Writing Correspondence Chapter 14 Writing Correspondence

Outline Understanding the Process of Writing Correspondence Selecting a Type of Correspondence Presenting Yourself Effectively in Correspondence Writing Letters Writing Memos Writing E-mails Writing Microblogs

Introduction Now we get down to business Technology has changed some of the ways that we communicate Still need to focus our writing, know our audience, and be precise Discuss four major formats used for producing workplace correspondence: letters, memos, e-mails and microblogs

Understanding the Process of Writing Correspondence Analyze Your Audience Analyze Your Purpose Gather Information About Your Subject Choose a Type of Correspondence Draft the Correspondence Format the Correspondence Revise, Edit, and Proofread the Correspondence Send the Correspondence

Selecting a Type of Correspondence The major characteristics of the four main types: Letters- Most traditional, most formal, appropriate for communicating with people outside of your organizations and with formal situations within your own organization. Memos- Moderately formal, appropriate for within an organization E-mail- best for quick, relatively informal communications with one or many recipients, easy to attach other files Microblogs- Twitter, Facebook, most informal type

Presenting Yourself Effectively Use the appropriate level of formality Can be too formal or too informal Remember that your work is not your property Communicate correctly Grammar, punctuation, style, spelling Same levels of formality are needed with digital correspondence Project the “you attitude” A positive tone is essential Focus on the real subject of the correspondence Avoid correspondence clichés Page 375 Communicate honestly

Writing Letters The Basic means of communication between organizations Millions are written every day Writers need to understand the elements of a letter, its format, and common types of letters sent in the business world

Elements of a Letter Heading Date Inside address Salutation Body Complimentary close Signuature Also may have; attention line, enclosure line, copy line An example of a Full Block Format letter is on the next page (Format of a Letter)

Mrs. Clara Winters --------Return Address/Heading 12187 Fake Street Winnipeg, MB R2Y 1Y1 May 26, 1998 -------- Date The Tiny Tots Toy Company -------- Inside Address/Who you are mailing the letter to 15456 Pyramid Way Winnipeg, MB R2K 2B8 Dear Customer Service Representative: -------- Salutation I recently purchased one of your Tiny Tents (Model # 47485) for my three-year old. Unfortunately, after viewing the components that came with the product, I discovered that four of the parts were missing. Also, the instructions that came with the tent are incomplete. Both of these situations have resulted in the tent remaining unassembled and unacceptable as a toy for my daughter. I am writing to request replacements for the missing parts, and a copy of the full set of assembly directions for the model I purchased. If reasonable arrangements are not made within ten business days, I will return the tent to the store I purchased it from and expect a full refund. To assist you in processing my request, I am including a copy of my sales receipt and a list of the missing parts. I have purchased other toys manufactured by your company in the past, and have always been impressed with the quality and selection Tiny Tots has made available to its customers. I sincerely hope this is a one-time incident, and that any future purchases I make will live up to the standard my family has come to expect from your company. Sincerely,-------- Closing Signature Clara Winters -------- Typed Name and Position Enclosures: 2 -------- Abbreviations http://www.ecasd.k12.wi.us/faculty/shaslow/business_letters_and_logo_samples.pdf

Common Types of Letters Inquiry Letter – Ask questions Response to an Inquiry Claim Letter- A polite, reasonable complaint Adjustment Letter- Good news or bad news response to a claim letter Job Application Letter- Cover Letter, sales letter