- 1). Have a clear idea of the topic that needs to be covered. This will help decide the direction readers will take while reading the material. The tone of a piece will begin to take shape at this point even before any writing occurs.
- 2). Consider who the audience is that will be reading the information. If writers begin writing at this point without fully understanding their readers, the information may not be conveyed correctly. This could result in the message not being understood and the readers possibly getting the wrong impression.
- 3). Know the point of view that is either required or would work best for what is being communicated to the reader. The point of view can be in either first, second or third person. The first person is the one doing the speaking, which uses words such as "I," "we" and "me." Second person is the one being talked to and uses words such as "you." The third person is the person being talked about and uses words such as "he," "she" and "them." The writing will take on either an informal or a more formal tone depending which method is chosen, third person being the most formal of the three.
- 4). Start writing. Whether doing letter writing, writing business text or any other type of writing, the first three steps will need to be established first and then the actual writing can begin. While keeping in mind the reader, make sure that the writing is at the appropriate level of understanding. Also be aware of word choices and make sure grammar is used correctly. If these steps are followed and a sincere approach is used, the writing will be a positive experience for the reader.
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