Page 1PLA.PCCOMM.01 WRITING GUIDE V4.0 0521© 2021 Chartered Accountants Australia and New Zealand ABN 50 084 642 571. All rights reserved.Writing guideWriting in a Business SettingYour writing doesn’t just communicate a message – it also reflects your communication skills as a professional.This guide will help you to write clear, concise and effective documents. It includes five key points to focus on whenwriting, then outlines different types of written communication and their features.Dwyer (2009, p 377) highlights seven Cs of good writing, which make a useful checklist:• Clear – Readable, coherent and unambiguous• Complete – Containing all necessary detail• Concise – Having no more detail than is necessary• Considerate – Aware of the reader’s needs• Courteous – Tactful and sensitive• Concrete – Not vague or abstract• Correct – Accurate grammar, punctuation and spellingIs your writing clear, complete, concise, considerate, courteous, concrete and correct? Which one do you findthe hardest?Five key points for effective business writingWhen writing, regardless of what type of writing it is, keep the following five points in mind.1. Have a clear main messageWhat is the main message you want the reader to take away from your writing? Focus on this and keep it frontand centre in your writing.Also consider the purpose of your writing. Are you trying to persuade, inform, encourage, or something else?The purpose will affect your tone and word choice. Be clear about what response is required from the reader. [Example] Have you ever read an email and wondered, ‘What is this about? What am I supposed to donow?’. Before you send an email ensure two things are clear: your main message and what the readerneeds to do. 2. Understand your audienceTo communicate effectively you need to understand your audience. Plan your document from the reader’s point of view,based on their knowledge and needs. Remember, your reader may not share the technical knowledge that you possessas a Chartered Accountant.3. Structure your writingThe structure you use will depend on the specific task. However, all writing should have a basic structure of abeginning, middle and end. Make sure your writing has a clear, logical structure. See below for specific examples onhow to structure different types of business documents.Page 2PLA.PCCOMM.01 WRITING GUIDE V4.0 0521© 2021 Chartered Accountants Australia and New Zealand ABN 50 084 642 571. All rights reserved.4. Express your ideas clearly• Use plain English so that your information and ideas are easy to understand. Avoid using jargon and terminologythat will create a barrier between you and your readers.• Keep paragraphs short and focused on one topic.• Keep sentences short – around 25 words, on average.• Use active voice rather than passive voice to make it clear who is doing what (for example, ‘The manager raised thepurchase order’ rather than ‘The purchase order was raised by the manager’ or ‘The purchase order was raised’).5. Edit and proofread your writing• Editing can often take as long as the writing, but it’s an important step that can’t be skipped.• First check spelling, punctuation, paragraphing and grammar. It helps to read your writing aloud, so you can hear ifsomething needs editing.• Second, check the content for accuracy and coherence and make sure your message flows in a logical order.Types of written communicationBoard papersBoard members gain a great deal of information about the decisions they need to make from the papers they receivebefore a board meeting. Board papers cover a variety of functions, from providing general information, to a call foraction. Board papers can be categorised into decision, discussion and information/assurance papers.Board papers should be clear, concise, effective and well written. All the points above apply when writing board papers.A board paper should include the key information that board members need to know. You can provide extra detail, suchas technical information or statistics, in the appendix. Remember that some members of the board may not be involvedin the day-to-day management of the business, so you will need to include enough information for them to understandthe issues. However, including an overwhelming amount of information is not effective.You can find more tips for writing short, effective board papers here: www.good-governance.org.uk/blog-post/shorteffective-board-papers/ (Good Governance Institute 2020).Page 3PLA.PCCOMM.01 WRITING GUIDE V4.0 0521© 2021 Chartered Accountants Australia and New Zealand ABN 50 084 642 571. All rights reserved. Board paper [sample structure]Agenda item: [#]Agenda item title: [Title]Paper type: [The purpose of the paper – decision, discussion, or information/assurance]Sponsor: [Name and title]Draft resolution: [A clear, short sentence stating what we want the directors to do]Executive summary (no more than four lines)Outline the purpose of the board paper and the action required by the board. Provide an overview of thekey issues.Background (no more than 12 lines)Briefly explain the background to what is being proposed, including any previous board considerationsrelating to this proposal and any external advice/consultants/information involved.Recommendations (no more than 12 lines)Outline the recommendations, including the options considered and the reason the preferred option waschosen, and the outcomes expected from the proposal.IssuesStrategy implications (no more than 10 lines)Explain how this proposal aligns with the agreed strategic and business plans.Financial implications (no more than 12 lines)Explain expenditure implications. Is expenditure budgeted or unbudgeted? Are there timing and cashflow implications?Risk analysis (no more than 12 lines)Explain the major risks and how they will be managed. Use a table to summarise this information.Risk identified Likelihood (H, M, L) Impact (H, M, L) Strategy to manage riskCorporate governance and compliance (no more than 12 lines)Explain the corporate governance implications. Include internal risk management, compliance processes,KPIs and further reporting to the board on this proposal.Management responsibilityIdentify the manager responsible for the proposal and the executive with day-to-day responsibility.SignaturesChief Executive Officer SponsorThe following people were involved in preparing this board paper:[Names and titles] Page 4PLA.PCCOMM.01 WRITING GUIDE V4.0 0521© 2021 Chartered Accountants Australia and New Zealand ABN 50 084 642 571. All rights reserved.Source: Adapted from Australian Institute of Company Directors 2016, Director Tools, ‘Meeting Effectiveness – Boardpapers’, aicd.companydirectors.com.au/-/media/cd2/resources/director-resources/director-tools/pdf/05446-4-7-directortools-me-board-papers_a4_web.ashx. Please refer to this document to learn more about structuring board papers.ReportsThere are many types of reports, and they vary in length and features. Below is a comprehensive list of features youmay include in a report. These are given in the order they should appear in your report. If you’re writing a long reportyou may include all of these features, while in a short report or briefing paper may only include some. FeatureDescriptionCover sheetIncludes logo, title, date, prepared for and by.DisclaimerFirms giving advice to a third party will include a disclaimer at the beginning ofthe report that limits liability for reliance on the information.Cover letterA report giving advice may include a letter of engagement or cover letter,which will often outline the scope.Index or contents pageIncludes numbered chapters or sections and sub-sections and pagereferences.Executive summaryIncludes the key items decision-makers need to know. It should answer thefollowing questions:• What is the report’s purpose?• What is the scope or breadth of the report/investigation?• What methods did you use?• What are your findings (including statistics or facts)?• What is the impact of your findings?• What are your recommendations?IntroductionIncludes brief background information and the purpose of the report. Mayinclude a note on how the report is structured.Scope, purpose andmethodologyThe first paragraphs of the report should set out the objectives, scope andmethods used. This section could be included at the end of the report if youwant the reader to focus on the conclusions or recommendations andreasoning.Chapters or sectionsThe report should be divided into numbered chapters or sections that eachcover a topic. Sequence these logically so that readers can see how yourfindings support your conclusion and recommendations.Headings and subheadingsThese help to organise reports and show hierarchies. Headings should beuseful and to the point to aid scanning.Conclusion andrecommendationsThe conclusions should answer the original questions with specificrecommendations that solve the problems. New material should not beintroduced here. Page 5PLA.PCCOMM.01 WRITING GUIDE V4.0 0521© 2021 Chartered Accountants Australia and New Zealand ABN 50 084 642 571. All rights reserved. FeatureDescriptionAppendixIncludes information that is ancillary to the report’s key findings, but that someusers may require for specific detail. You may need several appendixes,referred to as Appendix A, B, C, etc.GlossaryIf you used a lot of technical terms and/or acronyms, include a glossary.Bibliography/referencesName the source of all information quoted and used in your report. EmailsBefore writing an email, ask yourself – Is email the appropriate channel for this message?Don’t send an email when you are angry or upset. Emails can be easily misinterpreted. Email may not be appropriatefor sensitive or confidential information that can be saved and forwarded without your knowledge or permission.When writing an email, begin with a clear, information-rich subject line. Then, structure your email as follows:• introduction (background)• main message• secondary details• action or response you need from the reader, including date and time if relevant.Business lettersEach type of letter has a particular structure that can help communicate the intended message effectively(Dwyer, 2005). If you’re writing a ‘good-news’ letter:1. Identify the letter’s purpose in the opening paragraph.2. Deliver the good news with a positive, reader-centred style.3. State the details that support the good news in the middle paragraphs.4. Close with a statement of goodwill. If you’re writing a ‘bad-news’ letter, it is recommended to place the bad news up front, as in the goodnews letter, as research shows readers will skip past your explanation to find the outcome (and befrustrated that you made them wait for it). For more about this, see Neil James (2007) Writing at Work,p95.1. Open with a courteous greeting.2. Acknowledge the reader’s point of view.3. State the bad news tactfully and sensitively.4. Explain the situation fully.5. Close with a positive paragraph. Page 6PLA.PCCOMM.01 WRITING GUIDE V4.0 0521© 2021 Chartered Accountants Australia and New Zealand ABN 50 084 642 571. All rights reserved. If you’re writing a persuasive letter:1. Open with a sentence or paragraph that catches attention with a positive and reader-centred style.2. Develop an idea that might interest the reader, or show how the product or service you’re describingcould benefit them.3. Use the middle paragraphs to build the reader’s interest.4. Close with a call to action, explaining what the reader should do next. Covering correspondenceThis a brief cover letter that may accompany a formal, lengthy document. This letter is generally read first, so it needsto be well written.Within your organisation, you can use a memo or email of transmittal. If your firm is sending the document to anexternal party, use a letter of transmittal.Covering correspondence should include:• the person who authorised or requested the report, and the due date• the terms of reference• the scope of the report and problems addressed• the key findings/analyses• the key recommendations• the action(s) recommended or required as a result of the report.Newsletters, blogs and social media postsYour firm may ask you to write a blog post, tweet or newsletter to network and extend its brand and reputation. Thistype of writing uses a more informal tone and register.Some tips for this type of writing include:• Begin with a catchy, interesting headline that conveys the main message.• Use a positive, friendly and professional tone – when writing online, you are engaged in a dialogue with the reader.• Include graphics and images to illustrate major points.• Ensure you acknowledge contributions from other people and documents by referencing all sources of information.ReferencesAustralian Institute of Company Directors 2016, Director Tools, ‘Meeting Effectiveness – Board papers’, viewed 11 May2021, director-tools-me-board-papers_a4_web.ashx>Dwyer, J 2019, Communication for Business and the Professions: Strategies and Skills, 7th edn, Pearson Edition,Frenchs ForestGood Governance Institute 2020, Short, effective board papers, viewed 11 May 2021,
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