The purpose of most business writing is
to explain something that is complex.
When performing research:
• Establish the facts
• Enhance and support the message
• Ensure accurate and timely data is
• Avoid unsupported claims
It is imperative to always record
resources; you never know when you will
be asked to provide proof or need to return
to the resource for additional information.
The appropriate method of development
is the writer’s tool for keeping things
under control and the reader’s means of
following the writer’s thoughts and presentation. The document must have a consistent and easy to follow flow. Again,
consider exactly who the reader is, keeping in mind when we write for the general
population (or our patients) we are writing at a sixth grade level. Utilize an outline
to implement the organization of the
document. When finished, you should be
able to return the written document back
to an outline with ease.
Writing a Draft
Writing the draft is usually the most difficult step for many writers. The outline
created during the organization step is
your best friend! Writing a draft is similar
to a brain storming session. Let the ideas
flow. If you think it, write it. You can move
it or delete it later, but you won’t have forgotten the idea. If you stumble upon a
writer’s block, take a break and walk away.
Time usually brings a fresh perspective.
Revision is the final step in the writing
process and is arguably one of the most
important aspects of writing. During the
revision process, read and evaluate the
draft from the reader’s point of view.
Don’t try to do all the revisions at once—
give the process some time and ask for
assistance if necessary.
Remember you will likely never be
satisfied with the finished product. You
may rewrite several times, this is normal
and necessary, but keep in mind there
comes a time when you must accept the
document as written and move on. Have
a friend, coworker, or manager read it.
They can provide immediate feedback on
whether it flows well and makes sense to
the reader. Read the document aloud to
yourself, you will often realize sentences
which do not flow well or grammatical
While this article is not all inclusive, it
does provide a basic overview and guideline to writing professional documents.
You may want to purchase a business
writing manual for possible suggestions,
such as the Gregg Reference Manual, APA
Manual, or Google Business Writing
Manuals, and online sites (eg, Syntaxin-training.com and Microsoft.com).
Have fun with it and perhaps draft an
article to submit to a professional journal
or association publication. You may just
be surprised at your writing talent and
Janice Eurton, CRA, FAHRA, is manager of urgent care
and out-patient imaging at Clark Memorial Hospital in
Jeffersonville, IN. She currently serves on the AHRA
Board of Directors and presents on business writing
skills in the Basic Management Track. Janice can be
contacted at Janice.Eurton@clarkmemorial.org.