9 Excellent Tips for Preparing Business Documents
Writing business documents is the most boring part of having your business but also the most important part. And that’s they need to be crisp and well-written, so that the message you are trying to convey is clear and understood easily. Business documents are used to convey message to your team members, staff, and vendors and cannot be written in a complicated manner.
Business documents demand constant editing because they have to be a 100 percent accurate. Download PDF editor so that you can edit your business documents any time you want.
Here are nine excellent tips that will help you prepare business documents:
1. Team effort
No one person will be able to create a business document and might leave out certain details. Hold a meeting with your team before you start preparing the document and write down everything that needs to be added. Only when your team knows that their participation is valued, they’ll give you valuable inputs during every further discussion. Clearly address the problem for which you are writing the document at the very top.
You can also ask a couple team members to write the document along with you. The work will be less when you distribute you, which will in turn produce better quality content.
2. Keep sentences short
Short sentences are well understood. Longer sentences are trickier to understand and confusing because they include a lot of conjunctions, which can be jumbling for many. Make sure the very important information that you need to convey is written in a crisp manner as people tend to skip longer sentences, thinking they are only fillers.
3. No jargons at all
Use words according to your target reader. If they are your vendors and common public, you should rather keep it to be point and simple. If your target reader is a group of MBA graduates, you can use heavier words but they shouldn’t sound too good for rest of the document. Legal jargons are difficult to understand, so you better stay away from them.
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4. Include quality and acceptance standards
Every business has certain quality standards that need to be followed. Make it clear in every business document you write for the same target group that anything below a certain standard won’t be accepted. In a formal tone, you should also mention that no payment will be made in case such situation arises. When your vendors or team members know what is expected of them and what the repercussions are if they don’t, they’ll be a significant change in their work.
5. Address the risks and issues
Risks and problems arise uninvited but with proper analysis you can tackle them or even change their course. When your team members or vendors are aware of the possible risks, they will prepare themselves and come up with a solution to completely avoid it. Don’t exaggerate the risks to scare them to work better.
6. Good template
Select a template in the very beginning and use it for all your business for standardized documents. Ideally, a white background with a thin border of a neutral color will look great. Anything bright or too many designs will distract the reader from the information.
7. Standard format
Don’t pile up on sentences in one paragraph. Evenly distribute the sentences, with each paragraph not being more than three to four sentences wrong. Big paragraphs are boring to read while paragraphs with only a couple sentences can’t convey proper information. Select an easily understandable font. Some good font styles for business documents include Times New Roman, Calibri, Arial, and Georgia.
Don’t change the font style for headings and subheadings but only increase and decrease its size. Use subheadings to break up the content in smaller parts, so that the reader isn’t lost in a pool of confusing words.
8. Write down milestones and rewards for achievements
Majority of your target readers will be interested in what they will get when they achieve a certain milestone. Use bold font to draw attention to this part of the business document. Write down everything in tabular format, so everything is clear and no further questions are asked.
Before the table, write down in detail what the person should do and the rules and regulations pertaining to it. Ensure that everyone understands what is written and clear doubt is immediately, if any.
9. Edit, edit, and edit
Before printing the business document or mailing it to your colleagues and team leaders edit it thoroughly. This includes checking for grammatical errors and spelling mistakes. Remove sentences that you think are fluff and don’t add value to the business document or put them in a concise manner.
In case you realise that you’ve made a mistake after converting the word document into a PDF file, simply open it on Movavi PDF Editor to make the changes. You can install the software on your laptop or personal computer without any technical support because the installation process is super easy.
The editor also allows you to export content from Excel, Word, or Corel Draw and merge it with the PDF file you are working on. It is one of the most cost effective PDF editors and perfect for corporate use.
Creating easy to understand documents will help you to convey your message clearly. If you are new to the business world and don’t quite know how to make business documents, you can ask your lawyer to help. After that, use these tips to make the documents and you’ll get a hang of it.