Module 2a — Office
Correspondence
and Records
| Course Guide | Module 1 | Module 2a | Module 2b |
Patterns of organization
Now that you’ve considered different types of messages, let’s consider how these types affect your pattern of organization. The type of message you wish to convey (information, request, problem-solving, and persuasion) will help determine the approach you wish to take in your writing, which in turn affects your pattern of organization.
The direct approach
This is the best approach for the situation when you predict your reader is:
- likely to agree with your conclusions
- likely to be very interested
- very busy
The direct approach has many advantages. It saves your reader time, it is reader centred, and it is easy to comprehend. This is the best approach for most work-related writing.
The indirect approach
However, sometimes the direct approach can be regarded as too abrupt, even impolite. And in some cases, you do not wish to begin with your main point right away. You may wish to give your reader some background information or build up an argument that gradually leads to a more persuasive conclusion. In such cases, you can adopt the indirect approach.
You can use this approach in different circumstances, such as when you:
- think your reader would prefer some analysis of an issue first before a conclusion or recommendation;
- determine that your reader needs some background information or context before dealing with the issue at hand;
- anticipate that your reader is likely to disagree with you;
- wish to win your reader over to your way of thinking;
- are not that familiar with your reader(s) and are unsure of their response.