7 Steps to Effective

Business Writing

Neeraj Gupta
ng2560@yahoo.com
Need for Effective Writing
 Characteristics
of Effective Messages

Practicality Factual Basis

(How to, why, cause) (Hard facts not Impressions)

Clarity
Precision-
and Conciseness- Directed to specific audience
(use visuals, tables to clarify)

Persuasion Recommendations
(show the benefits) (course of action)
General Writing Standards
 Establish your purpose
for writing
 Clearly state
recommendation,
conclusion or action
 Use vocabulary that
people can relate to
 Use the active voice
 Use short sentences (an
average of 15 or fewer
words)
General Writing Standards
 Use short words (three
syllables or fewer)
 Write paragraphs that
average 6 to 7
sentences in length
 Use correct spelling,
grammar, and
punctuation
 Use proper visuals to
support
The Process and the Elements
ELEMENTS PROCESS STANDARD

Purpose Step 1 – Plan Transmits a clear

Substance Step 2 – Research message in a single
Structure Step 3 - Organize rapid reading...
Step 4 - Draft

Style Step 5 - Revise Generally free of errors

Correctness Step 6 - Proof in grammar, mechanics,
Aesthetics Step 7 - Present and usage and
marketability
The Elements of Effective Writing
 Purpose – Expected
results
 Substance – Control
and support of your idea;
most important element,
 Structure – Organizing
contents in a clear and
concise manner;
ensuring proper flow
The Elements of Effective Writing
 Style – format,
vocabulary,
language, relating to
the reader
 Correctness –
grammar, spelling
 Aesthetics –
Visuals,
presentation, page
layout, “package”,
The Elements of Effective Writing
 Purpose – Expected results
The Elements of Effective Writing
 Substance and Structure?
The Elements of Effective Writing
 Correctness – grammar, spelling
The Elements of Effective Writing
 Aesthetics – Visuals, presentation, page layout,
 Writing Process – 7 Key Steps

ELEMENTS STANDARD
PROCESS

Purpose Step 1 – Plan Transmits a clear

Substance Step 2 – Research message in a single
Structure Step 3 - Organize rapid reading...
Step 4 - Draft

Style Step 5 - Revise Generally free of errors

Correctness Step 6 - Proof in grammar, mechanics,
Aesthetics Step 7 - Present and usage and
marketability
STEP 1 - Plan
 Planning is answering "who,
when, where, what, and how
of the issue".
 State the purpose of writing.
What do you want to achieve
with the writing?
 Analyze the audience. Check
for their possible responses.
 Develop a rough outline.
STEP 2 - RESEARCH
 Research is the gathering of
ideas and information.
 This is the step where you
collect supporting facts and
develop arguments that answer
the "who, when, where, what,
and how of the reader".
 Find the system which best
suits you and your task. –
Web, Library, e-journals,
Govt. Reports,
STEP 3 - Organize
 Put gathered information into
a logical order.
 Start by placing your ideas
into groups.
 Then order your groups in the
way that best supports your
task.
 The product that results is the
final outline/chapters.
STEP 4 - DEVELOP A DRAFT
 The draft is the bridge
between your idea and
the expression of it.
 Write your draft quickly
and concentrate only on
getting your ideas down
on paper. Don’t worry
about punctuation and
spelling.
 Use your outline to
develop your draft.
 STEP 5 - REVISE THE DRAFT
 Revising is looking at the
material through the eyes of
your audience.
 Read the paper as if you
have never seen it before.
 Find where you need to put
in transitions,
 Look for places that need
more evidence. This will help
you decide if you need to add
enclosures or add
information depending on the
type of written product you
are developing.
 Steps in the Writing Process
STEP 6. PROOF
 Now you are ready to proof
your draft.
 At this point concentrate on the
format, grammar, mechanics,
and usage.
 You may want to have
someone else read it.
Sometimes others can find
errors you can’t because you
are too close to the product
 When you finish, write the final
version, making the
corrections.
 Steps in the Writing Process
STEP 7 - PRESENT
 Now you are ready with the
final product. Thus needs to
be packaged well to attract
and sustain readers’ attention
and enhance their retention of
contents.

 Proper visuals like graphs,

charts, diagrams, photographs
etc must be carefully selected
to support the contents.

 Check the design of cover and

each page for aesthetics.
Balance the ‘white spaces’
The Process and the Elements
ELEMENTS PROCESS STANDARD

Purpose Step 1 – Plan Transmits a clear

Substance Step 2 – Research message in a single
Structure Step 3 - Organize rapid reading...
Step 4 - Draft

Style Step 5 - Revise Generally free of errors

Correctness Step 5 - Proof in grammar, mechanics,
Aesthetics Step 6 - Present and usage and
marketability
Thank You for
Listening
and
Participating