Presentation is loading. Please wait.

Presentation is loading. Please wait.

Technical Communication A Practical Approach Chapter 6: Correspondence

Similar presentations


Presentation on theme: "Technical Communication A Practical Approach Chapter 6: Correspondence"— Presentation transcript:

1 Technical Communication A Practical Approach Chapter 6: Correspondence
William Sanborn Pfeiffer Kaye Adkins

2 Correspondence General Guidelines for Correspondence
Types of Messages in Correspondence Letters Memos Memos versus

3 General Guidelines for Correspondence
Know Your Purpose Know Your Readers Follow Correct Format Follow the ABC Format for All Correspondence Use the 3Cs Strategy for Persuasive Messages

4 General Guidelines for Correspondence
Stress the “You” Attitude Use Attachments for Details Be Diplomatic Edit Carefully Respond Quickly

5 Correspondence Types of Messages in Correspondence Positive messages
Negative messages Neutral messages Persuasive messages

6 Types of Messages in Correspondence
Positive Messages State good news immediately Follow ABC format Abstract Bridge between this letter and last communication with person Clear statement of good news

7 Types of Messages in Correspondence
Positive Messages Follow ABC format Body Supporting data for main point mentioned in abstract Clarification of any questions reader may have Qualification, if any, of good news

8 Types of Messages in Correspondence
Positive Messages Follow ABC format Conclusion Statement of eagerness to continue relationship or complete project Clear statement, if appropriate, of what step should come next

9 Types of Messages in Correspondence
Negative Messages Buffer the bad news, but still be clear Follow ABC format Abstract Bridge between your letter and previous communication General statement of purpose or appreciation

10 Types of Messages in Correspondence
Negative Messages Follow ABC format Body Strong emphasis on what can be done Buffered yet clear statement of what cannot be done Facts that support your views

11 Types of Messages in Correspondence
Negative Messages Follow ABC format Conclusion Closing remarks that express interest in continued association Statement, if appropriate, of what will happen next

12 Types of Messages in Correspondence
Neutral Messages Be absolutely clear about your inquiry or response Follow ABC format Abstract Bridge or transition between letter and previous communication, if any Precise purpose of letter

13 Types of Messages in Correspondence
Neutral Messages Follow ABC format Body Details that support the purpose statement Description of item requested Requirements related to invitation Description of item being sent

14 Types of Messages in Correspondence
Neutral Messages Follow ABC format Conclusion statement of appreciation description of actions that should occur next

15 Types of Messages in Correspondence
Persuasive Messages Follow ABC format Abstract Focus on how the information will help the reader Body Clear explanation of steps to be taken Emphasis on benefit to the reader Reference to any attachments

16 Types of Messages in Correspondence
Persuasive Messages Follow ABC format Conclusion Statement of what will happen next Offer of further explanation or future contact

17 Letters Letters are to your clients and vendors what memos are to your colleagues Professional tone Action oriented

18 Specific Guidelines for Memos
Memoranda Be clear, brief, and tactful Follow ABC format Abstract Clear statement of memo’s purpose Outline of main parts of memo

19 Specific Guidelines for Memos
Memoranda Follow ABC format Body Supporting points, with strong points at beginning and/or end Frequent use of short paragraphs or listed items Absolute clarity about how memo relates to reader Tactful presentation of any negative news Reference to attachments, when additional detail is required

20 Specific Guidelines for Memos
Memoranda Follow ABC format Conclusion Clear statement of what step should occur next Another effort to retain goodwill and cooperation of readers

21 Guidelines for Appropriate Use and Style of

22 E-Mail Guidelines for E-mail
Use style appropriate to the reader and subject Be sure your message indicates the context to which it applies Choose the most appropriate method for replying to a message Format your message carefully

23 E-Mail Guidelines for E-Mail Chunk information for easy scanning
Give readers a method to abstain from receiving future notices Suppress the addresses of recipients When writing an important message, consider composing on your word processor

24 E-Mail Follow ABC Format Abstract Casual, friendly greeting
Short, clear statement of purpose List of main topics

25 E-Mail Follow ABC Format Body
Supporting information for points mentioned in abstract Use of short paragraphs Use of headings and lists Use abbreviations and jargon only when understood by reader

26 E-Mail Follow ABC Format Conclusion Summary of main point
Clarity about action that comes next

27 Appropriate Use and Style of E-Mail
Is Not Private Should Be Written Carefully Style May Be Informal Don’t Send Too Quickly

28 Memoranda Versus E-Mail
Send a memo if The document is longer than can be viewed on a computer screen The document includes special characters The document includes graphics The document will be posted in print form The document contains sensitive information


Download ppt "Technical Communication A Practical Approach Chapter 6: Correspondence"

Similar presentations


Ads by Google