Drafting: key points and structure

​When you begin to draft your document, you need to think about:

•what you need to write

•how you are going to organise the key points

•use of additional material, such as attachments and hyperlinks.

•A good way to start writing is to put your key points into sentences and paragraphs.

Editing your documents

•Ensure that you are always looking over and editing your documents prior to sending them out.

•You need to ensure the spelling, grammar and sentence structure are appropriate for the intended audience and get your point across effectively.

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Use appropriate language and style

•Don’t try to make your sentences complex

•Write as simply and clearly as you can

•Match your writing tone and style to your purpose and audience

•Follow principles of ‘plain English’….

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​Principles of 'plain English'

Check document complies with organisational requirements

​Make sure your document complies with your organisational requirements. Check that your document has appropriately covered the following:

•legal requirements – copyright, privacy and anti-discrimination laws, etc.

•procedures – signatures, approvals and processes

•appearance – style guides and templates.

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Greetings and sign-offs

​MAKE SURE YOU:

1. Spell the person's name correctly

2. •address them with the correct title. For example, 'Manager, Customer Service'.

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Does your document...

•use the required template?

•follow the style guide?

•use an appropriate software program?

•use the recommended language style?

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Have you...

•run a spellcheck?

•made a back-up of the document?

•gained copyright permission, if needed?

•asked an authorized person to sign the document, if needed?​

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