Writing at Workplace

Workplace writing: the expected style

There are quite a number of different documents in the workplace, including agenda, minutes, proposals, reports, appraisal documents, resignation letters, etc. Each of these has its own format. However, there are some features which are common to all these types of writing.

1. Formality

A formal register is suitable to all these documents. The following are some points to note when using the appropriate language in such types of writing.

A. Use formal expressions and avoid colloquial ones
Use “Thank you very much” instead of “Thanks a lot”, “apologize” instead of “say sorry”, “employer” instead of “boss”, “insert” instead of “put in”, “negative” instead of “bad”, “perhaps” instead of “maybe”, etc.

B. Do not use contractions
Write “cannot” instead of “can’t”, “does not” instead of “doesn’t”, “will not” instead of “won’t”, etc.

C. Proverbs and clichés should not be used
Expressions such as “every cloud has a silver lining”, “all roads lead to Rome”, “a picture is worth a thousand words” should be avoided.

D. Passive voice is often used
Although there are still quite a lot of sentences in the active voice, the use of passive voice is common.
e.g. “it is suggested that”, “it is recommended that”, etc.

2. Tone

In these types of writing, the tone is very important. You should always be polite and serious, rather than casual and playful. For instance, use “would like to” rather than “want to”.

3. Conciseness

Being concise is the norm. The essence is that the message is clearly and precisely conveyed without any redundancy and irrelevant points so as to avoid misunderstanding.

4. Accuracy

Since the purpose of workplace writing is to convey the required information to the intended audience, accuracy is of utmost importance. The correct message must be disseminated. Therefore, make sure you check the content carefully before it is completed.

5. Format

For all these types of writing, there are certain formats, and we need to adhere to the appropriate format when planning to write. Please refer to the corresponding parts of this website for the information on the different types of workplace writing.

Exercise

Are the following expressions appropriate or inappropriate in Workplace English? Please check the correct boxes in the table below.

	Appropriate	Inappropriate
1. Every coin has two sides.
2. I would greatly appreciate it if…
3. purchase
4. I suggest that
5. Can you help me?
6. provide an update on the project
7. Why can’t we do this?
8. has been noticed
9. approximately
10. such a bad thing