Business Communication Report: Characteristics, Structure and Examples

This report delves into the core aspects of effective written business communication. It highlights key characteristics such as the use of clear and concise language, accuracy, and precision. The report emphasizes the importance of structuring the communication appropriately, including the use of paragraphs to enhance clarity and readability. It underscores the significance of adhering to grammar and language rules to minimize misunderstandings and the need for clarifications. Furthermore, the report stresses the importance of concreteness, advocating for messages that are vivid, tangible, specific, and supported by facts and figures to enhance credibility. The report concludes by summarizing these characteristics, providing a comprehensive overview of the elements that contribute to exemplary written business communication.

Running head: BUSINESS COMMUNICATION 1
BUSINESS COMMUNICATION
Name of Student
Institutional Affiliation

BUSINESS COMMUNICATION 2
BUSINESS COMMUNICATION
Communication is an important aspect of a business. The success of an organization
partly depends on its ability to communicate effectively with its internal and external
shareholders. Business communication may be categorized into verbal, written and electronic
(online) communication (Eztalks, 2019). The focus of this paper will be on written
communication.
Exemplary written communication is defined by certain characteristics. Firstly,
exemplary business communication entails the use of easy language. This is important to ensure
that the message is clearly understood by the intended audience. For example, a message targeted
at customers must use fewer business jargons to make it easy to digest (Bhatia & Bremner,
2012).
Secondly, the communication should be accurate and precise. Conciseness and precision
are necessary for keeping a message direct and to the point. It is also important because it
enables the receiver of the information to process it more quickly by focusing on what is
important. Besides, it also improves the ability of the receiver to understand. Structuring is also
an important aspect of outstanding written communication (Conrad & Newberry,2012).
Thirdly, Business communication needs to be structured into paragraphs. This not only
makes it more clear and understandable but also makes it more presentable to the intended
audience. Fourthly, absence of language and grammar errors is also an important characteristic
of written business communication. Effective written communication is conventional in nature.
Therefore, it has to follow the rules of grammar and language (Guffey & Loewy, 2010).
Conventionality is important in that it minimizes misunderstandings and the need for
clarifications.

BUSINESS COMMUNICATION 3
Finally, concreteness is also a key characteristic. This entails ensuring that a message is
vivid, tangible specific and supported by figures and facts. Concreteness of a message enhances
the credibility of a message and minimizes the risk of misunderstanding(Bhatia & Bremner,
2012).
In conclusion, some of the characteristics for exemplary written business communication
include concreteness, adherence to grammar and language rules, appropriate structuring,
accuracy, and precision.

BUSINESS COMMUNICATION 4
References
Bhatia, V. K., & Bremner, S. (2012). English for business communication. Language
Teaching, 45(4), 410-445.
Conrad, D., & Newberry, R. (2012). Identification and instruction of important business
communication skills for graduate business education. Journal of Education for
Business, 87(2), 112-120.
Eztalks. (2019). The 3 Types of Business Communication | ezTalks. Retrieved 2 August 2019,
from https://www.eztalks.com/unified-communications/types-of-business-
communication.html
Guffey, M. E., & Loewy, D. (2010). Business communication: Process and product. Cengage
Learning.