Effective business communication and writing require three steps:
be direct – clear and concise;
exemplify confidence – avoid using words that reflect uncertainty;
proofread – catch your mistake(s) before your reader.
The aforementioned is the advice of real estate expert Orlando Patrick, owner of Patrick Capital Group, a company that specializes in raising capital for the purpose of real estate acquisition and development. During an interview, Mr. Patrick indicated that face-to-face, he has established rapport with many people. However, he suggested that it is the well written, follow-up e-mail that will augment the good will of the relationship.
When writing, show respect for the reader’s time by being direct - clear and concise. To gain and keep the attention of the reader, establish purpose early in the communication. In Mr. Patrick’s business, failure to capture the reader’s attention will be the difference in raising millions in capital or not. Patrick says to hone his writing skills, he writes as if all his readers are high net-worth individuals whose time is valuable. Implement this direct approach to create consistency in writing and increase good will with readers.
To gain readers’ trust, writing should display confidence. Patrick suggested replacing phrases such as “I was hoping to” with phrases like “I’m prepared to” or “I’m looking forward to.” Successful professionals prefer working with like-minded people who are equally confident. An e-mail that implies uncertainty can hinder gaining the reader’s confidence, which will result in a failure to solicit their attention.
To establish good will with a reader, proofread the work. Proofreading creates an opportunity to notice mistakes before the reader. Investors and managers expect their colleagues to pay attention to detail; poorly written, unchecked work negatively affects the trust and good will in a business relationship.
In conclusion, be direct, show confidence, and proofread the work. Implementing these practices will not guarantee success, but it will create an opportunity to establish rapport with the reader. Establish good will with business professionals to gain their help.