1. Technical Correspondence
Dr. Jonathan Arnett
TCOM 2010

2. 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 s
formal or informal
usually short
internal or external communication

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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.”