• Unit 1: Know Your Audience and Purpose

    When you are writing in a professional context, it is essential to cultivate an awareness and respect for your audience. Before you begin writing, you must determine for whom you are writing and why. Your goal should be to make your meaning as clear as possible, so your audience does not have to struggle to understand what you are saying. In this unit, you will learn how to analyze your audience, to identify your purpose for writing, and to prepare an outline that will help you get your point across.

    Completing this unit should take you approximately 1.75 hours.

    • Upon successful completion of this unit, you will be able to:

      • identify the most common forms of professional writing;
      • distinguish between professional writing and writing in a non-professional context;
      • describe the common attributes and expectations of professional readers;
      • develop a main point that will motivate your reader; and
      • explain how to create a document outline that supports your main point, and perform this task.

    • 1.1: What Is Professional Writing?

      • Business Communication for Success URL

        You will be prompted to read sections of this book throughout the course. You may choose to bookmark it now and skip to the appropriate section as prompted by the instructions in the resource boxes below, or you can simply open the specific sections of the text assigned as you progress through each resource box.

      • 1.1.1: Definition of Professional Writing

        • Professional Writing URL

          Read the brief introduction to professional writing, and watch the embedded video. Note that the resource provides an overview of two types of professional writing: business writing and technical writing.

      • 1.1.2: Common Genres

          • 1.1.2.1: Business Letters and Memos

            • Memorandums and Letters URL

              Read this section. You may want to take notes on the basic elements of business memos and letters.

          • 1.1.2.2: Electronic Communication

            • Text, Email, and Netiquette URL

              Read this section, which discusses when electronic communication is appropriate in a professional context.

          • 1.1.2.3: Proposals

            • Business Proposals URL

              Read this section. This section provides an overview of the elements and purpose of effective business proposals. Page two of this section pertains to the sections commonly found in a proposal: the cover page, executive summary or abstract, background, the body of the proposal, etc. When you are writing a proposal, you might want to use these categories as section headers for your proposal.

          • 1.1.2.4: Presentations

          • 1.1.3: Professional Writing Tone

            • Tone in Professional Writing Page

              Watch this video. The video provides useful information on how to maintain a professional tone in business communications. At the end of the video, test your understanding with the included self-assessment.

        • 1.2: Know Your Audience

            • 1.2.1: Characteristics of Your Audience

              • In most professional settings, your reader will have limited time, and he will scan the title and the first sentence or two at most to determine if the message is worth reading. If he does not find a compelling reason to continue reading, he will stop before finishing the document and either set it aside or throw it away.

                The best way to avoid this fate is to convince your reader that your message will give him information that is relevant to him and then to convey this information as clearly and succinctly as possible.

            • 1.2.2: Research Your Specific Audience

              • Before you begin writing, pause to reflect on the person or people to whom you are writing. Do they know you or someone you know? Are they expecting to hear from you?

              • Getting to Know Your Audience URL

                Read this section. This section will introduce you to strategies for analyzing your audience and tailoring your message to them. When you are done reading this section, jot down what you know about the audience for your business document.

              • 1.2.3.1: Motivate

                • Most professional documents are written to motivate action. You write a resume and cover letter so that someone will hire you. You write a memo so that your colleagues can do something differently. You write a webpage so that your customers can find the information they need. Before you begin writing, consider what you want your reader to do after reading your document.

                • Rhetorical Appeals URL

                  This webpage provides an overview of four classical strategies for persuading your audience. Please click on the link above and read this webpage, including the examples at the bottom of the page. Then choose the strategy that will be most effective for your audience.

              • 1.2.3.2: Organize Your Message around One Main Objective

                • When developing your document, consider the following question: what is the most important point you want your reader to get out of your correspondence with them? Write your main point on a blank page. Then, add any sub-points that support your main objective.

                • Organization URL

                  Read this section. This section will explain how to organize your content coherently. Once you have read the section, create an outline for your business document. Begin your outline with your main point, and then organize your bullets so that they support this main point.

          • 1.3: Troubleshooting

              • 1.3.1: Brainstorm

                • If you are having difficulty coming up with ideas about what to write, here are some suggested approaches that might be helpful.

                • Brainstorming Page

                  Skim this handout, and focus on the brainstorming technique that seems the most useful for you.

              • 1.3.2: Consider Objections

                • When developing your document and analyzing your audience, consider whether your reader will object to anything in your document. If so, you will need to add sections to respond to these objections. There are several ways that you can do this: 1) provide counter evidence and/or 2) provide examples of other organizations that have successfully implemented similar proposals.

                  Take ten minutes to think about any objections your audience may have to your message. Write down some ways you might address these objections.

            • Unit 1 Assessment

              • Unit 1 Assessment Quiz
                Receive a grade

                Take this assessment to see how well you understood this unit.

                • This assessment does not count towards your grade. It is just for practice!
                • You will see the correct answers when you submit your answers. Use this to help you study for the final exam!
                • You can take this assessment as many times as you want, whenever you want.