Writing: Planning, Format and Structure

This lesson covers DfE content statements L2.24 and L2.25 — writing text of an appropriate level of detail and length to meet the needs of purpose and audience, and using format, structure, and language appropriate for audience and purpose.

Planning is where most learners can make the biggest improvement. A well-planned piece of writing is almost always better than an unplanned one, even if the language is simpler. Examiners can tell when a piece has been planned — it flows logically, it stays on topic, and it includes relevant detail.

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Why Planning Matters

Many learners skip planning because they feel it wastes time. The opposite is true:

Without a Plan	With a Plan
Writing goes off topic	Writing stays focused on the task
Ideas are repeated or contradictory	Ideas are organised logically
The piece has no clear structure	There is a clear beginning, middle, and end
You forget important points	All key points are included
You run out of things to say — or ramble	You know how much to write for each section
You panic halfway through	You feel confident and in control

Planning should take about 5 minutes per task. In a 1-hour writing exam with two tasks, that is 10 minutes on planning. This leaves 20-22 minutes for writing each task and a few minutes for checking.

Exam Tip: Examiners do not mark your plan — it is for your benefit only. But a good plan will show in the quality of your writing, and many examiners have said that the best answers almost always come from candidates who planned.

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Planning Methods

Different people prefer different planning methods. Try each one and see which works best for you.

Method 1: Bullet Point Plan

Write a list of the main points you want to make, in the order you will make them.

Example — Task: Write a letter to your local council arguing that the library should stay open.

• Paragraph 1: Introduction — state my purpose (writing to argue against closing the library)
• Paragraph 2: Libraries are vital for the community — used by all ages, free access to books and computers
• Paragraph 3: Libraries support education — homework clubs, adult learning, reading groups
• Paragraph 4: Economic argument — cost of closing vs cost of keeping open; libraries save money elsewhere (job centres, mental health)
• Paragraph 5: Counter-argument — I understand budgets are tight, but cutting libraries is a false economy
• Paragraph 6: Conclusion — urge the council to reconsider; request a public meeting

Method 2: Mind Map

Write the topic in the centre and branch out with main points and supporting details.

                    Education
                   /         \
            homework clubs   adult learning
                  |
    Community --- LIBRARY --- Economy
       |                        |
   all ages use it          saves money
   free computers           prevents closures elsewhere
       |
    Health & Wellbeing
       |
   reduces isolation
   mental health support

Method 3: Numbered Structure Plan

Number each paragraph and write a one-line summary of what it will contain.

Example:

1. Formal opening — purpose of letter
2. Community benefit — who uses the library
3. Education benefit — learning and literacy
4. Economic benefit — cost-effectiveness
5. Address counter-argument — acknowledge budget pressures
6. Conclusion — call to action

Which Method Is Best?

There is no single best method. Use whichever helps you organise your thoughts most quickly. The important thing is that you do it.

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Format Conventions

The exam will tell you what format to write in (letter, email, report, article, etc.). You must follow the correct conventions, as marks are awarded for appropriate format.

Formal Letter

Your address (or just your name)
Date

Recipient's name and/or title
Recipient's address (if writing to an organisation)

Dear Mr/Mrs/Ms [Name],    OR    Dear Sir/Madam,

Opening paragraph: State your purpose clearly

Main paragraphs: Develop your points

Closing paragraph: Summarise and state any action needed

Yours sincerely,    (if you used their name)
Yours faithfully,   (if you used "Dear Sir/Madam")

Your full name

Key rules:

• "Dear Mr Smith" → "Yours sincerely" (you know their name — sincerely)
• "Dear Sir/Madam" → "Yours faithfully" (you do not know their name — faithfully)
• Use formal language throughout
• Do not use contractions (write "I am" not "I'm", "do not" not "don't")

Exam Tip: A very common mistake is using "Yours sincerely" with "Dear Sir/Madam" or "Yours faithfully" with a named recipient. Learn the rule: Sincerely goes with a Specific name. Faithfully goes with "Sir/Madam" (you are being Formal because you do not know them).

Email

To: [recipient]
Subject: [clear, specific subject line]

Dear [Name] / Hi [Name] / Hello [Name],

Opening: State your purpose

Main content: Develop your points

Closing: State any action needed / Next steps

Kind regards, / Best wishes, / Thanks,
Your name

Key rules:

• The subject line should be specific and informative (e.g. "Request for flexible working arrangement" not "Hello")
• The level of formality depends on the audience (email to your manager = formal; email to a colleague = semi-formal)
• Keep paragraphs shorter than in a letter — emails are read on screens

Report

Title: [Clear, descriptive title]

1. Introduction
   Purpose of the report and how information was gathered

2. Findings
   Present your findings in numbered sections with clear subheadings

3. Conclusions
   What the findings show

4. Recommendations
   What action should be taken

Key rules:

• Reports use numbered sections and subheadings
• Language is formal and impersonal — avoid "I think" (use "It is recommended that...")
• Reports present evidence and findings, not personal opinions
• Use bullet points or tables to present data clearly

Article

Headline: [Attention-grabbing but informative]

Standfirst: [Optional — a one-sentence summary in bold or italics]

Opening paragraph: Hook the reader — introduce the topic engagingly

Main paragraphs: Develop your argument/information with subheadings

Closing paragraph: Summarise or end with a call to action / thought-provoking statement

Key rules:

• Headlines should be short and engaging
• Articles can be more informal than reports or letters
• Use subheadings to break up the text
• The opening paragraph should grab the reader's attention