Set goals. The reader will do one or more of the following:
Know your readers.
Choose strategies based on the goals and readers.
Use a standard letter format.
(Click on "Training" to see a standard format.)
Use a standard memo format.
(Click on "training" to see a standard format.)
Competency
Examination 1
Choose one:
E‑mail case
Report case
Letter case
Memo case
Prepare Your Notes
Learn how to overcome writer's block
Prepare notes for your e‑mail, memo, letter, or report.
Organize the Writing
Have an organizational pattern in mind.
Use special organizational patterns for some messages.
Introduce the Content
For e‑mails and memos, always write a clear, meaningful subject line.
For letters, use a "Subject" or "Re" line if your company customarily uses it.
Write a clear, complete e‑mail introduction.
Write a clear, complete report introduction.
Write a clear, complete letter introduction.
Write a clear, complete memo introduction.
For e‑mails, letters, and memos, write a cordial beginning or buffer.
State the contents of the e‑mail, letter, or memo.
State the contents of the report.
For reports, state conclusions and recommendations in the introduction.
Present Explanations in Blocks
Write the explanations in blocks.
Keep explanations of a subject together in one block.
Check each block for focus.
Check each block for completeness.
Open each block with a statement of the contents.
Use headings to open blocks.
Bold field or data names to identify them as blocks.
E‑mail case
Report case
Letter case
Memo case
Present Lists Clearly
Create lists.
Open list blocks.
Mark the list items clearly.
Keep list items in a single list.
Keep list items in the same format.
For reports, present information in tables when possible.
Consider information blueprinting to be explicit.
Write Clear, Complete Explanations
Write to build conclusions in the reader's mind.
For reports, write clear, complete, relevant explanations.
Use key words consistently.
Fully explain each new concept word or phrase.
Use full phrases to define words clearly.
Write Conclusions that Have Impact
Write a conclusion that achieves your goals.
E‑mail case
Report case
Letter case
Memo case
Write Clear, Effective Paragraphs, Sentences, and Words
Use paragraphs to organize information.
Write concisely.
Combine sentences to show relationships. Separate sentences to make them clearer.
Write clear, simple, straightforward sentences.
Write strong, direct sentences.
For reports, write clearly and simply for non-technical readers
Use words the reader will understand.
Prepare a Polished, Correct Final Draft
Use your spell checker and grammar checker.
Proofread.
Format the e‑mail to be readable.
E‑mail case
Report case
Letter case
Memo case