The Writer’s Purpose

The first step in planning an effective document is to identify your purpose for writing. Your purpose explains why you are writing the document. It also addresses the first questions readers will ask: “What is this document about? Do I need to read it? Must I read it now, or can it wait until later?”

In your document, you may state the purpose directly, or you may find that the purpose is already clearly conveyed in other parts of the document (for example, in the subject line of an e-mail or in the main message of a short document). Whether you state it or imply it, the purpose must be clear to the reader within the first few moments of reading.

In your Dialogue Worksheet, you should state your purpose as “to” plus a verb. Your purpose should explain what you want to accomplish by writing this piece of correspondence.

Here are some examples, which all use the “to + verb” format:

• To request leave in January
• To inform department members of recent changes to the procedure for processing travel reimbursements
• To schedule a meeting with all staff members next week
• To update the department on the status of the procurement department’s budget situation