What do you want to achieve with your document?

Determining why you are writing is as important as determining who your readers are. Purpose always relates to readers. And you may have more than one purpose. For example, you may be writing to provide information and to recommend action. In addition, what you say may serve as documentation—proof of your efforts to provide the information requested. Written messages that document employees’ activities serve a major function in today’s business organizations. Without documentation, you may have difficulty proving that you performed specific tasks.

Understand your role as a writer.