Three Steps to Effective Writing

Step one: Prewriting

Preparation Planning Background research

Step two: Writing

Organizing and outlining material Writing the first draft

Step three: Revising

Reworking and editing the draft final typing proofreading

Step one: Prewriting

Step one is to define the concept and gather the facts that will serve as material for step two, writing. Mentioned below are a few questions you can reflect upon before you move to step two.

1. What is the purpose of the message? Why am I writing it?2. Who is the audience? Whom do I want to influence?3. What do I want to say? What is the scope of my subject?4. What results or action do I want?

Firstly, decide on a purpose – selling, asking for a favor, persuading, acknowledging, suggesting etc.

Secondly, think about your audience – What do they know? What do they need to know after reading the message? What is their level of expertise on the subject? What is their communication style? Tailor your message to the level and interest of the reader.

Thirdly, consider the scope of the subject – distinguish between information that your reader needs to know and information that is merely nice to know. Unless, the reader specifically requests it, limit your subject and focus on the essentials.

How to Write First Class Business Correspondence

Finally, consider the result or action you want to bring about. Your written message should tell your readers what you would like them to do. Tell your readers as clearly as possible what action you want them to take.

Step two: Writing

Once you have established your purpose, identified your audience, defined your topic and gathered your data, you are ready for step two – organizing and writing the first draft.

ORGANISING

How you organize you material depends upon your subject and purpose for writing. You would design a step by step approach if you are giving instructions. If you are making an offer, you would put the important information first and then fill in the details. Your writing should be organised based on the purpose to ensure it is effective.

OUTLINING

Once you have chosen your format, outline:

what you want to say, and what order do you want to say it in

This step will ensure a logical flow to your writing.

WRITING THE FIRST DRAFT

Once your outline is complete, you are ready to write the first draft.

Many writers make a common mistake at this point. They try to “get it right” the first time. They work on a paragraph for hours, fine-tuning words to perfection. Writers thus shut off their creativity by insisting on perfection.

Remember: The first draft is a working draft. It should be written quickly without too much thought on expressions and paragraphing.

As you write your first draft, keep your audience in mind. Doing so will help you stay focused on the purpose of your work.

How to Write First Class Business Correspondence

Step three: Revising

Revise your material by reading it from the reader’s point of view, not the writer’s. If possible give the draft to others to read and ask for their comments or suggestions.

REVISION CHECKLIST

Read the draft several times. Make sure your ideas are unified and transitions are smooth from paragraph to paragraph. The lead sentence in the paragraph should give the reader the substance of what is discussed.

Following sentences should elaborate on the idea and develop it fully. Ask yourself if the text is clear and if you need to define special terms or phrases. Try to eliminate overused words and phrases. Check if your explanations are complete. Check for errors in style and grammar. Check if the active and passive voices are used effectively. Check for errors in spelling and punctuation. Revise your work for lapses in tone and awkward phrases.

Reference:

‘How to write first class Business Correspondence’ by Baugh, Fryar and Thomas.

How to Write First Class Business Correspondence