Technical Correspondence Dr. Jonathan Arnett TCOM 2010

Major Types of Correspondence Memos formal usually short internal communication Letters formal short or long dated and signed in ink semi-contractual document external communication often accompanies other formal documents Emails formal or informal usually short internal or external communication

Strategies for Writing All Three Project a “You Attitude” Use an appropriate tone Write a brief, purposeful introduction Base the paragraphs on topical content Address the four necessary elements Use short paragraphs Suggest action in the conclusion

Project a “You Attitude” Look at the situation from the reader’s POV Identify what you and the reader both want/need Explain how the reader will benefit

Write a Brief, Purposeful Introduction Keep the first line tight Clarify your topic and purpose Who are you, and what do you want? Limit the intro paragraph body to 4–5 lines If applicable, repeat details from previous communications in the intro’s body DON’T go into new detail

Use an appropriate tone Be formal, but not stiff Avoid “overwriting” and sounding pompous Be friendly, but don’t grovel Use language your reader will understand

Create Paragraphs by Topic Paragraphs should indicate the logic and topics of your message First paragraph is always intro: Topic, Purpose, and Context of communication Subsequent paragraphs have specific functions: Narration Petition Justification Action

Address the Four Necessary Elements Narration Tell a “story” about what is going on Explain why you are contacting the reader Petition Ask the reader for something –or- Offer the reader something Justification Explain why the request/offer is worthwhile Action Encourage the reader to do something specific

Use Short Paragraphs Don’t be precious or get all artsy Keep ‘em short — fewer than 8 lines Beware the “Wall o’ Words” Use a readable font in 11- or 12-point size Don’t be precious or get all artsy Break for paragraphs when it serves your purpose You can combine two or three of the four necessary elements in a paragraph, if need be

Suggest Action in the Conclusion State what you want the recipient to do Be specific Be firm — but not pushy Be reasonable Avoid “limp noodle” endings “Hoping to hear from you soon.” “Let me know if you have any questions.”