Organizing a Business Document



Organizing a Business Document

In a nutshell, open your document by contextualizing the situation and letting your reader know why you’re writing. Get quickly to the bottom line (main point, central idea) of your message, then, if appropriate, bullet the three or so most important items of

information or salient benefits. Use the remainder of your document to flesh out your bulleted points and to anticipate and answer questions your audience might have. Where appropriate, conclude with an appropriate next step.

Useful Hints

• Isolate your main point or request. Think of it as a “telegram.” Be sure it reveals or indicates your purpose in writing, and try placing it near the beginning of the document.

• Make a jot outline of the questions your audience would have if they read nothing but your main point.

• A key step is to have your document “answer” each question in a separate section. Try structuring the answers from the most important (from your audience’s point of view) to least important.

• Assure that your reader follows your logic by including pointers and signals. Don’t merely provide facts; “talk” to your audience:

• “The following three sections will. . .”

• “These figures reveal that. . .”

• “We have found that. . .”

• “The most important feature here is. . .”

• “Contrary to what you may have expected. . .”

• Help your audience by formatting consistently. Where appropriate, use subheadings, bullets, outlines, numbered sequences. Don’t use multiple fonts.

• Where appropriate, conclude with “next step(s)” or a request for action.

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