Business Writing Guide

Writing Structure

Most writing includes three parts: an opening, a body, and a closing. The opening introduces the topic or purpose of the writing. The body provides details. The closing usually summarizes or expresses final thoughts or feelings. For example, expressions of thanks or apology often appear in the closing.

See the following interoffice memorandum as an example:

To: All Sales Staff From: S. Livingston, Admin. Date: 9.16.08 Subject: Monthly Staff Meeting (opening) The monthly staff meeting has been rescheduled for next Friday at 9:00 a.m. This is a very important meeting, so please change any appointments you have at that time. (body) There are a couple of reasons for the change of schedule. First of all, almost half of our salespeople are on vacation this week. Also, we need to discuss how to respond to Acme’s proposal, which we will receive next Monday. Please prepare any ideas you have about Acme in advance . (closing) I apologize for the sudden change, but I would appreciate your cooperation with the new schedule. I look forward to seeing you next week.

Logic Flow

In business writing, ideas are organized into paragraphs. One paragraph deals with one idea. Within each paragraph the presentation of information moves from general to specific . In other words, the paragraph begins with a general statement and details which support or explain the statement follow.

Example (from the above memo):

(general statement) There are a couple of reasons for the change of schedule. (specific point 1) First of all, almost half of our salespeople are on vacation this week. (specific point 2) Also, we need to discuss how to respond to Acme’s proposal, which we will receive next Monday. (specific request) Please prepare any ideas you have about Acme in advance.

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