Analyze Characteristics

Step 2: Now try a more analytical approach. Choose one of the documents and read it carefully. Consider the document’s organization, reader focus, and mechanics as you read.

Sample 1 ESAF/SAF E-mail

Sample 2 VP's Visit E-mail

In the drop-down menu below, choose which document you are working with. After you choose a document, a table will appear where you can write comments on how effective the document is. After writing your comments and checking your answers, come back to this drop-down menu and choose the other document to comment on it.

Choose which document you are working with: ESAF/SAF E-mail VP's Visit E-mail

Some characteristics of effective documents have been provided for you in the table below to help you focus your analysis. For each characteristic, describe how well the document demonstrates that characteristic. Write in the space provided and click the Check Answer button.

Don’t worry if some of the characteristics for effective writing are not immediately clear to you. You will be examining each of these characteristics throughout the first three modules of this course.

Document Organization
Characteristic	Observations
The purpose is clear.
The main message appears near the beginning of the document. (i.e., “The bottom line is on top.”)
Information is grouped and labeled to show hierarchy.
The document has the right content to support the main message.
Paragraph Structure
Characteristic	Observations
Each paragraph has one main idea.
Each paragraph flows logically to support the main idea.
Sentence Readability
Characteristic	Observations
Style is concise and tone is appropriate.
Sentences have correct grammar, punctuation, and other mechanics.