WRITING CORRESPONDENCE Chapter 9. Writing Correspondence

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 email, 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

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 email Moderately Formal People within organization Memos or email Informal People outside or within Email or microblog organization Chapter 9. Writing Correspondence

Presenting Yourself Effectively: Use the appropriate level of formality. Communicate correctly. Project the “you attitude.” Avoid correspondence clichés. Communicate honestly. Chapter 9. Writing Correspondence 4

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 Chapter 9. Writing Correspondence 5

Chapter 9. Writing Correspondence Common Letter Types Inquiry letter Claim letter Adjustment letter Chapter 9. Writing Correspondence 6

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 p224-231] Chapter 9. Writing Correspondence 7

Chapter 9. Writing Correspondence Writing E-mails Stick to business. Don’t waste bandwidth. Use appropriate formality. Write correctly. Don’t flame. Chapter 9. Writing Correspondence 8

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. Chapter 9. Writing Correspondence 9

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 Chapter 9. Writing Correspondence 10

Chapter 9. Writing Correspondence

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