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.