Explain how the three-step writing process can be applied to emails in the business environment.

Expert Answers

An illustration of the letter 'A' in a speech bubbles

Planning

During this stage, the writer needs to gather information important to the email. Will charts and graphs be needed? Will the email reference a message sent on a different day? If so, on which date was that? Are there any important dates embedded in the content? If so, have those dates been double-checked? Will the email need an attachment? If so, has that attachment been located and proofed for errors already?

Once all necessary components of the message have been carefully considered, it might be necessary to draft a quick outline of the message to ensure all necessary points are covered.

Composing

With careful consideration of the audience and purpose, the content is drafted. These two elements (audience and purpose) of any online communication greatly influence the way an email is composed. Some business audiences are more formal than others. In some instances, the purpose might call for a light tone (working with a colleague to plan the company's Christmas party), and in others a light tone would be completely inappropriate (working with a supervisor to plan a dinner for the company's CEO). Drafting the email will require attention to the details noted in the planning stage, making sure to provide those details with as much information as possible so that recipients aren't left with questions. Therefore, it's important to anticipate the needs of the audience as the email is composed.

Revising

Of course, the email should be proofed for typos and grammatical mistakes. When in doubt, it's also a good idea to have someone read behind the original writer, checking for any unintentional tone that may distract the reader(s) or negatively impact the purpose. This is also a great time to make sure that any links included in the email are in working order and that any noted attachments have actually been included.

Approved by eNotes Editorial Team
An illustration of the letter 'A' in a speech bubbles

Business communication is usually carried out with one objective in mind: to lead to a commercial transaction that will benefit the organization. To achieve this goal, the business has to follow clear communication procedures. Since most of the communication is usually done in writing, the writer has to use a 3-step procedure that involves planning, writing, and completing the final message.

Here is how you can apply these three processes when writing a business email. During the planning phase, create an outline of what you want to write. Clearly define your purpose for writing that email. If the topic of discussion is a bit technical, you should research it to avoid making mistakes when explaining it.

The second step after getting your ideas in order is writing. Depending on your objectives, you can either use a humorous tone or a professional one. As you are writing, it is always better to use the second-person because it sounds more friendly.

Finally, complete the email by proofreading it and making a few styling adjustments for maximum impact.

Approved by eNotes Editorial Team
An illustration of the letter 'A' in a speech bubbles

The three-step writing process comprises planning, writing and completing.

During planning, the person creating the message should understand the needs of the audience and determine the purpose of the message. Information should then be gathered to achieve the purpose of the communication. The medium of communication, in this case, electronic, is determined at this stage. It is also during planning that the main idea is delimited and the message outline is developed.

During writing, the person creating the message should be courteous and cautious of the language used, including the tone. The message creator should use the right words to ensure the message is understood as intended.

During completing, the message creator is required to proofread the content for clarity and readability. The final step in the completing stage is that the message is delivered to the audience. It is important to ensure the message in its entirety, including all documents and other attachments, is received by the intended audience.

Following the above steps, business emails can be organized to follow the three-step writing process by;

  • Planning the message through gathering information that is required, to adequately satisfy the needs of the audience.
  • Writing the message using the appropriate words to ensure the message is understandable, and setting the right tone for the communication.
  • Completing the message through evaluating the content, appropriate formatting, proofreading for errors and finally delivering the full, complete message to the intended audience.

It is important to ensure the message has been successfully sent by confirming its existence within the Sent Items folder in the email dashboard.

Approved by eNotes Editorial Team

We’ll help your grades soar

Start your 48-hour free trial and unlock all the summaries, Q&A, and analyses you need to get better grades now.

  • 30,000+ book summaries
  • 20% study tools discount
  • Ad-free content
  • PDF downloads
  • 300,000+ answers
  • 5-star customer support
Start your 48-Hour Free Trial