Unit 6: Writing Completely
Learning Objectives
- Know to provide all necessary details
- Include information directly in the message where possible
- Doublecheck that all the necessary details are present
Importance of Completeness
Decide how each of the following messages could be improved. Click each message to reveal the analysis.
This message does not provide the necessary contact details. The reader cannot call without a phone number.
This message includes the place and day, but not the time. The reader cannot attend without knowing when the meeting begins.
This message notes that some files are attached, but we do not know how many or which files. An improved version could be: I attach two files (draft contract and price list).
This message assumes that the reader knows the location of the office. Including the room number and/or directions makes it easier for the reader.
Essential Details
You want to invite fellow students to watch a performance by the student acting club.
Work alone for 3 minutes. Decide which details you need to include in a message.
Work in pairs or small groups. Discuss your ideas.
Specificity
Time, date, location, price and dress code are key details that ought to be given in invitations to events. Inviting a friend to come to a party without informing them that they need to pay money will result in a problem. Likewise, inviting a friend to a Halloween party, but forgetting to tell them that it is fancy dress may upset them.
When communicating face-to-face, it is possible to get immediate clarification and add extra details based on the reaction of the other person. When writing emails, communication is less interactive and often asynchronous. This puts the emphasis on the writer to include all the specific details to avoid the need for the reader to write follow-up emails.
Review
Remember to include enough details so that the reader does not need to ask follow-up questions.
- Does your message include all relevant details (who, what, when, where, how)?
- Can the reader act on your message without needing to contact you for more information?
Course Complete
You have completed the six core units of Reader-Friendly Writing. You should now be able to write more clearly, concisely, courteously, correctly, and completely.
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