The Writing Process

“Business writing is the art of transmitting written messages and ideas to individuals within the same organization or external stakeholders and suppliers.”

(Guffey et al., 2016)

Especially in business, We have to put more effort into writing to achieve our goals. Effective business writing creates efficient communication that leads to (Stafford, 2021):

  • Increased productivity
  • Faster problem solving
  • More decisive decision-making
  • Increased profits

To clearly express and convey a message to others in business writing, you must organize the ideas that come to your mind. The following is an illustration of the three-phase writing process that provides you with guidelines to successfully plan the business message so as to convince the receivers to accept your suggestions.

Three-Phase Writing Process

1. Planning/Prewriting

First, to achieve effective and efficient communication, it is important to identify who your audience are and the purpose and goal you would like to achieve in sending the message before you composing the business message. Each audience has a different educational background and business knowledge, so you should write in a vocabulary or format that is appropriate for the audience. Also, it is recommended to consider how your message will be taken by audience, because the composition of the article must be changed depending on whether it is negative or positive.

2. Composing/Writing

Next, if you finished those analyzing, the next thing you need to do is researching, organizing and composing the message. When you research information, you would investigate other kinds of businesses that use single lines for customers. With the collected information, you have to organize the message. For example, when you offer a solution for a problem, you can think about whether the solution should come before the problem or even.

3. Revising

Finally, the third step of writing plan involves revising, proofreading, and evaluating message you wrote. Revise the first draft ensures clarity, conciseness, tone, and readability. In addition, it is important to check spelling, grammar, and formatting, especially when do proofreading. At this point, “Grammarly” will help you to check grammar. Followings are examples of surface-level editing(Jerz, 2012):

  • deleting needless words
  • correcting spelling or awkward phrasing
  • changing, standardizing punctuation
  • moving sentences or paragraphs
  • adding or improving a transition
  • converting a paragraph to a bulleted list (and vice-versa)


Guffey, M. E., Du-Babcock, B., & Loewy, D. (2016). Essentials of Business Communication. Cenage Learning Asia Pte Limited.

Jerz, D. G. (2012, July 25). Revision vs. Editing. Jerz’s Literacy Weblog (Est. 1999).

Stafford, A. (2021, February 18). Three-Step Writing Process for Business Writing Communications. Allen Stafford.

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