Which of the following represents the best business writing?
a. ?The CEO will be visiting our branch tomorrow for a period of three hours.
b. ?This e-mail message is to inform you that the CEO will be visiting our branch tomorrow.
c. ?You should be aware that the CEO will be visiting our branch tomorrow.
d. ?The CEO will be visiting our branch tomorrow.
The Correct Answer and Explanation is:
Correct Answer: d. “The CEO will be visiting our branch tomorrow.”
Explanation
The best business writing is clear, concise, and direct. Among the options provided, option d is the most effective example of professional business writing.
Let’s evaluate each choice:
- a. “The CEO will be visiting our branch tomorrow for a period of three hours.”
This sentence is mostly clear, but it includes unnecessary detail. In most business communications, unless the exact duration of the visit is crucial, this information clutters the message. Simplicity is preferred unless more detail is required for scheduling or planning purposes. - b. “This e-mail message is to inform you that the CEO will be visiting our branch tomorrow.”
This is an example of overly formal and wordy writing. The phrase “This e-mail message is to inform you” is redundant. In business writing, it’s assumed that the purpose of the message is to convey information, so there’s no need to announce it. - c. “You should be aware that the CEO will be visiting our branch tomorrow.”
This construction is somewhat condescending or overly directive. It implies the reader isn’t already aware and should be, which might come across as patronizing or overly authoritative. Effective business communication avoids unnecessary commands or implications. - d. “The CEO will be visiting our branch tomorrow.”
This sentence gets straight to the point. It communicates the essential information without fluff, maintains a professional tone, and respects the reader’s time. It’s an excellent example of clarity and brevity—two key principles in business writing.
In summary, option d exemplifies the hallmarks of strong business writing: clarity, conciseness, and professionalism. It communicates the message effectively without unnecessary words or complicated structure.
