Not all styles of communication are the same; a style that suits one set of circumstances might be totally wrong for another. The way you communicate, even the language you use, will be very different, for example, if you are writing a novel, or e-mailing or speaking to a friend, from the style you would adopt for business. Business and literary styles there are three main differences in style between a business document and a work of literature.
- Literary writing is usually descriptive. A novel writer would spend some time creating an atmosphere, giving some background detail. If the account of Jane Lee’s meeting with Carlos Rodriguez were part of a novel, for example, there would almost certainly be a description of the restaurant where they met, and of Rodriguez himself. This kind of description is out of place in business writing. Your readers do not have time to read descriptions which have no real bearing on the subject. Where description is necessary, it should be factual and objective, not flowery and subjective.
- Literary writing uses direct speech. In a novel, the author will describe what people say in the exact words they used – direct speech. This is another way of involving the reader. But you would very seldom use direct speech in business writing – it tends to be too long-winded. People want to absorb the information you are giving as quickly and easily as possible, so give them a summary of what was said, not the actual words.
- Literary writing introduces personal feelings. A work of literature will describe the characters’ feelings about others and their surroundings – that is part of the skill of telling a story. So a novel might describe how Jane reacted to Rodriguez on a personal level, what she thought of the meal, etc. These feelings have no place in business writing; they simply clutter up the document unnecessarily.
Your opinions might be important, depending on the nature of your document, but your feelings are irrelevant. What this means is that business communication should be as brief and uncluttered as possible while still getting across the information you want to impart.