Questions and Answers
Most business writing uses the "one thing after another" approach, which is a plain recitation of the facts . While this method communicates the message, it can often leave the reader with unanswered questions. The question and answer format is often used to provide better or more responses to the business communication.
The Main Purpose of Business Writing
With rhetorical awareness, the focus of communication shifted from simply reproducing forms, templates, and documents to thinking about what the writer wants to accomplish with the document.
In order to use this format effectively, the author should anticipate any questions that the reader might have regarding the message and provide the answers. The question and answer format (Q & A) presents a series of questions and answers that provides all the pertinent information that the reader needs.
While this method is often associated with interviews and other news media, this format doesn't require two people. The writer essentially asks and answers the question. This format is most successful in the business world when it employs a conversational tone. This method is especially effective in advertising and employee communications.
When presenting a large amount of information that needs to be conveyed, using the question and answer format helps keep the reader engaged. This is because the question and answer format breaks the information down into smaller, easy to read pieces, which can make the content itself seem more inviting. Arranging the questions so they flow into one another encourages the reader to continue and prevents them from skipping over important information.
For example, a memo on upcoming changes to the employee benefit program might include a question and answer like this:
Q: When will the benefits begin?
A: The benefit changes will begin on January 1, 2013