Written Communications Chapter 15 Written Communications

Composing Correspondence Correspondence reflects standards of the medical office Writing tips Should achieve purpose the author intended Follow style/format determined by your provider/employer Organize key points Establish tone of voice Use language reader will understand Sentences should be short and contain one thought

Composing Correspondence Spelling Must be accurate Many words not formatted into computer Commonly misspelled words Proofreading (Tables 15-1 and 15-2) (Figure 15-1)

Component Parts of a Business Letter Date line Inside address Salutation Subject line Procedure 15-1

Component Parts of a Business Letter Body of letter Complimentary closing Keyed signature Reference initials Enclosure notations

Component Parts of a Business Letter Copy notation Postscripts Continuation page heading Review Figures 15-2 and 15-3 and Table 15-3

Letter Styles Create a portfolio or database of frequently used form letters Form letter inclusions Full block Modified block Simplified Assign or discuss critical thinking box

Supplies for Written Communication Letterhead Second sheets Printing multiple page business letters

Supplies for Written Communication Envelopes General standard for addressing envelopes Types of envelopes Mail merge Assign or discuss critical thinking box Procedure 15-3 Procedure 15-4

Other Types of Correspondence Memoranda Meeting agendas Meeting minutes

Processing Incoming and Outgoing Mail Incoming mail and shipments Outgoing mail and shipments Postal classes Assign or discuss the critical thinking box

Processing Incoming and Outgoing Mail Formats for efficient processing Zip + 4 Abbreviations International mail Legal and ethical issues Procedure 15-5