but you won’t be constantly tempted by the “Post” button in front of you the entire time. The post button is a call to action in itself, and is intended to create a sense of urgency for you to go ahead and press it. So let’s avoid that and build our posts properly.

Keep Good Records

More importantly for me however, is that it lets me keep a record of all my posts in OneNote, and I can add details on how well it worked as well.

Posts tend to get lost on Facebook with endless scrolling to find something from a few weeks back. By keeping a record of Facebook posts and details on their progress in one place, I can then use that information as part of my marketing strategy.

Additionally, I will also put screenshots of paid marketing campaigns from Facebook into OneNote, and any other screen shots with relevant information. (Click here for information about OneNote and other FREE software I use to run my business)

I can stick with what I can see is working, and drop what isn’t. By having this information all at my fingertips on my PC, I’m able to pull so much valuable data and adapt it to my business.

Be Informative and Relevant

Longer posts can help you when it comes to ranking higher in search results, but it needs to be relevant, non-repetitive and original.

The benefit of longer posts is that you can target multiple longtail keywords. Additionally, longer content gets shared more on social media. Above all though, keep it natural! Some pages are going to be short. Don’t force them to be long, your search rankings can be harmed if you repeat yourself too much.
You can read a bit more about this on an external blog I often read, Serp IQ

Show Your Expertise

Your content should show you and your business in the exact way you want to be seen. This is YOUR business. You want customers to come to you for a reason, show them why.

If you’re a consultant, give them a glimpse into the thought processes that make you the problem-solver worth your paycheck. For example, if your a consultant, write a post answering the question you get asked the most.


Save Time with Message Templates

Write out some pre-written responses! This will save you tons of time and there’s bound to be some part of your business you can adapt this to.  Scroll through our examples set out here and feel free to copy and use these. You will know best which parts of your business can be streamlined in this way.

eBay Seller Message Templates:

It would help to have a few different ones. Any eBay seller who is trying to scale their business knows that growth comes with an increase in messages from buyers and potential buyers. eBay is very much a numbers game, if you’re selling more items, naturally you’ll have a few more refunds too. You’ll also send way more messages to suppliers. If you bulk buy or drop ship you’ll likely send more inquiries out to obtain new stock or even volume discount!

Return Request Message Template:

[content_band style=”color: #333;” bg_color=”#d8e590″ border=”all” inner_container=”true”] [custom_headline style=”margin-top: 0;” level=”h4″ looks_like=”h3″]

Dear Customer,

We’re sorry to hear that you’d like to return the product you purchased from our store. We aim for top customer satisfaction but unfortunately some products do come faulty from the factory and this can’t be discovered until the box is opened.

Rest assured we will send you a shipping label and process your refund when we receive the item back. We need to be in receipt of the faulty goods so that we can claim this back ourselves from our supplier.

Thank you for your understanding and patience.


Return Request: Unwanted/Changed Mind Message Template:

[content_band style=”color: #333;” bg_color=”#e49bcd” border=”all” inner_container=”true”] [custom_headline style=”margin-top: 0;” level=”h4″ looks_like=”h3″]

Dear Customer,

I am writing to let you know that we have received your request for a return. Please package the item up securely in its original packaging and use the shipping label provided.

As is the case with unwanted items and as our policy states, you will receive your refund minus any postage charges incurred. This will be processed as soon as the unwanted item is received by our warehouse.

Best regards,


New Supplier Inquiry Message Template:

[content_band style=”color: #333;” bg_color=”#d8e590″ border=”all” inner_container=”true”] [custom_headline style=”margin-top: 0;” level=”h4″ looks_like=”h3″]

Dear [Supplier name]

I have been browsing your website recently and would like to inquire about some of the items you have on offer. I own an online store and would like to know if you offer any discount for bulk purchases.

If you are unable to offer any volume buying discounts, I would also be interested in drop shipping your products.

My store mainly stocks ___________ type of items and I believe that your products would be a great fit for my existing customer base.

If you are interested in doing business together, I’d be very happy to hear from you.

A link to my store: ________
Best regards,

Share this Post