Business and Professional Communication

Business communication and professional writing are essential components of effective workplace writing/communication. This article examines these related but distinct approaches to workplace writing, exploring their characteristics, applications, and relationship to the broader field of workplace communication.

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The terms “business communication” and “professional communication” are often used interchangeably.

Both business and professional communications share a focus on audience awareness; rhetorical reasoning; brevity; coherence, flow; inclusivity; simplicity; and unity. Both business and professional communicators tend to navigate complex ethical landscapes. They adhere to ethical, policy, and legal standards. They have public and legal obligations in the form of liability, copyright, trademark, and liability laws. They are careful to create texts that reflect precise and correct use of language, data, and information. They expect claims to be supported with substantive evidence, and they share a critical lens when coming across new information, checking its currency, relevance, authority, accuracy of information.

So — both “business communicators and professional communicators” tend to be hyperliterate, critical thinkers.

Yet the Terms “Business Communication” and “Professional Communication” May Be Used Distinctly

Business communication typically emphasizes organizational contexts, particularly for-profit environments where communication supports commercial objectives. The primary goal of business writers is to facilitate effective communication that supports the functioning and objectives of organizations. For instance, they may work on proposals, market analyses, marketing, or corporate branding. Their communications forcus on internal communications among employees and management, as well as external communications with clients, suppliers, and other stakeholders.

Professional communication, by contrast, may refer to a broader discipline that extends beyond commercial settings to include nonprofit organizations, government agencies, and other institutional contexts. Writing and communication courses identified as “professional” typically address rhetorical practices, document types, and communicative scenarios relevant to diverse professional roles, such as healthcare providers, attorneys, technical specialists, educators, and public administrators

Gerdes, J. (2024, June 26). Professional and Technical Communication: An Overview. Writing Commons.
https://writingcommons.org/article/professional-and-technical-communication-an-overview/
Gerdes, J. (2023, December 28). Workplace Writing. Writing Commons. https://writingcommons.org/section/writing-studies-definition/workplace-writing/

What is Professional Writing?

Professional Writing — a term used synonymously with workplace writing or technical writing — may also refer to

communication that accomplishes job-related tasks
a style of writing that emphasizes information visualizations, visual language, design thinking, scanability, information design and architecture, deductive organization and reasoning, as well as clarity in communications and the practice of brevity, coherence, flow, inclusivity, simplicity, and unity
an academic discipline, a community of practice (aka discourse community), concerned with the study of writing, document design, the usability of documents and products, and project management in workplace contexts.

Professionalism; Professional Writing Prose Style; Styles of Writing; Workplace Writing

Who Are Professional and Technical Communicators?

Professional and technical writers are subject matter experts in writing, design, usability, information architecture, documentation, project management, and digital writing — including, e.g., remediating texts in multiple media, printed posters to Tweets.

They are researchers and communicators who investigate, create, and deliver clear, accessible content for diverse audiences across industries such as technology, healthcare, finance, and government. As researchers, professional and technical writers may investigate user behaviors, analyze document effectiveness, conduct literature reviews, or explore new communication technologies. They often collaborate with subject matter experts outside of their field, serving as writing coaches, editors, and project managers who engage in research to enhance communication strategies and outcomes.

Professional writers may do the equivalent work of technical writers — and vice versa — but traditionally there are a few distinctions between these roles:

Professional Writers are typically skilled writers, public speakers, and researchers. They often hold undergraduate or graduate degrees in fields such as rhetoric, composition, communication, design, and product management, though some acquire these competencies through on-the-job experience. These professionals may serve as writers or spokespersons on teams, bringing their communication expertise to various subject areas. Their work can be job-related or extend to public spaces, including social media platforms like Reddit, blogs, newspaper and magazine articles, and books.
Technical Writers share many of the skills and credentials of Professional Communicators but tend to focus on complex, technical subjects in fields like technology, engineering, and science. While they may have similar academic backgrounds to professional writers, their work is typically more specialized. Unlike Professional Communicators who often address broad public audiences, Technical Writers primarily create content for specific, often specialized audiences in workplace settings. Their outputs include instructional materials, user manuals, product documentation, and technical reports, with an emphasis on clarity, accuracy, and usability of information.

What is a Professional Writing Style?

Professional writing is fundamentally transactional: usually if you are writing it is because you are trying to solve some kind of a problem. Your audience — the people you are writing to — probably need to do something in response to your writing. They may not be expecting your writing. They probably don’t want to read your writing. Your writing is interrupting their day. So, if you’re gonna bother them you need to make it worth their time. Learn about the style of writing that characterizes the texts of professional writers in workplace writing contexts. Master the discourse conventions of professional communities of practice.

What Are the Elements of Style?

Just as DNA constitutes the building blocks of life — as illustrated in the depiction below of ions and DNA gliding through a single-walled carbon nanotube — the ‘Elements of Style’ form the foundation for powerful writing. Brevity, coherence, flow, inclusivity, simplicity, and unity — these stylistic elements empower writers to enhance the clarity and power of their work. Esteemed by educators, editors, and professional writers, they serve as the essential building blocks — indeed, the DNA — of clear, compelling communication.