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Writing Business Documents
 

4 Point Plan
  Many communications are short and routine. They can be written or dictated without any special preparation. Letters which are not so routine need more thought and careful planning. This 4 point plan provides a useful but simple framework for structuring all business communications.
  1. Introduction
  • Why are you writing?
  • Refer to a previous letter, contact or document
  2. Details
  • Give instructions
  • Ask for information
  • Provide all relevant details
  • Separate into paragraphs for separate themes
  • Ensure a logical flow
  3. Response? Action?
  • What action is necessary by the recipient?
  • What action will you take?
  • A conclusion
  4. Close
  • A simple, relevant closing sentence is all that is often necessary