This will set the tone, the style, and structure of your letter. Defining your purpose will set things right at the very beginning.
For example, if your purpose is to excite and invite the employees to join the annual talent contest of the company as a team-building effort, you cannot bore them with long paragraphs explaining how the activity will help boost their productivity, write too formal sentences, or use heavy office or work jargon.
This post is a part of a series of guides on business writing. Business Writing is a type of written communication, usually with standard structure and style.
According to the Capella University, it addresses the needs of specific audiences and has prose and lists for a particular topic that concerns business.
When writing for business, this means fixing the errors and making the text as clear and concise as possible.
When you're writing for business you're not writing the next "great American novel." Your writing should be as descriptive as necessary, but you don't need to paint vivid word pictures using lots of big words and figures of speech.
For example, a presentation about your company's new 401(k) program may have the same outline when given to your CFO as well as employees, but the level of details you include will vary. A quick email to your team, reminding them of the annual company picknick, won't have the same tone as your missive regarding your company's annual report. Some prefer to write everything out and then go back and edit. Sometimes their preferred style varies depending on what they are writing.
As you write (or when you edit) be aware of length.
One type of communication that is used almost everyday in the corporate world is business writing: from emails, memos, new policies and instructions to huge client presentations, research and development, and marketing campaigns.
Even profit-making and nonprofit organizations in the field of aeronautics, according to a survey by the National Aeronautics and Space Administration (NASA), are into communication the whole time.