Prewriting Analysis
Writing an effective memo, letter, or report
© M. Reber
6/27/2016
Thinking and Planning before Writing
1.
2.
3.
Ask yourself five questions.
Write quick responses to the questions.
Use the answers to develop and write your
correspondence.
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Questions to Consider
1.
2.
3.
4.
5.
What is my purpose?
Who is my audience?
What are my key points?
How should I organize the information?
What action or attitude do I want the reader to
take?
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1. What is my purpose?

Be specific
 To inform
 To persuade or argue



To obtain the technical editing job in the Training Department
at Apple.
To receive a refund of $4250 from Dell for a defective
computer system that was returned.
Refer to your purpose statement often as you
write your draft.
 Eliminate extraneous material that does not advance
your purpose.
 Ensure that you have adequate details to achieve
your purpose.
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2. Who is my audience?

What do I know about this individual or these
individuals?
 Identify their concerns, characteristics, level of
education/expertise, and attitudes about the subject
and my purpose


What potential questions might this audience
have?
How can I meet the needs of multiple
audiences?
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3. What are my key points?

Key points are the details that express your
purpose.
 Technical editing job. Why are you the best candidate
for the position?
 Dell Computer return. What steps did individual take
to correct issue with Dell?

Key points become the discussion section of the
correspondence.
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4. How should I organize the
information?

Should the letter be an up-front or a convincer?
 Up Front


Is person expecting correspondence from you?
Do you have good news?
 Convincer


Are you requesting something?
Do you have bad news?
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5. What action or attitude do I want
the reader to take?

Need to state the result you expect, so that the
reader does not have to guess.
 An invitation to interview for the job.
 A refund of $4250 for the defective computer.
 A replacement of the HP inkjet printer with the same
model.

Use positive tone and approach.
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How are questions related to
sections of a letter or memo?

Introduction
 Who is my audience?
 What is my purpose?
 How do I organize the information?

Discussion
 What are my key points?

Conclusion
 What action do I want the reader to take?
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Tone and Emphasis



Use positive tone even in a negative situation.
Be sparing with apologies; fix the issue rather
than apologize for it.
Use the you approach. Focus on your reader
rather than yourself.
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