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Business Writing Tips from The Writing Center


Flow and Format: Use headings
October 11, 2007

Use headings and subheadings to indicate major shifts in subject matter and move the reader smoothly and economically from one point to the next.

Your readers will appreciate being able to locate the same type of information in the same place each time. For example, your weekly or monthly status reports might use the following headings:

  1. Significant Problems/Action Taken
  2. Accomplishments
  3. Planned Projects

You can emphasize action items with "generic" headings such as ACTION REQUIRED or ACTION REQUESTED to make sure they are not overlooked, as shown in the following memo:

Subject: Potential Information Gathering Application for Zelco

Background
We have recently received information about product D that may allow us to overcome distance limitations in providing information-gathering services for Zelco.

On May 2, ADVANCO gave a demonstration of product D that we considered successful. We would like to test this product in an actual working environment, preferably at Zelco.

Action Required
Because of the special expertise of your organization, someone from your group should coordinate this test. Please let me know by June 14 whom you recommend to serve as coordinator.


Next week we'll look at additional ways to use headings.

This edition was adapted from our Effective Business Writing Program. Previous editions may be read at http://www.uliveandlearn.com/newsletters/index.cfm.


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