You now need to identify your target. This will also allow you to select your medium and choose between the drafting options.
Identify the Type of Recipient
Professional written documents may be intended to be internal or external to the organization.
Written documents intended to be internal to the organization include, in particular:
Internal reports
Emails giving work instructions or taking stock of the organisation
Instruction notes
Internal training
Information distributed over an intranet or an internal email system
Written documents intended to be external to the organization include, in particular:
Letters
Emails
Press releases
Advertising
Written documents intended for publication on the organization’s website or on social networks (Twitter, LinkedIn, Facebook etc.)
Adapt Your Writing to Your Target
Personalize Your Writing
Personalize your professional written documents as much as possible, especially emails. The reader will feel much more involved. In particular, adapt the salutation (i.e., the first words of your document), to the target.
For the first few sentences, if possible, start with a formula such as "As agreed / as mentioned when …", this will enable you to personalize your message and to set the context, which will help your reader understand the issues faster.
Give preference to normal language that everyone understands. This will avoid blunders and will be simpler for you.
Adapt the First Few Lines to Your Recipient
To anticipate how your document will be received, put yourself in your recipient’s shoes.
The recipient wants a clear text, i.e., one that doesn’t require any effort on their part to understand.
When they receive your document, the reader will not want to have to make an effort to research additional information. Your document must be concise but complete.
Finally, you need to ask yourself before writing why your reader would care to spend time reading what you have written: Will they get new information? Be able to decide on an action to take? Will they learn something? So, ensure that your writing meets their needs.
Example of an introductory summary:
Dear Matthew,
As mentioned during the meeting on March 12th, I am getting back to you about the possibility of obtaining a corporate donations tax rebate for donations made in 2017.
Donations made in 2017 can qualify for a corporate donations tax rebate of 60% of the amount given.
The conditions to be complied with are as follows:
(…)
Best regards,
Thomas
You now know how to draft your professional written documents according to your goal and the target. Next, learn how to choose the most appropriate medium.
