How to Use Ethical Principles in Business Writing
The honesty and integrity of big business are increasingly under the microscope. Can a business be profitable and still be ethical? Ethics and business do not have to be mutually exclusive. On the contrary, successful businesses can thrive and still be honest and virtuous, and contribute to the greater good.
Staying accountable for decisions, showing mutual respect to others, and communicating honestly with colleagues and clients are ways to apply an ethical lens to doing business. Those who aspire to uphold high moral standards in business settings can benefit from learning practical techniques for applying ethical principles to business communication.
What Are Ethical Principles?
Adopting ethical principles is considered foundational for living a productive life in a healthy society. Understanding what ethical principles are and how to apply them to business contexts can encourage business practices rooted in ethics.
Some of the ethical principles that apply to business practices include:
- Accountability: Leaders and workers with a strong sense of ethics take responsibility for their own work, actions, and conduct, even when the consequences are high.
- Compassion: Displaying an authentic concern for other individuals and groups both inside and outside of the organization should be a personal and organizational standard.
- Fairness: Offering equal support, training, opportunities, and compensation for everyone provides a level playing field on which all stakeholders feel appreciated and welcome.
- Honesty: Telling half-truths or omitting information is not tolerated. Overstating or overpromising is unacceptable, as is reporting inaccurately, even if the news is not good.
- Integrity: Integrity is a combination of trustworthiness and reliability. When people display integrity, they can be taken at their word and always reach for higher standards.
- Loyalty: Each party must show consistent support for and commitment to the other, even when betraying the other would be an easier choice.
- Respect: Respecting others means treating everyone equally and with dignity.
- Transparency: Transparency is an important component of accountability. However, business relationships extend beyond workers, leaders, and customers.
How Do Ethical Principles Apply to Business Writing?
Business professionals can adopt ethical principles when writing any piece of business communication, whether it’s a company policy manual, a memo to colleagues, an advertisement, or an organizational report. Every member of an organization should approach business writing and all other forms of communication with the same ethical principles of business framework that they apply to business meetings, sales pitches, and client phone calls.
Accountability in Business Writing
Business writers display the principle of accountability when they take responsibility for mistakes and misunderstandings even when the consequences are difficult or costly.
Example: The vice president of manufacturing sends progress reports to internal stakeholders. The reports include explanations of problems and suggested solutions but also make statements of accountability and take responsibility for mistakes or miscalculations.
Compassion in Business Writing
Many businesses understand the importance of compassion in the workplace, and authentic concern is evident in their policies about work-life balance, flexible leave for emergencies, and healthy working conditions. In business writing, compassion is often evident in the message’s tone.
Example: A manager is under pressure to get a collaborative project completed by a Friday deadline. Unfortunately, one of the remote team members just learned of a death in their family. Rather than pressing the team member on deadlines, the manager asks about the employee’s family and if there is anything they can do to support their colleague.
Fairness in Business Writing
The ethical principle of fairness focuses on creating a level playing field for all team members. Fair and ethical business writing provides the reader with equal access to the message.
Example: A business selects a new location for a manufacturing facility in an area where the primary languages of many residents are Portuguese and Mandarin. Once construction is underway, the employment notices are printed in each of those languages, as well as in English, indicating that interpreters will be available during the entire interview process.
Honesty in Business Writing
Honesty in business writing means more than making true statements. Any truly honest writing includes complete accounts of business dealings as well as details that may be embarrassing to the company or even distressing to readers.
Example: A manufacturer publishes a recall announcement for a faulty car seat as soon as the problem is discovered. It clearly states everything that is wrong with the product and what could happen if it is not replaced at the manufacturer’s expense.
Integrity in Business Writing
As an ethical principle in business writing, integrity is shown when the writer is both trustworthy and reliable. The truth is always told and follow-up is routine.
Example: After a change in payroll services, many employees have experienced errors in compensation and benefit deductions. The HR manager distributes a questionnaire requesting specific information about problems, ensures corrections, and offers short-term and confidential financial support to those in need.
Loyalty in Business Writing
Two hallmarks of loyalty to a person, group, or business are support and commitment. In business writing, loyalty can be displayed by including everyone involved in the conversation, or conversely, limiting the number of people involved when the information is confidential or sensitive.
Example: The final draft of an important ad campaign is distributed to the entire department for review. A team leader finds an inaccurate statement made by one of the committee chairs. Instead of hitting “Reply All,” they send a respectful direct message to the chair detailing the error and leaving the decision in the chair’s hands.
Respect in Business Writing
Respectful business writing addresses readers with dignity. A written message can reflect respect in many different ways, like considering the reader’s background, culture, age, or experience.
Example: A large and established bakery has three locations in three different metropolitan locations. Their holiday advertisements honor the various religious and cultural celebrations in every neighborhood. They offer special-order services with attention to detail and a wide selection of ideas for themed cakes and desserts.
Transparency in Business Writing
To be transparent, however, a business must be willing to provide a complete picture of the state of the company, including financial information, to those most invested in the company.
Example: A shareholder report on company finances and investments makes clear statements about the company’s financial standing. It explains any production delays or extenuating circumstances, as well as any future projections.
Consequences of Unethical Writing and Communication
When ethical principles in business writing are not employed, the results can seriously impact the livelihoods and investments of company managers, employees, and stockholders, as well as the public’s view of the company. What may be considered written missteps, mistakes, or misunderstandings in some settings could have more serious consequences if they appear in professional writing. Here are some examples of unethical writing practices:
Unethical Sourcing
Failing to give credit for ideas or information when credit is due may lead to a failing grade in college, but the consequences for plagiarism or copyright infringement can be much higher when writing for business.
- Plagiarism. Failing to properly document sources can lead to termination as well as difficulty finding future employment.
- Copyright infringement. Infringing on the right of ownership results in more severe penalties than plagiarism. An unethical writer may be subject to legal consequences, may have to pay damages, and, in some cases, may be liable to criminal charges.
Ethical Violations/Infractions
Whether the news or announcements are good or bad, business writing must avoid the temptation to put a more positive spin on a situation and, instead, stick to the ethical principles of writing. These are some of the ways business writing can turn unethical:
- Defamation: Communicating in writing (libel) or speech (slander) with malicious statements that are false and can damage a person’s reputation
- Fraud: Not being truthful in a way that results in professional gain for the writer or business
Invasion of privacy: Making statements or revealing private facts or records about an employee or other stakeholder - Sin of commission: Manipulating information to misrepresent the truth
- Sin of omission: Failing to include information that would harm the company or an individual
Become a Leader in Ethical Principles
If you are interested in honing your writing skills while upholding ethical principles in business, learn more about earning an online Certificate in Ethical Principles, Critical Thinking, and Writing for Today’s Business from the Center for Continuing & Professional Education at Suffolk University. Learn to think critically and write effectively, and prepare to become a leader in your industry.
Recommended Readings
Education as an Investment
Elements of a Good Online Course
The Impact of Lifelong Learning on Your Health
Sources:
CBC/Radio Canada, “Video Game Giant EA Steering Players into Loot-Box Option in Popular Soccer Game, Insider Says”
Chron, “About Communication & Ethical Issues in Business”
Copyright Alliance, “The Difference Between Plagiarism and Copyright Infringement”
The Guardian, “Group of Junior Bankers at Goldman Sachs Claim ‘Inhumane’ Work Conditions”
Harvard Business Review, “What Your Coworkers Need Right Now Is Compassion”
The Intercept, “Amazon’s Twitter Army Was Handpicked for ‘Great Sense of Humor,’ Leaked Document Reveals”
Investopedia, “Business Ethics: Definition, Principles, Why They’re Important”
LibreTexts: Humanities, “4: Ethical Considerations in Business Writing”
Merriam-Webster, Ethic
Paradox Marketing, Ethical Communication: The Basic Principles
Philadelphia Business Journal, “2020 and Beyond: The Art of Balancing Shareholders, Customers and the Community”
PositivePsychology.com, “Compassion in the Workplace: 9+ Examples & Tips for Leaders”