The most valuable class I ever took was a business writing class I completed after I graduated from college.  I use these lessons every (week) day, and I am unsure whether or not these rules are taught in today’s higher education institutions.  I also confess I am not sure if in the Internet age there are any worthwhile changes  – additions  – or exceptions – to my personal list of golden business writing rules.

Writing Tools

I do not profess to be an expert or even a consistent “rule follower.”  But for fun and to invite friendly debate or updates, here is a quick pop quiz on business writing rules:

1)   Is there a rule for how long or short a business letter should be?

Yes.  A letter should consist of a minimum of three paragraphs: an opening, middle, and a closing paragraph. Longer letters are acceptable.

2)   Should numbers be spelled out or expressed numerically?

Generally, numbers under 10 should be spelled out, while those over 10 should be expressed numerically.  There are, of course, many rules surrounding the expression of numbers in business writing, so it’s a good idea to do a quick check for any exceptions or your industry style guide.

3)   Can a paragraph consist of just one sentence?

Yes!  Paragraphs generally should discuss or address a single idea or point, and a single sentence can do that.

4)   Must you begin a letter with “Dear ____”?

Yes. It seems old fashioned somehow, but “Dear” is still required in a formal business letter.

5)   Are job titles capitalized?

Capitalize job titles when they appear before a person’s name.  For example:

Executive Vice President, Pamela R. Baker, noted that she enjoys receiving holiday gifts.

Interestingly, do not capitalize a job title if it appears after the individual’s name:

Pamela R. Baker, executive vice president of everything, noted that she has an extensive holiday wish list this year.

If you would like to read up and check out some of business writing rules, here is a my short list of “go-to” references and resources:

(Please note that business writing text books do not appear on my Christmas list this year, just in case you were curious.)