1. Chapter 14 Correspondence
Technical Communication: Strategies for College and the Workplace by Dan Jones & Karen Lane
Chapter 14 Correspondence
Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

2. Formatting Effective Letters
Use at least a one-inch margin on all sides
Single-space paragraphs
Use a conservative typeface
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Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

3. Formatting Effective Letters
Use only one typeface
Use italics, bold, and underline for emphasis only
Keep paragraphs short
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Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

4. Formatting Effective Letters
Use quality stationery
Use color sparingly
Put second and subsequent sheets on matching, non-letterhead paper
Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

5. Patterns of Organization
In correspondence, the terms direct and indirect refer to the order in which you present good news. bad news or delicate information
Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

6. Direct Pattern Presents the main idea first Relays “good news”
Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

7. Indirect Pattern
Presents the main idea in the middle section or last paragraph
Relays bad news
Challenges you to see your subject and purpose from the reader’s perspective
Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

8. Guidelines: Indirect Pattern
Give an adequate buffer in the opening of your letter
Consider possible concerns or objections the reader may have
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Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

9. Guidelines: Indirect Pattern
Present the bad or delicate news as tactfully as possible
Check that your wording is convincing
Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

10. Tips for Writing Effective Memos

11. For Effective Memos Keep your memo as brief as possible
Use a prose style and tone appropriate for your subject, audience, and purpose
State your purpose in the opening paragraph
Use a forecasting statement
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Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

12. For Effective Memos Keep the paragraphs brief
Use headings to help your reader with organization
Use a continuation-page header for a second or third page
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Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

13. For Effective Memos
Use one typeface (with a coordinating typeface for headings)
Avoid novelty or display fonts
Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

14. Sending Effective E-Mail

15. E-mail Tips Verify the e-mail address
Make sure that your name and address appear in the header
Clearly state the topic in the subject line
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Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

16. E-mail Tips Use a “signature” for your e-mail
Consider whether your message is formal or informal
Make your easy to read
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Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

17. E-mail Tips Be cautious when using color and other design features
Proofread your message carefully before sending it
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Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.

18. E-mail Tips Consider the size of the attachment
Reply to messages appropriately
Keep your response brief
Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved.