The writing process consists of 3 phases: planning&prewriting, composing&writing, and revising (Guffey, 2016, p. 35).
Planning&Prewriting works as a road map for what you are going to write. It is divided into three smaller phases: analyzing, anticipating and adapting. First, you have to analyze the purpose and the audience. It involves analyzing the situation, gathering information and setting the target audience. Second, you need to anticipate the reaction of your audience. It means you have to think what the receiver is likely to feel based on his or her situation. One way of doing this is to use the you-view. Lastly, you have to adapt your message to the audience. Here, you lay out and organize the information you have gathered using right and positive words and tone (Guffey, 2016, p. 36).
Composing&Writing is crafting your message with full sentences, complete thoughts and relevant sources. This phase involves researching, organizing and composing. First, you have to research information. If you are trying to solve a problem, you might brainstorm with a few people to gather ideas. Second, you have to organize your message. Here you need to use appropriate subject lines, avoid negative words and tone, and use the you-view. You also need to build credibility with your audience. Lastly, in composing, you have to choose words that can effectively deliver your points. It is also important to organize the paragraphs coherently (Guffey, 2016, p. 36).
Revising is rearranging your draft into a fully developed message. It is the most important step in any writing process. It involves revising, proofreading and evaluating. In revising, you have to evaluate the content and ensure clarity, conciseness, and readability. Proofreading is correcting spelling, grammar, punctuation and format. It’s also a good idea to have someone else evaluate your message. But you have to remember that it’s not asking for a praise but for a better result of your writing. You can also decide whether to accept the advice or not (Guffey, 2016, p. 36).
Miller, B. (n.d.). The Three-Step Writing Process. JBM Business Writing. https://jbmbusinesswriting.weebly.com/the-three-step-writing-process.html
The Three-Part Writing Process. (n.d.). Lumen Learning. https://courses.lumenlearning.com/wmopen-businesscommunicationmgrs/chapter/the-three-part-writing-process/
Stafford, A. (2021, March 15). Three-Step Writing Process for Better Business Communications. Marketing Binder. https://marketingbinder.com/three-step-writing-process-for-better-business-communications/
Guffey, M. E. , Du-Babcock, B., and Loewy, D. (2016). Essentials of Business Communication. Cengage Learning.