1. Writing Correspondence
Chapter 14
Writing Correspondence

2. Outline Understanding the Process of Writing Correspondence
Selecting a Type of Correspondence
Presenting Yourself Effectively in Correspondence
Writing Letters
Writing Memos
Writing s
Writing Microblogs

3. 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, s and microblogs

4. 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

5. 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
- best for quick, relatively informal communications with one or many recipients, easy to attach other files
Microblogs- Twitter, Facebook, most informal type

6. 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
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Communicate honestly

7. 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

8. 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)

9. Mrs. Clara Winters --------Return Address/Heading 12187 Fake Street
Winnipeg, MB R2Y 1Y1
May 26, 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: Abbreviations

10. 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