Start with your purpose in the first sentence, then state it so a reader with your audience's background understands it on one read. A template: I am writing to [purpose]. [Key point]. [One supporting detail]. [Next step or request].
Decide your audience and one purpose before writing anything, then note what you want the reader to do next.
List your main points in the order a reader needs them, so each idea follows logically from the one before.
Draft point by point, starting with the easiest or most substantive content rather than the opening. Once the body exists, write the opening and closing to fit it. In the finished piece, the opening states the purpose in the first sentence, an agenda sentence can preview what follows when the message is long enough to need one, the body gives one supporting detail, and the closing sets a clear next step. A short template: I am writing to [purpose]. [Key point]. [One supporting detail]. [Next step or request].
Add short connecting phrases between ideas, such as First, Next, or In summary, so the piece reads as one flow rather than separate fragments.
Revise for clarity, cutting jargon and keeping sentences simple, then check that one full read answers your stated purpose.
A finished message
Here is the template filled in for a common case: a short request to a colleague you have not worked with before.
The purpose sits in the first sentence, the body explains one detail, and the closing asks for one specific action.
Here is the finished message as connected prose:
The opening states the purpose: Hello Sam, I am writing to ask whether you can review the draft project brief before Friday.
The body gives one supporting detail: The brief covers the revised delivery timeline, and I have focused on the dates your team flagged last month.
The closing sets a clear next step: If you can send comments by Thursday afternoon, I will finalize the document on Friday morning. Thank you for your time. Full message in order: > Hello Sam, I am writing to ask whether you can review the draft project brief before Friday. The brief covers the revised delivery timeline, and I have focused on the dates your team flagged last month. If you can send comments by Thursday afternoon, I will finalize the document on Friday morning. Thank you for your time.
Completion check
Read the opening sentence as a busy colleague would, on one pass, and check they would grasp your intent immediately.
Check the points run in a logical order with short connecting phrases such as First or Next so the piece reads as one flow.
Check the wording is plain, with jargon cut and sentences simple, then read the whole piece once to confirm it answers your stated purpose.
Check the closing names one specific action, like Could you send comments by Thursday?, so the reader knows exactly what happens next.