Basic Steps of Writing/ Business

Writing
Three Steps to Effective Writing

⚫ Step One: Prewriting

⚫ Step Two: Writing
⚫ Step Three: Revising
Prewriting

➢Preparation
➢Brainstorming
➢Visualization
➢Background research
Preparation

Never forget that

‘Good writing is the result of good planning
and clear thinking’.
Preparation

⚫ Answer the following before writing:

⚫ 1. Purpose of your message?
⚫ 2. Audience?
⚫ 3. Scope of your subject?
⚫ 4. Result or action you want?
⚫Brainstorming?
➢Visualization?
Background research

1. Libraries
2. Other people
3. Industry and government agencies
4.Your own knowledge
Background research

Accuracy, accuracy and accuracy for

information gathering
Writing

1.Organizing
2.Outlining
3.Writing the first draft
Organizing

➢Depends on your subject and purpose

for writing
➢Choosing your format – the
arrangement of your materials
➢Making the most effective presentation
Outlining

➢Wider than organizing, and detailed

➢Total blueprint of your document

➢Build up your document on your ‘outline’.

Writing the first draft

➢After preparation, brainstorming, visualization,

background research, organizing, and outlining
you are ready to write your first draft.
➢ A working draft, not the final draft
➢Getting your materials on paper
➢Keep your audience and purpose in mind.
Revising

Revise your first draft from the reader’s point of

view, not the writer’s.
Revising

➢ Four points are important:

➢ Organizational inconsistencies
➢ Grammatical mistakes and flaws in style
➢ Your tone
➢ Proofreading
Organizational inconsistencies

➢Read the first draft for several times.

➢Do not try to correct everything in the first reading.
➢Check the data and facts in your first draft.
Organizational inconsistencies

➢ Paragraph containing topic sentence and

then elaboration of that topic sentence
➢ Have you fully developed your argument?
➢ Are your explanations complete or the
readers need more information?
Grammatical mistakes and flaws in style

➢Errors in grammar- spelling, punctuation, sb

agreement etc.
➢Avoid overused words and phrases.
➢Use active voice instead of passive voice.
➢Vary your sentence patterns.
Your tone

➢Tone is the relationship you want to establish

with the reader.

➢Tone may be formal, informal, academic,

casual or humorous depending on the subject
and situation.
Proof Reading

➢Proofread your final copy (hard copy) very

carefully to make it mistake free.