For more on technical writing, see
E-Writing: 21st-Century Tools for Effective Communication
by Dianna Booher.
(Simon & Schuster/Pocket Books)
Don’t Tell Me Your Purpose for Writing
By Dianna Booher
How many times have you read an email, letter, report, or proposal that began, “The purpose of this document is to … blah, blah, blah…?” And the writer of the document goes on for another sentence or paragraph, promising what he or she is GOING to tell you. A purpose statement is like a prose table of contents; it merely promises to tell readers something later––if the readers keep forging ahead.
I’d prefer the writer just tell me rather than promise to tell me.
To grab your reader’s attention, open with a message statement rather than a purpose statement. A message statement informs. It summarizes the key points of the entire document.
Purpose
This email is in response to your request to provide further information about the NTA convention expenses.
Message
I have reviewed the trade-show opportunities at the NTA convention May 9-11 and estimate our total exhibit and travel expenses to be approximately $15,500.
Purpose
The purpose of this report is to outline some of our plans in the marketing efforts to be directed by John Lynover.
Message
The Model 409TZ marketing efforts to be directed by John Lynover include a direct-mail campaign, free public seminars, and a rebate coupon packaged with the product. We've outlined below ....
Don’t just “set the stage” for your message. Pull the curtain.
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Dianna Booher works with organizations to increase their productivity and effectiveness through better oral, written, interpersonal, and cross-functional communication.She is a keynote speaker and the author of more than 40 books (22 on communication) including The Voice of Authority, Booher's Rules of Business Grammar, Speak with Confidence, and Communicate with Confidence. Dianna is CEO of Booher Consultants, a communication training firm offering programs in presentations skills, business writing, and interpersonal communication. Successful Meetings Magazine named her to its list of “21 Top Speakers for the 21st Century.” Executive Excellence Publishing also named Dianna to its “Top 100 Thought Leaders” and “Top 100 Minds on Personal Development.” www.booher.com or call 800.342.6621.
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