Five Planning Steps

Identify Your Purpose

Analyze Your Audience
Choose your Ideas
Collect Your Data
Organize Your Message
Identify Your Purpose:

 Subject matter or main idea behind the message.

 You must know why you should write and what

should be written.

 The purpose can be sale, goodwill, request,

inquiry or refusal etc.
Analyze Your Audience:

 Know about the audience.

 Know their background, nation, city, language,

needs, interests, attitudes, culture, and etc.

 See your message from your receivers point of

view.
Choose Your Ideas:
 The ideas you included depend on the type of
message you are sending.

 There are various ideas so we have to select from

them.

 Bring them in order of importance and urgency.

Collect Data To Support
Your Ideas:
 Collect enough data to support your ideas;

names, dates, addresses and statistics for

precision.
 Explain by:

facts, figures, quotation, visual aids or other forms

of evidence to support your points.
Organize Your Message:

 Organizing your material before writing your first

draft can prevent rambling and unclear messages.
 When the ideas have been jotted down, they
should be properly arranged and organized.
 Failing to organize will fail the objectives of the
message.