Determine what the primary purpose and goals of the statement are. Keep in mind the targeted audience and context for the statement. The language used to address academic or scholarly topics will be different from a statement made to a business group or organization. It is important to be clear and concise in either case. Clarify your goals by writing down the essential points that need to be addressed and the arguments and evidence that supports each point.
Write down a list of words to include in the statement. This is an unusual step but one that is useful in organizing and arranging the content of the letter.
Take the time to think and reflect on the statement. Don't wait until the last minute or the night before you need the statement. Writing is a process that takes time. Write a rough draft of the statement. Experiment with different versions and perspectives to make your points. Read the statement several times and figure out what works and what needs improvement.
Cut out unnecessary words and lengthy sentences. Use the rough draft as an outline for the final version of the statement. The point is to trim the fat and make the statement readable and persuasive. Avoid using words that will confuse the targeted audience. Carefully select words that will help make your case. Appeal to the experience of the targeted readers of the statement. This helps to make the statement clear and persuasive.
Proofread the final version of the statement. Critically examine the grammar, spelling, and content of the statement. Read the statement out loud and listen to how it sounds. This may point out certain awkward rhythms or phrasing patterns that need to be changed.