Pre-write

    Master training

  1. Follow e‑mail protocol.

    • Know the limits for workplace e‑mail.
    • Be careful about forwarding e‑mails.
    • Respond as quickly as possible to e‑mails.
    • Be courteous, direct, and professional.
    • Communicate negative issues by focusing on the issue, not the person.
    • Use humor cautiously or not at all.
    • Clean up the e‑mail before sending it.

    Master training

  2. Set goals. The reader will do one or more of the following:

    Master training

  3. Know your readers.

    Master training

  4. Choose strategies based on the goals and readers.

    Master training

  5. Use a standard letter format.
    (Click on "Training" to see a standard format.)

    Master training

  6. Use a standard memo format.
    (Click on "training" to see a standard format.)

    Prepare Your Notes

    Master training

  7. Learn how to overcome writer's block.

    Master training

  8. Prepare notes for your e‑mail, memo, letter, or report.

    Organize the Writing

    Master training

  9. Have an organizational pattern in mind.

    Master training

  10. Use special organizational patterns for some messages.

    Introduce the Content

    Master training

  11. For e‑mails and memos, always write a clear, meaningful subject line.

    Master training

  12. For letters, use a "Subject" or "Re" line if your company customarily uses it.


    The next four guidelines, 13 through 16, explain the same principles with a little variance for e‑mail, reports, letters, and memos. You may choose to read the one of interest to you. You are not required to read all of them.


    Master training

  13. Write a clear, complete e‑mail introduction.

    Master training

  14. Write a clear, complete report introduction.

    Master training

  15. Write a clear, complete letter introduction.

    Master training

  16. Write a clear, complete memo introduction.

    Master training

  17. For e‑mails, letters, and memos, write a cordial beginning or buffer.

    Master training

  18. State the contents of the e‑mail, letter, or memo.

    Master training

  19. State the contents of the report.

    Master training

  20. For reports, state conclusions and recommendations in the introduction.

    Write in Blocks

    Master training

  21. Write the explanations in blocks.

    Master training

  22. Keep explanations of a subject together in one block.

    Master training

  23. Check each block for focus.

    Master training

  24. Check each block for completeness.

    Master training

  25. Open each block with a statement of the contents.

    Master training

  26. Use headings to open blocks.

    Master training

  27. Bold field or data names to identify them as blocks.

    Present Lists Clearly

    Master training

  28. Create lists.

    Master training

  29. Open list blocks.

    Master training

  30. Mark the list items clearly.

    Master training

  31. Keep list items in a single list.

    Master training

  32. Keep list items in the same format.

    Master training

  33. For reports, present information in tables when possible.

    Master training

  34. Consider information blueprinting to be explicit.

    Write Clear Explanations

    Master training

  35. Write to build conclusions in the reader's mind.

    Master training

  36. For reports, write clear, complete, relevant explanations.

    Master training

  37. Use key words consistently.

    Master training

  38. Fully explain each new concept word or phrase.

    Master training

  39. Use full phrases to define words clearly.

    Write Strong Conclusions

    Master training

  40. Write a conclusion that achieves your goals.

     

    Write Clear, Effective Paragraphs, Sentences, and Words

    Master training

  41. Use paragraphs to organize information.

    Master training

  42. Write concisely.

    Master training

  43. Combine sentences to show relationships. Separate sentences to make them clearer.

    Master training

  44. Write clear, simple, straightforward sentences.

    Master training2

  45. Write strong, direct sentences.

    Master training

  46. For reports, write clearly and simply for non-technical readers

    Master training

  47. Use words the reader will understand.

     

    Prepare a Polished, Correct Final Draft


    Master training

  48. Use your spell checker and grammar checker.

    Master training

  49. Proofread.

    Master training

  50. Format the e‑mail to be readable.