Business Writing

For Construction Peers

Explore the essentials of business writing tailored specifically for engineers, designed to optimize communication processes and foster collaboration within the construction industry.

In the fast-paced world of engineering and construction, effective communication is the cornerstone of success. From drafting intricate blueprints to coordinating with stakeholders, engineers must possess the skills to convey ideas with precision and clarity. This guide provides tailored strategies for engineers to enhance their business writing abilities, empowering them to navigate the complexities of professional communication with confidence.

General basics of business writing

• Think before you write

Before you put your hands on the keyboard, consider what you want to say. The mistake that many people make is they start writing before knowing what they need to say. Always ask yourself “What do I need to say?” and “Who is my audience?”.

• Be direct

Get to the point quickly. By presenting your main idea first, you save your reader time and sharpen your argument before diving into the bulk of your writing. To make your statement stronger and more valid, always refer to the agreement clauses when applicable.

• Avoid complex words

Make every sentence as short and clear as possible. Simplify your word choices, as you shouldn’t use a complex word when a simple one will do.

• Avoid unnecessary sentences

In short, always omit needless words. Aim to keep your paragraphs brief, as they will add focus to your message while making it easier to scan and remember.

• Provide a call to action (If necessary)

Always provide a call to action, if necessary. If you want your recipient to act on a certain point, do not leave him or her not knowing what you want after reading your paragraphs. If the call to action requires a deadline, always be clear and mention it.

• Read and proofread what you write

Put yourself in your reader’s shoes. Read your correspondence more than once. Check if your point is clear and well-structured. Check if your sentences are straightforward and concise. A good idea is to read your passages out loud. If you have an important correspondence, take your colleagues’ opinion. Do not be surprised if it takes a few revisions until your correspondence or document is ready to go. Proofreading is another key part of revision. Do not send any correspondence without proofreading it. Use the spelling checker that comes with MS programs or any other spelling checker program such as Grammarly. Also take a moment to ensure the information you are writing about is accurate and up to date. You may not be taken seriously if you submit incorrect information or sloppy writing.

• Practice

Practice makes perfect. Anyone can become a better writer with practice.

Formal business letters structure

• Opening

Include your company’s mailing address, the date, the letter reference, and the recipient’s company, name, and position. Skip one line between your address, the date, and your recipient’s information. Do not add your company’s address if you’re using letterhead that already contains it. Skip another line and add the project name (If the letter is related to a specific project) and the subject of your letter. The subject line should summarize why you are contacting them.

• Salutation

Address the recipient using “Dear,” along with their title and last name, such as “Dear Mr. John”. You can also address the recipient by “Dear Sir” or “Dear Mam”. Finally, be sure to add a comma or colon to the end of the salutation.

• Body

In the first paragraph, introduce yourself (If the recipient does not know who you are) and the main point of your letter. The following paragraphs should go into the details of your main point, while your final paragraph should restate the letter’s purpose and provide a call to action, if necessary. Do not forget to mention deadlines where applicable.

• Closing

Recommended formal closings include “Sincerely” or “Yours truly.” For a more personal closing, consider using “Best regards.” Regardless of what you choose, add a comma to the end of it.

• Signature

Skip four lines after the closing and type your name. Skip another line and type your job title and company name. If you are submitting a hard copy, sign your name in the empty space using blue ink.

• Enclosures

If you are including documents with this letter, list them here.

• Format

Block format is typically used for business letters. In block format, the entire text is left aligned and single-spaced. The exception to the single spacing is a double space between paragraphs. This layout keeps the letter looking clean and easy to read.

• Revision

Always take time to revise your writing before you print or sign. Review your spelling and grammar and confirm the accuracy of any facts you present. If you read the letter aloud, you may find additional errors or realize that your words are missing a professional tone. Make sure any enclosures you mention are attached to the letter before sending it.

Business emails structure

• Basics

As with any email, a business email should include a brief but descriptive subject line, one or more recipients, and an attachment if needed. The subject line should summarize why you are contacting them. If the email is intended for a certain project, mention the project name and the company name of the customer. Also, if you are referring to a certain submittal or any document that has revisions, mention the revision number. The same applies if you are addressing vendors. If you are including multiple recipients, consider using the CC (carbon copy) field to keep the extra recipients in the loop without requiring them to respond. If you do not want the recipients to see that someone else has been sent a copy of the email, consider using the BCC (blind carbon copy) field. Stick with one email thread for the same topic. Do not send out separate emails for the same topic whenever you have a new idea or follow-up question. If you think about it from the recipient’s point of view, they are missing the context from the original email thread and multiple new emails on the same topic just clog up their inboxes unnecessarily. So, the general rule of thumb here is to stick to the original email chain for any given topic so everyone can refer to the same information. Take care not to send email chains to parties that are not supposed to read such email chain information. Do not send reminder emails with just a reminder sentence in the body. Instead, write what you are reminding them of and ask them for immediate action.

• Greeting

Make it brief and friendly and address the recipient by name if you know it. Casual language such as ‘Hey’ may be fine to send to a colleague or friend, but for professional emails, it is not the best choice. A simple ‘Hi’ or ‘Hello’ is more appropriate. However, if the email you are sending is in replacement of a formal letter, follow the salutation of a business letter above.

• Body

Start with your main point so no one must hunt for it and keep your writing concise and focused on the concerns of your recipient. If you need a response from the recipient, make sure to include a call to action so they know how and why to respond. Do not forget to mention deadlines where applicable. Also, if you have attached a file, be sure to mention it here. Add spaces between paragraphs for easy reading and skimming. In addition, keep your most important information at the beginning of each paragraph so your recipient can recognize your most important points. Use bullets or numbering where needed. This helps the reader know your intentions quickly.

• Ending

Offer a quick farewell, such as “Regards” or “Sincerely”, then add your official email signature.

• Revision

Always take time to revise your writing before you click “Send”. Review your spelling and grammar and confirm the accuracy of any facts you present. If you read the email aloud, you may find additional errors or realize that your words are missing a professional tone. Make sure any attachments you mention are attached and confirm that any included web links are correct. Broken links, missing attachments, and incorrect information only slow things down and force you to send correction emails.

In wrapping up, I hope this guide proves valuable to you as you navigate the intricacies of business writing in the engineering realm. Whether you're drafting formal business letters or crafting succinct emails, mastering these fundamentals is essential for driving successful projects and fostering strong professional relationships within engineering teams. Here's to clearer communication and continued success in your endeavors!