Writing process
Analyse ● What is your purpose?
P ● What do you want the receiver to do or believe?
R ● What channel should you choose:
E face-to-face conversation, group meeting,
W e-mail, memo, letter, report, blog, Slack, tweet?
R ● What are the benefits or barriers of each channel?
I
T Anticipate ● What is the audience profile?
I ● What does the receiver already know?
N ● Will the receiver’s response be neutral, positive, or
G negative? How will the response affect your organizational
strategy?
Adapt ● What techniques can you use to adapt your message to
its audience?
● How can you promote feedback?
● What can you do to ensure positive, conversational, and
courteous language?
D Research ● Have you gathered data to provide facts?
R ● Have you reviewed previous correspondence?
A ● Have you searched company files for background
F information?
T ● Have you talked with the boss and colleagues?
I ● Have you searched the Internet?
N ● What do you need to know to write this message?
G
Organize ● Organize direct messages with the big idea first, followed
by an explanation in the body and an action request in the
closing.
● For persuasive or negative messages, have you used an
indirect problem-solving strategy?
Draft ● Have you prepared a first draft usually writing quickly?
● Have you focused on short, clear sentences using the
active voice?
● Have you built paragraph coherence by repeating key
ideas, using pronouns, and incorporating appropriate
transitional expressions?
R Edit ● Have you edited your message to be sure it is clear,
E concise, conversational, and readable?
V ● Have you revised to eliminate wordy fillers, long lead-ins,
I redundancies, and trite business phrases?
S ● Have you considered using headings and numbered and
I bulleted lists for quick reading?
N
G Proofread ● Have you taken the time to read the message carefully?
● Have you looked for errors in spelling, grammar,
punctuation, names, and numbers?
● Have you checked to be sure the format is consistent?
Evaluate ● Will this message achieve its purpose?
● Does the tone sound pleasant and friendly rather than
curt?
● Have you thought enough about the audience to be sure
this message is appealing?
● Did you encourage feedback?
Request E-mail or Memo: Need Information About Awardees
As an assistant in the Human Resources Department of a large corporation, you and your department are preparing to honor
outstanding employees at an awards ceremony. Three department managers submitted names of employees they would like to
honor. However, you need more information about the employees. The ceremony is scheduled to be given at a banquet on June 15.
Your boss asks you to write to the managers asking for more information so that the presenter has something interesting to say
about each awardee. The information will also be published in the company print and online newsletters. Arrange a series of
questions in a readable, logical list. What would readers like to know about these awardees?
Your Task. Draft a well-organized e-mail message or memo to Nicole Masterson, manager, Reprographic Services, asking for more
information about awardee Martin Medina, whom she nominated. Prepare the message so that it can be used to write to all three
managers with a few changes. Be sure to include an action closing and deadline. Add information if needed.
To: Nicole Masterson, Manager, Reprographic Services From: [Your Name], Human Resources Department Subject: Information
Needed for Awardee Martin Medina
Dear Nicole,
Our department is currently preparing for the upcoming banquet on June 15 to honor our outstanding employees, including your
nominee, Martin Medina.
To ensure the presenter has engaging material to share during the ceremony and to provide quality content for our print and online
newsletters, we need specific details about Martin’s contributions. Could you please provide answers to the following questions:
Specific Achievements: What major projects or specific actions led you to nominate Martin for this honor?
Company Impact: How has Martin’s work specifically benefited Reprographic Services or the company at large?
Tenure: How long has Martin been with the department?
Personal Interest: Are there any interesting hobbies, unique skills, or "fun facts" about Martin that would make the
presentation more personal?
Please send these details to me by May 22. This deadline allows us sufficient time to finalize the presenter’s script and meet the
publication schedule for the company newsletter.
Thank you for your help in making this ceremony special for our awardees.
Best regards,
[Your Name] Assistant, Human Resources