{"id":6198,"date":"2026-06-30T15:03:51","date_gmt":"2026-06-30T14:03:51","guid":{"rendered":"https:\/\/lucilleossai.com\/blog\/?p=6198"},"modified":"2026-06-30T15:59:15","modified_gmt":"2026-06-30T14:59:15","slug":"the-three-rules-of-business-writing-a-simple-framework-that-influences-people-and-gets-results","status":"publish","type":"post","link":"https:\/\/lucilleossai.com\/blog\/2026\/06\/30\/the-three-rules-of-business-writing-a-simple-framework-that-influences-people-and-gets-results\/","title":{"rendered":"The Three Rules of Business Writing\u2122 \u2014 A Simple Framework That Influences People and Gets Results"},"content":{"rendered":"\n
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‘I\u2019m going to reveal three rules that will transform your writing, increase your influence and generate results.’ I paused and moved closer to the centre of the room, where executive MBA participants had gathered for the communication session I was facilitating at an FT-ranked business school.<\/p>\n\n\n\n

‘You know these rules and have used them intuitively’, I conceded, ‘But many years ago, I decided to put them all in a simple framework that\u2019s easy to remember. Rule one\u2026’<\/p>\n\n\n\n

And so, my lecture often goes. Some audience members would lean forward, expectant and focused. The moment would then become anticlimactic because, when I reveal the rules, they appear unimpressed until I break down each component and explain the connecting thread. They then understand the power of the framework.<\/p>\n\n\n\n

We\u2019re in the AI age, and generative tools such as ChatGPT, Claude, Gemini, and Copilot can do the heavy lifting with brainstorming and writing. So, there\u2019s the temptation of believing that improving your writing is no longer required \u2014 since a well-engineered prompt can now generate an excellent output that you can plug into that email, proposal or client brief.<\/p>\n\n\n\n

But that position is flawed because critical thinking and sharp, human-generated writing remain essential to influence.<\/p>\n\n\n\n

AI tools are incredibly useful, but they\u2019re what they were designed to be: tools, not replacements for your thinking, nuances, and even writing quirks.<\/p>\n\n\n\n

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The danger of relying on AI-generated writing<\/strong><\/h2>\n\n\n\n
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For business writing, the real danger of relying on AI-generated text is not only that your material, albeit polished, becomes stripped of its essence. What is more concerning, as preliminary findings published by Cornell University suggest, is the risk of reduced cognitive abilities and poorer recall of your points<\/a>.<\/p>\n\n\n\n

Here\u2019s the impact on your career and business:<\/p>\n\n\n\n

Good writing stems from clear thinking. When you delegate both to AI, you gradually weaken the analytical capability that makes your communication persuasive.<\/p>\n\n\n\n

However, the Three Rules of Business Writing\u2122<\/strong> are the antidote to the humdrum, bland writing that has become so pervasive online that any hint of originality is celebrated. With the framework, you avoid the predictable, repetitive, formulaic outputs and craft persuasive materials aligned to the audience and context.<\/p>\n\n\n\n

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Good writing stems from clear thinking. When you delegate both to AI,
you gradually weaken the analytical capability that makes
your communication persuasive.
<\/p>~ Lucille Ossai<\/cite><\/blockquote><\/figure>\n\n\n\n

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The Three Rules of Business Writing\u2122<\/strong><\/h2>\n\n\n\n
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The Three Rules of Business Writing\u2122 is an integrated framework that aligns your writing with your audience\u2019s needs, keeps it simple, brief, and clear, and ensures flow and grammatical precision.<\/p>\n\n\n\n

The framework, a proprietary asset, is also embedded within the Global 4-Domain Communication Skills Rating Tool\u2122<\/a>, along with the ABF Formula\u2122 and the Flexible Communications Strategy\u2122. The model does more than help you refine your writing; it ensures your writing is structured and moves people to act.<\/p>\n\n\n\n

Just like the ABF Formula\u2122<\/a>, the individual components of the framework reinforce each other, and together, they ensure the completeness of your piece.<\/p>\n\n\n\n

Each rule reinforces the next, and as a unit, they determine whether your writing informs or actually influences.<\/p>\n\n\n\n

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1)  Focus on your audience to win support<\/strong><\/h3>\n\n\n\n
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As I\u2019ve advocated for over a decade, knowing your audience<\/a> and aligning your communication with their expressed and unspoken needs ensures your writing is relevant<\/a>. And relevant writing gains quicker buy-in.<\/p>\n\n\n\n

This step applies to all contexts and professional levels \u2014 from entry-level to the C-suite.<\/p>\n\n\n\n

Whilst the context may change and should be adapted for stakeholder groups and regions, the Rule remains the same.<\/p>\n\n\n\n

Before you begin your audience analysis, ask the foundational question<\/a><\/u><\/em> to zero in on the critical information that matters to your audience, not good-to-know data points.<\/p>\n\n\n\n

For example, simply emailing colleagues to request they complete an important questionnaire before a certain date is insufficient to gain full cooperation without multiple reminders. But address the WIIFM premise (the what\u2019s-in-it-for-me angle), explaining that completing the task will ensure their per diem application is processed within x hours, and you’ll tap into a relevant, beneficial outcome. The compliance rate is likely to increase significantly.<\/p>\n\n\n\n

When communicating across borders, writing that aligns with the audience\u2019s cultural norms or expectations reduces tension and enables quicker cooperation. For example, business writing norms in Nigeria and Ghana follow a hierarchical style, with full acknowledgement of formal\/social titles. However, in the US and Canada, a direct style (complete with first names) is standard. Cultural agility seems like an insignificant issue until you lose a contract in the UAE because your writing offended potential partners by failing to account for the indirect, high-context, relationship-oriented culture.<\/p>\n\n\n\n

That’s why knowing your audience is the first rule of effective communication across different domains, whether in nonverbal communication, speaking, writing, or leadership.<\/p>\n\n\n\n

Next, avoid the misguided belief that your writing should hinge on important points you need to communicate. Whilst that premise may be true (e.g., writing to inform\/educate, contest an issue, or demand a change), writing solely for your preference won\u2019t move any audience until you address their WIIFM angle. This may be unfair, but it\u2019s what differentiates business writing from creative writing, where the writer\u2019s focus is on self-expression. <\/p>\n\n\n\n

The most effective business writer balances what they must communicate with what the audience needs to understand, whilst framing the entire message as serving the audience.<\/p>\n\n\n\n

If you consider this realisation unbalanced, you\u2019ve finally decoded what makes your professional writing relevant \u2014 and actionable.<\/p>\n\n\n\n

Always prioritise the audience\u2019s concerns in your writing to gain their support.

After shaping your writing to align with your audience\u2019s needs, structuring your piece using the 2-Step Writing Blueprint\u2122<\/a> is essential for a logical sequence.<\/p>\n\n\n\n

But even structure is not enough for guaranteed results; you need to ensure the content is presented in a way that moves people to act.<\/p>\n\n\n\n

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The most effective business writer balances what they must communicate
with what the audience needs to understand, whilst framing
the entire message as serving the audience.
<\/p>~ Lucille Ossai<\/cite><\/blockquote><\/figure>\n\n\n\n

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And that\u2019s where the three beacons shine, as explained next.<\/p>\n\n\n\n

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2) Use the three beacons to increase persuasiveness<\/strong><\/h2>\n\n\n\n
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a) Making your messaging simple<\/strong><\/h3>\n\n\n\n
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Don\u2019t try to be clever; aim to be understood.<\/p>\n\n\n\n

Use simple terms, eliminate the jargon, define terms, and don\u2019t assume your audience knows what you mean. ‘ROI’ may be everyday language to you, but what if you\u2019re writing to people not steeped in business or finance?<\/p>\n\n\n\n

If writing to international stakeholders whose first language isn\u2019t English, refrain from using sports and military metaphors that don\u2019t translate well (e.g., ‘touch base’ and ‘stick to your guns’) or idiomatic expressions that might be taken literally (e.g., ‘cook the books’). Strip the complex and write for a 12-year-old.<\/p>\n\n\n\n

And no, simple doesn\u2019t mean simplistic. It\u2019s actually difficult to keep your documents simple because you must understand them thoroughly to distil them into simple terms.<\/p>\n\n\n\n

Anyone can make an issue complex. Excellent communicators make the complex simple. But they also need to respect the reader’s time and get to the point early.<\/p>\n\n\n\n

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b) Keeping your writing brief<\/strong><\/h3>\n\n\n\n
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Getting to the point quickly in the first two lines or the first (short) paragraph is important to capture and keep the reader\u2019s attention. Resist the urge to bury the important point between ‘interesting’ material.<\/p>\n\n\n\n

Whether writing for your colleagues, manager or senior leaders, knowing your point and stating the purpose concisely makes you appear more credible and believable.<\/p>\n\n\n\n

Then, when you pair a concise style with confident terms such as ‘I recommend’, ‘Isn\u2019t now the time to x?’  and ‘We seek board approval for y to ensure z’, your persuasiveness increases.<\/p>\n\n\n\n

One of the little-known secrets of influencing without a formal title is to discard unnecessary words whilst still ensuring completeness. Develop the habit of covering everything you need to with fewer words; it\u2019s the style of executives and leaders, and it gets your writing noticed.<\/p>\n\n\n\n

To further expand the point of conciseness, understand the reason an executive summary is now standard in (long) reports. Your writing should mirror that premise, so write concisely. When, not if, the reader skims your content, they should still be able to grasp essential points without committing to the full read.<\/p>\n\n\n\n

Clean, concise pieces are another hallmark of writing that influences decisions.<\/p>\n\n\n\n

Go a step further to ensure your piece is unambiguous and addresses the so-what question.<\/p>\n\n\n\n

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c) Keeping your writing clear<\/strong><\/h3>\n\n\n\n
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Clear writing follows clear thinking. But your writing won\u2019t be clear if you struggle to make coherent, logical links between what you understand and how you communicate that to your audience.<\/p>\n\n\n\n

For your writing to be clear, you must first understand the content. That\u2019s why writing about a topic you\u2019re unfamiliar with or have little understanding of becomes an unproductive task.<\/p>\n\n\n\n

I\u2019ve been blogging monthly for over 14 years. What I\u2019ve realised is that if I\u2019m spending too much effort to string sentences together for a seamless flow, that section isn\u2019t worth my time and energy. Bestselling author Stephen King advised you to \u2018kill your darlings\u2019 for good reason. Cutting material that weakens your premise ensures sharp, clear writing that advances your strongest position.<\/p>\n\n\n\n

In the business context, your writing is also unclear unless it contains a call to action, which will be one or more of the following three desires:<\/p>\n\n\n\n

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