Traditionally, business writing uses the “one thing after another” format, which generally means a simple recitation of the facts, circumstances, or whatever else needs to be said.
But we have other options, and some of them may provide more or better answers. Consider the question and answer format, for example:
Question: What is the question and answer format?
Answer: It is a series of questions and answers, used to communicate important information to readers.
Question: Where can a question and answer session be used?
Answer: It can be used in advertising, communication with employees, 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 I want to keep the interest of the readers, for example. The question-and-answer format breaks information into smaller, more digestible chunks and makes the content seem less formidable to readers.
Question: But don’t you need at least two people for this type of format?
Answer: In the media, Q&A means that one person asks questions and another person answers. But, in a business writing context, questions and answers can also mean that the same person is asking and answering.
Question: Can you give an example from real life?
Answer: Sure. I wrote one to promote my book, A Manager’s Guide to Newsletters: Communicating for Results. In that case, the questions and answers gave me insight into my motivations for writing the book and its evolution from a descriptive to a strategic approach. The material could have been handled conventionally, but I think the questions and answers gave it a detached tone with more inherent interest.
Question: Is there something special about writing a question and answer session?
Answer: I think a question and answer session can take many forms, but in general I would recommend that you use a conversational tone if possible. In doing so, you will be adopting the conventional sense of a question and answer session, which is a discussion between two people.
Question: Did you write these questions and answers yourself?
Answer: Yes.
Question: And who are you?
Answer: