Structured Writing

Structured Writing

Most writing fails by burying the point. A structured document leads with the conclusion, supports it with grouped evidence, and lets the reader stop reading the moment they have what they need.

Pick a structure

Pick by reader, not by habit. A busy executive needs BLUF; a peer reviewing analysis needs a pyramid; a team reading an announcement needs inverted pyramid.

BLUF — the default for async work

A BLUF message opens with: the ask, the answer, or the conclusion — in under 30 words — followed by supporting detail the reader can skip.

BLUF: [ask / decision / answer in one sentence]

Why it matters:
- [reason 1 in ≤12 words]
- [reason 2]

Details (only if the BLUF doesn't answer their question):
- [supporting fact with number]
- [supporting fact with reference]

What I need from you:
- [explicit ask with deadline] or "FYI — no action needed."

Rules:

• The subject line is the BLUF, compressed.
• The BLUF sentence is self-contained — it must make sense without the rest.
• If someone replies from the first 30 words, the message worked.

Full worked examples and email/Slack/standup templates in references/bluf-templates.md.

The Minto Pyramid

Barbara Minto's pyramid: every document has one governing thought, supported by 3-5 grouped arguments, each supported by evidence.

                  Governing thought
                 (what + why + so-what)
                          |
          ┌───────────────┼───────────────┐
      Argument 1      Argument 2      Argument 3
          |               |               |
       Evidence       Evidence       Evidence

Rules:

• Arguments at the same level share a logical relationship (MECE — mutually exclusive, collectively exhaustive).
• Each argument answers a "why" or a "how" that the governing thought raises.
• If an argument doesn't raise a predictable question, it doesn't belong at that level.

See references/minto-pyramid-method.md for the question-answer logic, MECE groupings, and the SCQ (Situation-Complication-Question) introduction.

SPQR for briefs

When the reader needs context before the ask:

• Situation — one paragraph of shared, uncontroversial context.
• Problem — the change or complication that makes a decision necessary.
• Question — the specific question you need answered.
• Resolution — your recommendation + what you need from the reader.

Useful for consulting-style briefs, board materials, vendor proposals. Less useful for async team updates (use BLUF instead).

Skim-readability checklist

Structured writing is skim-tested, not read-tested. Before sending, ask:

• Can the reader get the main point in the first 30 words?
• Does every paragraph have a clear topic sentence?
• Are supporting lists parallel in structure?
• Can the reader stop reading at any paragraph and still have the main point?
• Does the ask (if any) appear in the first sentence AND the last sentence?
• Is the longest paragraph under 100 words?

If any answer is no, restructure before polishing words.

Anti-patterns

• Buried lede — the conclusion is in paragraph 4. Move it to paragraph 1.
• Chronological narrative — "here's what we did, then what we discovered, then what we decided." Invert: lead with the decision.
• Argument without governing thought — three arguments pointing in different directions with no synthesizing claim.
• Evidence dumping — numbers and screenshots with no argument they support.
• Parallel violations — some list items are nouns, others are verbs, others are sentences. Make them parallel.
• Structure for its own sake — applying BLUF to a 200-word email nobody would read twice anyway. Structure serves speed, not ceremony.

Workflow

1. Identify the reader. Who reads this, how fast, with what in their head?
2. Pick the structure. BLUF for action, pyramid for analysis, inverted for announcement, SPQR for briefs.
3. Write the single governing thought. If you can't state it in one sentence, you're not ready to write.
4. List supporting points. 3-5, parallel, MECE.
5. Fill in evidence. Numbers, references, quotes.
6. Polish after structure is right. Clarity editing comes last — see clarity-editing.

References

Related skills

• clarity-editing — line-level editing once the structure is right.
• stakeholder-alignment — when the piece is an RFC/proposal, structure plus roles.
• documentation-discipline — when to write at all, and which artifact type to use.
• visual-communication — when a diagram replaces paragraphs.
• storytelling-for-stakeholders — narrative-heavy pitches and board materials.