• ORGANIZATION; and
• STRUCTURE
Common Organizational Patterns
Common Organizational Patterns
 Point-Reason-Example-Point (PREP)
 Best to use when:
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You have to prove your point
State your opinion
Defend a stand; or
Persuade someone to action
Common Organizational Patterns
The PREP Pattern
•Make your Point or state your Opinion
•State your Reason for making the point
•Give an Example to justify your previous remarks. Give your experience or
other real life experience if possible.
•Drive your Point or Opinion home again. Link your conclusion to your
opening.
Common Organizational Patterns
 Situation/Task-Analysis-Resolution (STAR)
 Best to use when:
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You are being asked to analyze a situation/
task/ problem
You are asked to come up with a
conclusion/ resolution
Common Organizational Patterns
The STAR Pattern
•Identify the Situation or task (problem) and provide some background on
it.
•Give your Analysis of the situation or task by providing details to support
your analysis. You may use the Cause/Effect or Goal/Result method to
explain the details in your analysis.
•State your plan on how to Resolve the problem or achieve the result or task
based on your analysis.
Common Organizational Patterns
 Chronological/Procedural Order
 Best to use when:
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There are situations that involve
timelines (past/present/ future)
There are procedures that need to be written in sequence to be
clearly understood
Giving instructions
Effective business communication
must have the following:
 OPENING
 BODY
 CLOSING
OPENING
 Greet your audience and introduce your self, if
necessary.
 Examples of Standard Greeting
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Thank you for your letter of…
It was a pleasure meeting you…
I appreciate your patience in waiting for a response…
I hope you are enjoying…
OPENING
 State the main point(s) and purpose of
your communication.
 The opening should include a bottom-line statement.

A bottom-line statement is a short declaration, usually no
more than three sentences in length that introduces the main
idea and purpose of the written document.
BODY
 Divide the body into logical sections.
 Explain your topic better by providing
details for your main points.
 Stick to just few main points.
 Identify your sources when you state
figures and evidence.
 Don’t overload your reader with information by cramming lots of detail,
diagrams, figures, references etc., into the main report.
 Index and attach these references as appendices at the end of the report.
 Show figures in column and support important figures/patterns with a graph.
CLOSING
 Examples of Standard
Closing Phrases:
 I look forward to…
 Please feel free to contact me…
 If you require more information…
 Thank you for…
 I appreciate any feedback you might have…
 I would like to remind you…
CLOSING
 Summarize and emphasize
your main points.
 Include requests, reminders, recommendations, notes
on enclosures and your contact information.
 Explain what you want the reader to do or what you
will do and give a time frame if some action is needed.
 End your letter positively and politely.
ORGANIZATION CHECKLIST
• Does your document begin by explaining your point and
forecasting the communication’s main ideas?
• Does your communication proceed in a logical and organized way
moving from general to specific information?
• Is information arranged in order of importance to your audience?
• Is similar information kept together?
• Is section organized around only one main idea?
• Do key sentences begin each paragraph?