Whenever we face the task of writing a report, preparing a proposal, completing a staff study, or composing a business letter, we go through the same series of logical steps. First we recognize the problem and/or the purpose with which the message must deal. Then we plan the content of the communication to achieve our goal. Next we organize our ideas so that they will be presented in an order that is logical and psychologically effective. Later we have to write the first draft, which must be followed by careful editing. It is imperative to make sure that what we have written is stated clearly, completely, correctly, and concisely. Writing the final draft from the edited version then becomes almost a simple formality.

In sum, the planning step pays dividends to both the writer and the reader. A working outline gives the writer an agenda to follow in creating a clear, organized document. That outline, as translated into headings and paragraph beginnings, serves the reader as a road map for following the writer’s thoughts. The end result of such orderly sending and receiving is successful communication.

When we communicate, we attempt to transmit ideas. We select words, order them into sentences and connect the sentences to build paragraphs. The way business people handle those three elements largely determines how effective they are in making themselves understandable to others. Creating and maintaining high standards for written communication in the workplace is hard work on the part of the manager. But the effort is well repaid as subordinates begin to practice the same standards set by the manager. The alternative simply letting poor writing go forward backfires eventually on the bottom line, as clients, stockholders, and the public lose faith in a company that can’t communicate accurately and clearly. Effective written communications succeed in both rational and emotional ways. Skilled business writers convey and arouse feelings as well as communicate facts and ideas.

Every company, big or small, communicates to dozens of different publics. These publics are either internal or external to the firm: employees, suppliers, dealers, distributors, manufacturers, customers, vendors, prospective purchasers, government agencies, community groups, educational institutions, and so on. Of the many types of written or printed communication forms, such as newspaper and magazine advertisements, direct mail pieces, telegrams, reports, and letters, it is certainly letters are used most frequently.

Our modern world of computer and electronic communication, like the Internet and the use of e-mails, has made a striking difference in our use of business letters, as information now can be send quicker and at less cost than in the past. But although the transmission of the business letter is changing, the essential act of sending a message from one person to another remains the same. Since one person is still communicating with another, it is important to be aware of and practice the basic principles of successful business communication.

I’m Alex Villarreal with the VOA Special English Economics Report, from voaspecialenglish.com | http Business is the most popular subject for international students in the United States. At last count, twenty-one percent of foreign students at American colleges and universities were studying business and management. The Institute of International Education in New York says engineering is the second most popular field, in case you were wondering.Thomas Cosse is a professor of marketing and business at the University of Richmond in Virginia. He says international students who want to study business need to have good English skills — and not just to study at his school.But the world has more non-native speakers of English than native speakers. As a result, Americans working with foreign companies may need to learn some new English skills themselves. At the University of Richmond, teams of graduate students work with companies seeking to enter the American market. The students learn about writing market entry studies. The reports are written in English. But Professor Cosse tells his students to consider who will read them.He said his students have to write the report so that it can be understood by someone who is an English speaker but not a native English speaker. For example, he tells his students to avoid jargon and other specialized terms that people might not know in their own language. This can be good advice even when writing for other native speakers. But effective …