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Business Writing Tip: Question & Answer Format

Traditionally, business writing uses the "one thing after another" format, which usually means a plain recitation of the facts, circumstances, or whatever else needs to be said.

But, we have a number of other options, and some of them may provide more responses or better responses. Consider the Q & A format, for example:

Question: What's the Q & A format?

Answer: It's a series of questions and answers, used to communicate important information to readers.

Question: Where can a Q & A be used?

Answer: It can be used in advertising, employee communication, or any other business situation where you want to provide written information to other people.

Question: Why or when would you use this format?

Answer: When I have a lot of information and want to keep up the interest of readers, for example. The Q & A format breaks up the information into smaller, more digestable chunks, and makes the content seem less formidable to readers.

Question: But don't you need at least two people for this kind of format?

Answer: In the news media, Q & A means one person asks questions and another person answers. But, in a business writing context, Q & A also can mean the same person asks and answers.

Question: Can you give a real-life example?

Answer: Sure. I wrote one to promote my book, A Manager's Guide to Newsletters: Communicating for Results. In that case, the Q & A provided an insight into my motivations for writing the book, and its evolution from a descriptive to a strategic approach. The material might have been handled conventionally, but the Q & A gave it a ring of detachment with inherently more interest, I think. You can evaluate it for yourself, at: http://www.managersguide.com/unique.htm .

Question: Is there anything special about writing a Q & A?

Answer: I think a Q & A can take many forms, but generally I'd recommend that you use a conversational tone if possible. By doing that, you'll embrace the conventional sense of a Q & A, which is a discussion between two people.

Question: Did you write this Q & A by yourself?

Answer: Yes.

Question: And who are you?

Answer:

About The Author

Robert F. Abbott writes and publishes Abbott's Communication Letter. If you subscribe, you will receive, at no charge, communication tips that help you lead or manage more effectively. You can get more information here: http://www.CommunicationNewsletter.com

abbottr@managersguide.com

MORE RESOURCES:

Coens nominated for writing prize - BBC News

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Gonzales writing book on years in Bush administration - Austin American-Statesman

Ukraine to hold more gas talks in Moscow-Naftogaz - Reuters

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The Flat Stanley Project gets kids reading, writing, and learning ... - Examiner.com

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Ex-broker guilty of writing bad check - Billings Gazette

Re: Law Schools and Writing [Robert VerBruggen] - National Review Online Blogs

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A Month of Writing Stars - Kathleen Webb - Comic Book Resources

table border=0 width= valign=top cellpadding=2 cellspacing=7trtd width=80 align=center valign=topfont style=font-size:85%;font-family:arial,sans-serifa href=http://news.google.com/news/url?sa=Tct=us/6i-0fd=Rurl=http://goodcomics.comicbookresources.com/2009/01/07/a-month-of-writing-stars-kathleen-webb/cid=0ei=3eRlSZDHCYu-9gSSyY3oBAusg=AFQjCNESBzb8SghiGJ7WsJkTBF9HbMPWYgimg src=http://nt0.ggpht.com/news?imgefp=oNJh4keg_aEJimgurl=goodcomics.comicbookresources.com/wp-content/uploads/2009/01/13263_4_001.jpg width=53 height=80 alt= border=1brfont size=-2Comic Book Resources/font/a/font/tdtd valign=top class=jfont style=font-size:85%;font-family:arial,sans-serifbrdiv style=padding-top:0.8em;img alt= height=1 width=1/divdiv class=lha href=http://news.google.com/news/url?sa=Tct=us/6-0fd=Rurl=http://goodcomics.comicbookresources.com/2009/01/07/a-month-of-writing-stars-kathleen-webb/cid=0ei=3eRlSZDHCYu-9gSSyY3oBAusg=AFQjCNESBzb8SghiGJ7WsJkTBF9HbMPWYgA Month of bWriting/b Stars - Kathleen Webb/abrfont size=-1font color=#6f6f6fComic Book Resources,nbsp;Canbsp;-/font nobr2 hours ago/nobr/fontbrfont size=-1by Brian Cronin Every day this month I’m going to feature a current comic book bwriting/b “star,” someone who I think is a very good writer. b.../b/font/div/font/td/tr/table

Lebanon to railroad: Put it in writing - Cincinnati.com

ABC reunites with pen pal - Hollywood Reporter

table border=0 width= valign=top cellpadding=2 cellspacing=7trtd valign=top class=jfont style=font-size:85%;font-family:arial,sans-serifbrdiv style=padding-top:0.8em;img alt= height=1 width=1/divdiv class=lha href=http://news.google.com/news/url?sa=Tct=us/8-0fd=Rurl=http://www.hollywoodreporter.com/hr/content_display/television/news/e3ia80d5f25758725bcf6c6c0360732fa2fcid=1287837439ei=3eRlSZDHCYu-9gSSyY3oBAusg=AFQjCNEm3kfOlcOGT1FFP5_6aO1MvMxWeQABC reunites with pen pal/abrfont size=-1font color=#6f6f6fHollywood Reporter,nbsp;United Statesnbsp;-/font nobr5 hours ago/nobr/fontbrfont size=-1Gaghan won an Oscar in 2001 for bwriting/b quot;Trafficquot; and earned another bwriting/b nomination five years later for quot;Syriana,quot; which he also directed. b.../b/fontbrfont size=-1a href=http://news.google.com/news/url?sa=Tct=us/8-1fd=Rurl=http://www.movieweb.com/news/NEuL5xwuMf6NxCcid=1287837439ei=3eRlSZDHCYu-9gSSyY3oBAusg=AFQjCNGeKnaKTKCl5fMxBsTHedPQUe0nagStephen Gaghan to Create Pilot for ABC/a font size=-1 color=#6f6f6fnobrMovieWeb/nobr/font/fontbrfont class=p size=-1a class=p href=http://news.google.com/news?sourceid=navclientie=ISO-8859-1rls=GGLG,GGLG:2005-22,GGLG:enncl=1287837439hl=ennobrall 6 news articles/nobr/a/font/div/font/td/tr/table

McCollum is over Franken#39;s dirty writing, wants to work with him ... - Minneapolis City Pages

table border=0 width= valign=top cellpadding=2 cellspacing=7trtd width=80 align=center valign=topfont style=font-size:85%;font-family:arial,sans-serifa href=http://news.google.com/news/url?sa=Tct=us/9i-0fd=Rurl=http://abcnews.go.com/Politics/wireStory%3Fid%3D6575960cid=1287119717ei=3eRlSZDHCYu-9gSSyY3oBAusg=AFQjCNHdvc72ERY-SUfHX9slwGhwXKk3mQimg src=http://nt0.ggpht.com/news?imgefp=9K_KnkoKm9gJimgurl=a.abcnews.com/images/Politics/nm_al_franken_090104_mn.jpg width=80 height=60 alt= border=1brfont size=-2ABC News/font/a/font/tdtd valign=top class=jfont style=font-size:85%;font-family:arial,sans-serifbrdiv style=padding-top:0.8em;img alt= height=1 width=1/divdiv class=lha href=http://news.google.com/news/url?sa=Tct=us/9-0fd=Rurl=http://blogs.citypages.com/blotter/2009/01/mccollum_is_ove.phpcid=1287119717ei=3eRlSZDHCYu-9gSSyY3oBAusg=AFQjCNEZDO1QYuXQbrCgIGmlv7yELOTpMgMcCollum is over Franken#39;s dirty bwriting/b, wants to work with him b.../b/abrfont size=-1font color=#6f6f6fMinneapolis City Pages,nbsp;MNnbsp;-/font nobrJan 6, 2009/nobr/fontbrfont size=-1Betty McCollum is officially over any concerns about Al Franken#39;s dirty porno bwriting/b and can#39;t wait another moment to start working alongside the former b.../b/fontbrfont size=-1a href=http://news.google.com/news/url?sa=Tct=us/9-1fd=Rurl=http://www.youtube.com/watch%3Fv%3DbvRiFAPI29gcid=1287119717ei=3eRlSZDHCYu-9gSSyY3oBAusg=AFQjCNEQvk2SghrkQTCCQeg8Bq9-opMGJgVideo: Coleman Sues Over Minn. Senate Recount Result/a font size=-1 color=#6f6f6fnobrAssociatedPress/nobr/fontobject width=448 height=356param name=movie value=http://www.youtube.com/v/bvRiFAPI29g/paramparam name=wmode value=transparent/paramembed src=http://www.youtube.com/v/bvRiFAPI29gtype=application/x-shockwave-flashwmode=transparentwidth=448height=356/embed/objectbr/fontfont size=-1a href=http://news.google.com/news/url?sa=Tct=us/9-2fd=Rurl=http://www.nytimes.com/2009/01/07/us/politics/07minnesota.html%3Femcid=1287119717ei=3eRlSZDHCYu-9gSSyY3oBAusg=AFQjCNHcSr9Ti_PRLaS19NWbJegr0SHqeASt. Paul Journal Endless Vote Recounting Tests Minnesota Niceness/a font size=-1 color=#6f6f6fnobrNew York Times/nobr/font/fontbrfont size=-1a href=http://news.google.com/news/url?sa=Tct=us/9-3fd=Rurl=http://minnesotaindependent.com/22143/franken-already-a-21-favorite-to-win-re-election-in-2014cid=1287119717ei=3eRlSZDHCYu-9gSSyY3oBAusg=AFQjCNH7jod6X4Hjd-w-cxzEHc2It0KViQFranken already a 2:1 favorite to win re-election in 2014/a font size=-1 color=#6f6f6fnobrMinnesota Independent/nobr/font/fontbrfont class=p size=-1a class=p href=http://news.google.com/news?sourceid=navclientie=ISO-8859-1rls=GGLG,GGLG:2005-22,GGLG:enncl=1287119717hl=ennobrall 3,447 news articles/nobr/a/font/div/font/td/tr/table

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