Beginning a message
Give your readers a reason to pay attention.
Announce your topic.
Tell your readers how they will benefit from the information.
*Be sure to do both. Don't assume your readers will see the value of the information.
2. State your main point.
Doing so will
help your readers find what they most want or need
increase the likelihood that your readers will actually read your main points instead of putting your communication aside before they get to it
provide your readers with a context for viewing the details that follow
Choose your main point thoughtfully.
Ex: "The test results show that the walls of the submersible room will not be strong enough to withstand the high pressure of a deep dive."
3. Tell your readers what to expect: what's the news and the order of your message?
Use either a
Forecasting statement: provides an overview of main ideas
Forecasting list: identifies main ideas as headings then lists them in the opening
Ex: NOT "The memo discusses my topic choice, reasons for choosing this topic, and plan for implementation." INSTEAD "This memo responds to your request for an infographic that explains how . . . . We propose to . . . because . . . . which can be shown by . . . ."
4. Tell about your communication’s scope: let your readers know what your communication contains, and when appropriate, what it doesn't contain.
Ex: "This manual treats problems you can correct by using tools and equipment normally available to you. It does not cover problems that require work by computer programmers or electrical engineers."
5. Provide necessary background information.
What principles might your readers need to grasp in order to understand your specific points?
Will you need to explain the situation you are discussing?
What technical terms will you need to define for your readers?
[1] P. V. Anderson, Technical Communication: A Reader-Centered Approach, 5th ed., Boston: Heinle, 2003, pp. 214-230.