Match your document’s form to its purpose
Step 1 – Identify readers & Purpose
As you consider your purpose, define your scope. Determine how long your message should be. Will a one-paragraph email suffice? Alternatively, do you need a 100-page analysis? How important is it to preserve the message and the supporting information?
Simple questions generally call for simple responses. Conversely, complex inquiries and formal requests dictate more serious formats, such as reports, white papers, and proposals. In addition, consider how your readers will receive and use the information and its delivery vehicle.