258 / Types of Writing
STEP 3: Prewriting—Planning the Message
Now you need to organize your thoughts before you write. The message should
appear in three parts. Use the following plan to make notes for your message:
-^ Paragraph 1 should include the main idea. What, in one or two sentences, do
you need to convey? Are you announcing a new policy? Jot down the main
points.
-^ Paragraph 2 gives details. If you are announcing a new policy, how will it affect
the reader? If you are requesting suggestions, why do you need them? Why
should the reader respond?
-^ Paragraph 3, if necessary, requests action or response. If the reader must
complete some form, spell out what to do. If the reader is to put a suggestion
in writing, say to whom to address the comments and by when.
STEP 4: Writing—Completing the Memo
When you have planned the details, follow the organization set out in Step 3 and
write the memo. Use clear language and simple sentences. Be direct and informal.
Avoid stilted language and trite expressions.
STEP 5: Revising—Checking Content
As you reread your memo, ask yourself these questions:
- Is^ the^ heading^ clear,^ precise,^ and^ dated^ accurately^ and^ completely?
- Will^ my^ reader^ understand^ the^ message?
- Are^ the^ details^ sufficient^ to^ support^ the^ main^ idea?^ Is^ the^ explanation^
adequate? - Have^ I^ included^ deadlines,^ specific^ actions,^ names,^ and^ places^ as^ necessary?
- Are^ my^ sentences^ simple^ and^ clear?
-^ Have I used a conversational vocabulary, or have I resorted to buzzwords and
stilted language?
Use these questions to guide revision. When you believe the content is accurate and
complete, print a copy and sign your initials beside your name in the heading.
STEP 6: Proofreading—Checking the Mechanics
When the final copy is printed, proofread it carefully. Make sure you have made no
omissions or keyboarding errors. Check the spelling. Read for grammar, usage, and
mechanics precision.