1. WRITING CORRESPONDENCE
Chapter 9. Writing Correspondence

2. FOCUS ON THE PROCESS Planning Drafting Proofreading
When writing correspondence, pay special attention to these steps:
Planning
Choose the appropriate type of correspondence for the writing situation
Drafting
For letters, memos, and , clearly state your purpose, use headings to help your readers, summarize your message, provide adequate background, organize the discussion, and highlight action items.
Proofreading
Write quickly; check carefully. Proofread everything!
Chapter 9. Writing Correspondence

3. Choices and Strategies: Choosing a Type of Correspondence
If the situation is… And you are writing to… Try this….
Formal People outside/within organization Letters
Moderately Formal People outside organization Letters or
Moderately Formal People within organization Memos or
Informal People outside or within or microblog
organization
Chapter 9. Writing Correspondence

4. Presenting Yourself Effectively:
Use the appropriate level of formality.
Communicate correctly.
Project the “you attitude.”
Avoid correspondence clichés.
Communicate honestly.
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5. Chapter 9. Writing Correspondence
Elements of a Letter
Letters are still a basic means of communication between organizations. You need to understand the elements of a letter, its format, and the common types of letters sent in the business world. Most letters include:
heading
inside address
salutation
body
complimentary close
signature
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6. Chapter 9. Writing Correspondence
Common Letter Types
Inquiry letter
Claim letter
Adjustment letter
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7. Chapter 9. Writing Correspondence
Writing Memos
Like letters, memos have a characteristic format. When you write a memo, organize it so that it is easy to follow. Consider these important organizational elements:
a specific subject line
a clear statement of purpose
a brief summary
informative headings
a prominent recommendation
[samples p ]
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8. Chapter 9. Writing Correspondence
Writing s
Stick to business.
Don’t waste bandwidth.
Use appropriate formality.
Write correctly.
Don’t flame.
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9. Netiquette Guidelines when Writing E-mail
Make your message easy on the eyes.
Don’t forward a message to an online discussion forum without the writer’s permission.
Don’t send a message unless you have something to say.
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10. Considerations for Writing to Intercultural Readers:
the cultural practices of your readers
the language use and tone preferred by your readers
the application choice and use preferred by your readers
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11. Chapter 9. Writing Correspondence

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