3 Fundamental Professional Writing Genres
Although there are many business writing genres, it is helpful to first focus on some fundamental formats and break down the qualities of each. This can help compare how each is different as well as the similarities between them. The table below provides an easy reference for the writing genres found in this resource.
| Genre | Purpose | Audience | Content | Structure | Style | Tone | Platform |
|---|---|---|---|---|---|---|---|
| Formal Business Letter | To conduct business activities in a professional and formal manner | External audience, such as clients, customers, or partners | Typically includes a formal salutation, a clear and concise message, and a professional closing | Well-organized with a clear introduction, body, and conclusion | Formal and professional, adhering to established conventions and style guides | Formal and objective | Paper, email, or online platforms |
| Internal Memo | To communicate internally within an organization, often for announcements, updates, or policy changes | Internal audience, such as employees or colleagues within the same organization | Short and to the point, addressing a specific issue or topic | Simple, with a clear subject line and concise paragraphs | Direct and informative, using professional language but avoiding jargon | Neutral or informative, depending on the purpose of the memo | Paper, email, or internal networks |
| To communicate quickly and efficiently with individuals or groups, both internally and externally | Internal or external audiences | Can vary widely depending on the purpose and audience, but should be clear and concise | Less formal than letters or memos, but still organized with a clear subject line and concise paragraphs | Can be formal or informal depending on the audience and purpose | Can vary depending on the audience and purpose, but it should be professional and respectful | Primarily digital, sent through email platforms | |
| Job Application Cover Letter |
To express interest in a job opening and highlight the applicant’s qualifications | Hiring managers or recruiters | Tailored to the specific job, emphasizing the applicant’s skills and experiences relevant to the position | Formal and structured, with a clear introduction, body, and conclusion | Professional and persuasive, using strong action verbs and highlighting achievements . | Enthusiastic and confident, demonstrating the applicant’s interest in the position | Paper or email |
| Press Release | To distribute news and announcements to media outlets and journalists | Journalists, editors, and the general public | Focuses on newsworthy events, providing key information and quotes for journalists to use | Structured with a clear headline, introduction, body, and contact information | Journalistic style, using objective language and avoiding promotional language | Neutral and objective, presenting information in a factual manner | Email, online platforms, or press release distribution services |
| Business Plan | To outline the goals, strategies, and financial projections for a business or project | Investors, lenders, or internal stakeholders | Includes sections on the company’s mission, products or services, market analysis, financial projections, and management team | Formal and structured, with a clear hierarchy of information and sections | Professional and informative, using clear language and avoiding jargon | Serious and confident, demonstrating the viability of the business or project | Paper, email, or online platforms |
| Rsearch Brief | To provide a concise summary of research findings or a specific topic. | Includes a clear overview of the research question, methodology, key findings, and conclusions. | Structured with headings and subheadings to organize information logically. | Concise and informative, using clear and precise language. | Objective and neutral, presenting information in a factual manner. | Researchers, academics, or professionals seeking information on a specific topic. | Academic publications, industry reports, or online platforms. |
| LinkedIn Profile | To create an online professional presence and network with other professionals | Other professionals, potential employers, or recruiters | Includes sections on the individual’s work experience, education, skills, and interests | Structured with a clear hierarchy of information and sections | Professional and concise, using keywords and highlighting achievements | Positive and engaging, demonstrating the individual’s expertise and personality | LinkedIn platform |
| Presentation Slidedeck | To present information or ideas to an audience in a clear and concise manner | Typically includes a title slide, an introduction, body slides with supporting information, and a conclusion | Organized with a clear flow of information, using visuals and bullet points | Concise and visually appealing, using large fonts and clear visuals | Formal or informal depending on the audience and context | Can vary from small groups to large audiences | Typically projected on a screen or displayed on a monitor |
GAI Usage
The table above was generated by uploading a PDF of this resource to Google Gemini. By providing GAI tools with content this way, we can limit and guide the responses provided. There was plenty of editing to do still. How might you use this approach in your GAI usage? What measures should we take to ensure the content produced is accurate and effective? How might we improve the integrity of this table?
