Know your purpose and your reader

Workplace writing is writing that helps someone do a job: a notice, a timesheet note, a short report, or instructions. The Government of Canada’s Skills for Success model says writing is the ability to share information using written words, symbols, and images. Official writing steps start with two questions:

• What is the purpose? (for example, to inform, to explain, to request information, or to give directions)
• Who is the audience (the reader)?

Then you plan: decide what information to include, how much detail you need, gather facts, and make a simple outline.

The Canada.ca Content Style Guide — official writing rules for Government of Canada web pages — adds habits that also help at work:

• Most people scan. They do not read every word.
• Put the most important information first.
• Speak directly to the reader with you and your.
• Be direct. Leave out extra background that does not help the reader finish the task.

A later lesson looks at lists and headings. For now, before you write, finish this sentence: “This note is for [who], and I want them to [do or know what].”

This lesson is not about listening and speaking practice (that is the English-practice course) and not about choosing Reply or Reply All (that is the Outlook course). It is about the words on the page.