Professional Writing Skills: Five Simple Steps to Write Anything to Anyone

TO: Data Processing ManagersSUBJECT: Delays in data processing
There’s a problem with the Data Processing group, and as a manager, you can help solve it.
The group has failed to meet its deadlines for the past several months, and this failure is causing delays and confusion throughout the company. Please take the following steps:
Make sure your team members read the full Data Processing Organizational Format
Make sure they follow the format listed on page 23
Submit outlines of each team member’s responsibilities
When you need to report a problem, follow the procedures on page 603 of the Manager’s Handbook.
If you have questions or other suggestions, please email Joe at joe@help.com.

WRITING TO PERSUADE:

Why should readers do what I want them to do?
[e.g., why should they make a purchase?]
WRITING TO INFORM:

What do readers need to know?
[e.g., what do they need to learn about a new procedure that will start in one week?]

considering your readers’ point of view, deciding what you want to accomplish, and stating your main point clearly in a key sentence.