This distinction does not make business writing superior or inferior to other styles.
Rather, it reflects the unique purpose and considerations involved when writing in a business context.
When stating your opinion, use I; when presenting company policy, use we.
The best writers strive to achieve a style that is so clear that their messages cannot be misunderstood.
A style between these two extremes is appropriate for the majority of memos, emails, and letters.
Writing that is too formal can alienate readers, and an attempt to be overly casual may come across as insincere or unprofessional.Avoid any language that your audience may not understand.Your finished piece of writing should indicate how you meet the requirements you’ve listed and answer any questions raised in the description or prompt.In business writing, as in all writing, you must know your audience.In most cases, the business letter will be the first impression that you make on someone.Here’s an example of the same point stated in passive voice and in the active voice: The second version is clearer and thus preferable. What if you are the head of the Global Finance Team?You may want to get your message across without calling excessive attention to the fact that the error was your team’s fault.In such documents, it is perfectly appropriate to refer to yourself as I and to the reader as you.Be careful, however, when you use the pronoun we in a business letter that is written on company stationery, since it commits your company to what you have written.Though business writing has become less formal over time, you should still take great care that your letter’s content is clear and that you have proofread it carefully.Personal pronouns (like I, we, and you) are important in letters and memos.