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Reader Expectations
Being successful in critically understanding your reader's expectations
for this type of document is crucial. While the writer of course expects to receive advice and constructive
criticism, he or she also expects that you are not offensive or overly negative. Therefore, you must maintain a balance between
your suggestions for improvement and positive reinforcement for the areas where the writer has performed well. This way you
maintain a good relationship with your employee not only in regards to the paper, but in the work environment as well.
Format
While this type of document could be in memo or letter format, it is most likely to be in email format, which is explained
in the format requirements section in the following link.
Email format
Organization
A great way to begin your introductory paragraph is showing your appreciation
that the writer has chosen you to review the document, and that you are dedicated in doing your best to provide assistance.
This instills a sense of confidence that he or she made the right decision in bringing the document to you, and it also helps
to break the ice before you begin with your suggestions in the body section.
The body section should carry a logical
order, with your most important suggestions of the document first. They should be divided into their own separate paragraphs,
and you may consider titling each one with an appropriate heading. Also, instead of making generalizations about improvement,
make sure you cite actual examples from the writer's draft and your specific ideas for revision.
The
conclusion should be short and succinct, offering your help if further suggestion is needed and wishing the best of luck.
Refer to the sample provided by the link below to see a good demonstration of this technique.
Visual Elements
It is necessary to sustain a formal appearance throughout the document,
with little to no change in font size, style or spacing variation. It is acceptable for this type of document to be slightly
longer than, for instance, an internal memo for employees. However, too long a document suggests that either your information
is not compact and to the point or that your suggestions and criticisms are so many that your writer will be discouraged from
reading the entire document. Remember to include a sufficient amount of white space, and at your discretion, title each
section of the body with a heading or arrange it in a bulleted list fashion.
Special Features
Remember to be polite with your suggestions. Although many of the aspects
of your employee's document may suggest a less-than-average writing ability, you must always be considerate and respectful
while offering your considerations for revision. This way your suggestions will be taken more seriously and increase
the probability of success for whoever you are assisting.
Sample
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