Business Writing vs Technical Writing: Know the Difference and When to Use

No matter your job, you need to be able to write. Whether it’s quarterly financial reports or daily safety records, writing is a common and crucial skill. Yet, the writing style of one field can be different and potentially inappropriate for another.

Two important and popular writing styles are technical and business writing.

You might see one or the other (or both!) listed in job postings, style guides, or report requests. And, you may be wondering: aren’t they the same?

The short answer is yes and no. While the two techniques have similarities and overlap, one is not interchangeable with the other. They each have their own style, benefits, and roles to play. How do you know if you’re choosing the right style? This article will outline what is the difference between business and technical writing, how the two styles align, and diverge, and a handy question to check your text.

What is Business Writing?

In its simplest form, business writing is defined as written communication that conveys information, ideas, or proposals within or between businesses in a clear, concise, and professional manner.
Business writing matters because it drives decision-making, builds relationships, and communicates intent, whether it’s a persuasive proposal, a concise memo, or a professional email to a client. The goal is always to inform, influence, or request action while maintaining a professional tone.

What is Technical Writing?

Technical writing is specialized communication that explains complex processes, products, or concepts in a clear, precise, and accessible way. It focuses on instruction rather than persuasion, aiming to help readers complete a task or understand technical information accurately.

From user manuals and standard operating procedures to software documentation and engineering reports, technical writing ensures the audience gets the exact information they need, without ambiguity. Its main purpose is functionality, which means enabling the reader to act correctly based on the information provided.

Business Vs Technical Writing: What’s the Difference

While both business and technical writing value clarity, their purpose, audience, style, language, and use of visuals set them apart. Let’s discuss more about business writing vs technical writing.

Purpose

• The next difference between technical writing and business writing is its purpose. Business writing aims to communicate intent, persuade, or inform in a way that drives decisions or actions.
• Technical writing focuses on providing instructions or explanations for a process, product, or concept.

Audience

• Business writing targets a diverse range of readers: clients, partners, stakeholders, or internal teams.
• Technical writing often serves a specific audience, from industry experts to end-users with varying levels of technical knowledge.

Style

• Business writing adapts tone and style depending on context - from persuasive and warm to formal and direct.
• Technical writing maintains a consistent, neutral, and competence-driven tone.

Language

• Business writing may use persuasive or emotive elements alongside facts.
• Technical writing uses precise, unambiguous, and jargon-free language, focusing solely on clarity.

Visuals

• Business writing may include charts, infographics, and branded visuals to enhance understanding and appeal.
• Technical writing frequently uses diagrams, process maps, and schematics to illustrate complex instructions.

When to Use Business Writing vs. Technical Writing?

Use business writing for proposals, client communications, reports, meeting notes, newsletters, and internal memos, where the goal is to convey intent, request action, or persuade.
Use technical writing for manuals, troubleshooting guides, training materials, safety documentation, product specifications, and software instructions, where the goal is to instruct or explain without ambiguity.

Where Business and Technical Writing Overlap?

The overlap between technical writing vs business writing can be quite confusing because both strive for clarity and reader accessibility. In both cases, you will find -

• Sentences are concise, and information is well-organized.
• Bullet points or numbered lists are often used for quick scanning.
• Specific, precise word choices help avoid misinterpretation.
• The overlap often occurs when business communication contains technical details, such as a business proposal that explains the technical functionality of a product.

Business writing and tone

The main difference between technical communication and business communication is in its tone toward the target audience. The audience, of course, is people internal or external to a business or organization. This audience is diverse, but will always need to understand the content and why it is important.

That ‘why’ will be defined by the specific target audience and the business’s goal. For this reason, the tone of business writing can vary a lot. For a proposal, persuasive language may highlight the factual aspects of the bid. For an internal memo, a direct formal voice may be used. For an external email to a new client, the writer may employ a professional but warm delivery. Each of these examples requires clear, accessible writing, but the intended audiences change the tone.

Yes, business writing will often include technical information. But, remember: good business writing clearly conveys both information and intent. But, remember: good business writing clearly conveys both information and intent.

The clarity of technical writing

Technical writing, on the other hand, rarely changes its tone. It has one goal, and one goal only: to clearly and effectively explain something. The tone is competency.

Technical writing often communicates a specialized topic that is not broadly understood or is only needed in particular situations. Think of a technical document like the user guide for a kitchen oven, the Read Me First documentation of a new software program, or the educational insert with over-the-counter medication. This technical content contains specific instructions that are important for proper and efficient use.

Do you need a be persuaded to learn how to set your oven to broil? Do you need a warm tone to understand the proper dosage of a pharmaceutical drug?

No, not quite. Technical writing always has a neutral, competent tone. The text should be impersonal and use language that most effectively communicates instructions to the intended audience.

That intended audience impacts the level of complication allowed within the text. An expert audience can be expected to have a certain understanding of a topic, while a general public audience needs all aspects addressed. However, a good technical writer will assume little and explain each concept so that it can be broadly understood.

Technical and Business Writing: How to check Your writing Style

When you are first learning technical writing it is important to be aware of the differences between technical and business writing so you can choose the correct technique. If you’re unsure, ask yourself the following key question:

Is my goal to communicate intention or instruction?

If your writing goal is anything except communicating instructions, then it is business writing, and it needs to be written that way for effective communication. If your goal is to provide neutral directions, then it’s technical writing. Selecting the correct writing style will make your writing clearer, stronger, and more effective.

Improve your technical writing skills with our Technical Report Writing Course for individuals and groups.

Read our Guide to Business Writing where we break down four different types of business writing.

Take Your Writing to the Next Level with Our Expert-Led Courses

Whether you need to master business communication or become proficient in technical documentation, Instructional Solutions offers specialized online courses for individuals and teams. Our clients include Shell, Boeing, DuPont, and other leading organizations.

Explore our Business Writing Courses to improve clarity, tone, and persuasiveness. Or, enhance your technical accuracy with our Technical Writing Courses, both designed to help you write with confidence, impact, and precision.

Conclusion

While the difference between technical writing and business writing lies in their purpose, tone, and audience, both are essential professional skills. Business writing vs technical writing is not a question of which is better, but which is right for the situation. By understanding what is technical and business writing and applying each where appropriate, you ensure your communication is effective, precise, and impactful.

FAQs

1. Can one person be skilled in both business and technical writing?

Yes, with proper training and consistent practice, a professional can master both styles. The key lies in understanding the unique tone, audience, and purpose of each and adapting accordingly.

2. Which type of writing is better for career growth?

Both business writing and technical writing offer strong career potential. The better choice depends on your industry, personal interests, and long-term career goals.

3. How do I know which style to use?

If your goal is to persuade, inform stakeholders, or communicate intent, choose business writing. For explaining processes, giving step-by-step guidance, or detailing technical concepts, use technical writing.

4. Are the courses suitable for beginners?

Yes, our courses are designed for all skill levels, including beginners with no prior writing experience. They provide structured lessons that build a strong foundation before moving to advanced skills.

5. Can these courses be tailored for teams or organizations?

Absolutely, we customize training to align with your team’s specific needs, industry, and objectives. This ensures maximum relevance and practical application.

6. What are some common mistakes in business and technical writing?

Common pitfalls include vague language, unnecessary jargon, poor organization, and overlooking the reader’s perspective. Failing to tailor content to the audience often reduces clarity and impact.

7. What industries need both types of writing?

Fields like technology, healthcare, engineering, finance, and manufacturing often require both skills. Professionals in these industries must communicate technical details while also addressing business objectives.