Course Content
Chapter 3: Writing Mechanics Help
Chapter 12: Teaching Writing
Chapter 23: Teaching Reading
College English Composition: Help and Review
About Lesson

What Is Professional Writing?

Professional writing is a type of writing that utilizes a formal style for the business setting. It is used primarily in the workplace setting to communicate important information in a clear, concise manner. Persuasive, argumentative, and instructional writing are all similar to professional writing. The goals of these types of writings are similar.

Professional writing is written in a clear, concise way because it is made to be referenced quickly in a work setting. Because these documents may be skimmed, clearness and conciseness are important in professional writing.

Professional writing is different from literary writing, a creative form of writing. This type of writing uses more ambiguous language, has plot development, characters, and themes. Novels, poems, and short stories are all examples of literary writings. Academic writing is similar to professional writing, as it has a clear, formal tone. However, academic writing is used primarily in academia. It compiles and summarizes research, empirical evidence, and reports in science-based subjects.

Professional writing is a type of writing that utilizes a formal style for the business setting.

professional writing

Professional Writing Style

Many distinct features of personal writing make it an effective tool within the work environment. It takes on a formal tone and focuses on a positive outlook. This writing avoids the use of slang terms. Grammar and spelling will be accurately used, and the language will be broad and non-discriminatory.

Professional writing also utilizes the first-person point of view. Personal pronouns will be used, including me, I, mine, our, we, us, and ours. It also uses terms that the audience will be able to comprehend.

Professional writing uses short sentences to make it easy to read. Long, drawn-out sentences with complex thoughts are not utilized. The writing should be easy to read and concepts easy to follow. Any paragraphs will be short and easy to skim. Introductions and conclusions will be brief as well.

Being concise is key to effective communication. The writer will refrain from repetitive language and concepts. Also, artistic language, metaphors, rhyme schemes, and other literary devices are not used.

This type of writing is objective and fair, unemotional, and focuses on facts. Biases are omitted from professional writing. The audience is mainly colleagues, employers, and clients.

Formal writing is thorough and accurate. It is based on research but does not heavily reference research in the writing itself. Research is a characteristic that is more prevalent in academic writing rather than professional writing.

Purpose of Professional Writing

Professional writing is used for a variety of purposes within the work setting. It can be used to instruct the employees regarding a policy, procedure, or machine. For example, a pamphlet that details how a particular machine is turned on would be utilized for an instructional purpose. Professional writing can also be used to inform employees. A handout that details the highlights of a training session can be used to drive home the points that the speaker was trying to make to the workers.

This type of writing can also be used to encourage action. By providing facts to their employees, an organization can encourage employees to alter their behavior in a certain way. For example, a poster is hung on an ICU unit in a hospital that explains the complications of hospital-acquired infection in a patient. The poster may persuade the nurses to wash their hands more frequently and be more aware of infection protocol by informing them of the consequences their negligence may cause a patient.

Persuading employees to form a certain opinion or behave according to company policy is another goal of professional writing in the workplace. Blogs, newsletters, and emails can be used to garner support for an idea that is beneficial to the company. For example, if a particular piece of legislature is beneficial to the company, they may craft a professional writing piece detailing the reasons why.

Affirming shared goals is another purpose of professional writing in the work environment. This is used to remind employees of the purpose of the organization. This may include making an organization goal and informing the employees on the progress of the goal. This fosters motivation within the company and keeps the employees involved in the process.

Professional Writing Examples

There are many examples of professional writing that can be used in the workplace to efficiently transfer information from one person to another. Emails can be professionally utilized as a form of fast, efficient electronic communication. Newsletters can keep employees up-to-date on current events within a company by reaching out to a large number of people at the same time. A blog can be used to present accurate, pertinent information in a regular, updated manner.

Operation manuals can detail how a specific machine or process is undertaken. This can be a useful reference for new employees or a quick reference for senior employees who need a refresher. Brochures can be handed out to employees to cover dense topics quickly and efficiently. They are useful for HR representatives who need to go over dense employee benefits concepts.

Codes of ethics are documents that detail how an employee is expected to behave at work. This may include sexual harassment parameters as well as dress codes. These guidelines must be clear, so expectations in the workplace can be upheld and respected. Business proposals are used to outline a potential project to a client.

Posters are another form of formal writing. The text on the posters is informative and focused on teaching the employees a concept within the workplace. Memos are brief, important messages that are sent out to employees. This form of concise communication allows for fast updates formally.

Being concise is key to effective communication

formal writing

Lesson Summary

Professional writing uses a formal tone and is most often used in the workplace to communicate important information with other workers. Slang terms are discouraged, and terminology is used that the audience will understand. This type of writing is used to inform, encourage action, affirm shared goals, or persuade employees.

Professional writing can also educate and instruct employees on salient concepts. Persuasive, argumentative, and instructional writing are all similar to professional writing. Codes of ethics, business proposals, and service charters are all examples of professional writing. Professional writing is imperative within a workplace because it informs the employees of company policies and educational material.

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