Assignment 12 - Chapter 6 Summary - Routine Correspondence

To: Nancy Myers
From: Russell Price

Date: May 20th, 2020
Subject: APLED 121- Assignment #15 - Chapter 6 Summary
______________________________________________________________________________
CHAPTER 6
ROUTINE CORRESPONDENCE
The Importance of Routine Correspondence-The already ubiquitous use of written communication in its
various forms necessitate strategies for their effective use.
Which Communication Channel Should You Use?-Use knowledge of both your audience, their needs,
and the content to select the correct medium for correspondence,
The Differences Among Routine Correspondence Channels-Table 6.1 reviews the distinctions of
different correspondence types and explains the different characteristics of each.
Reasons for Writing Memos, Letter, and E-mail-Correspondence is written to difference combinations
of audience members, and can be written for many different purposes including:
✓ Documentation-Documenting business information.

✓ Confirmation-Confirming information or agendas.
✓ Procedures-How something should be done-
✓ Recommendations-Why something should be done.
✓ Feasibility- Changes in the workplace.
✓ Status-Explain the current status of a project.
✓ Directive-Assignments to subordinates.
✓ Inquiry-Questions about upcoming processes or procedures.
✓ Cover-The preface to further information.
Using an All-Purpose Template for Memos, Letters, and E-mails-Correspondence contains the following
components:
• Introduction-What the topic is and why you are writing about it.
• Discussion-Development of specific content.
• Conclusion-End with a thank you or directive action.
Essential Components of Memos-In addition to the key components, memos also contain dates, names,
and a subject line.
Essential Components of Letters-Letters should be on 8 1/2” x 11” paper and written in professionally
acceptable font. They should also contain:
• Writer’s Address-Personal or Company address.
• Date-The date in proper format.
• Reader’s Address-The address of the recipient.
• Salutation-A greeting such as “Dear” or Mr., Ms., or Mrs. if you are sure of gender and
marital status.
• Letter Body-The main body of your written communication.
• Complimentary Close-Typically “Sincerely”.
• Signed Name-Your real or digital signed name.
• Typed Name-Your typed name.
• Optional Components of Letters-These optional components may be added:
✓ Subject Line
✓ New Page Notifications
✓ Writer’s and Typist’s Initials
✓ Enclosure Notation
✓ Copy Notification
Letter Formats-Common letter formats include full block, full block with subject line, and simplified.
You will choose your format based mostly on your intended recipient.
Essential Components of E-mail-These tips will help your emails be professional:
• Identify Yourself-By name, affiliation, or title, possibly with an electronic signature.

• Provide an Effective Subject Line-Create a subject line specific to your communication.
• Keep Your E-mail Message Brief-Limit your message to one screen.
• Use Highlighting Techniques Sparingly-Different e-mail services may not display these
correctly.
• Be Careful When Sending Attachments-Tell the reader a file is attached and specific the
format.
• Practice Netiquette-Be cautious and professional and avoid angry emails.
Criteria for Different Types of Routine Correspondence-Determine the best style of correspondence to
use based on the audience.
• Inquiry-This is a request for information and must be specific in nature.

▪ Introduction-Clarify intent. The why.
▪ Discussion-Specify your needs with specific questions.
▪ Conclusion-Conclude precisely and provide dated action.
• Response-Provides answers to an inquiry.
▪ Introduction-Pleasant, with a reminder of why you are writing.
▪ Discussion-Organize paragraphs as needed, it is ok to use bullets.
▪ Conclusion-end in an upbeat and friendly tone.
• Cover (Transmittal)-Precedes attached documents.
▪ Introduction-Explain why you are sending the documents.
▪ Discussion-Explain either what you have enclosed or the value of what is
enclosed.
▪ Conclusion-Tell the reader what should happen next.
• Complaint Message-A message of complaint.
▪ Introduction-Politely state the problem.
▪ Discussion-Explain the problem experienced in detail.
▪ Conclusion-End the letter positively to ensure cooperation.
• Adjustment Messages-Responses to complaints, either 100 percent yes, 100 percent
no, or partial adjustments.
• Order-A documentation for a business product or service order.
▪ Introduction-Contains the reason and authorization for placing the order,
delivery method, and source of item information.
▪ Discussion-The itemized product list with precise detail.
▪ Conclusion-Date needed, payment information, and contact information.
• Confirmation-Represents an official written contract.
▪ Introduction-Remind the reader of what and why.
▪ Discussion-clarify the details of the agreement using highlighting techniques.
▪ Conclusion-Tells the reader what to do next.
• Recommendation Letter-A letter of recommendation for someone about whom you
have a positive opinion.
▪ Introduction-Includes identifying details and relationship.
▪ Discussion-Specific details about the applicant’s relevant skills.
▪ Conclusion-A summation statement of why the person is deserving of what you
are recommending.
• Thank-You Letter-Good business and generally courteous. Use to build rapport.
Instant Messages-A fast paced method of office communication.
• Benefits of Instant Messages-IM is fast, efficient, and cheap.

• Challenges of Instant Messages-There are security issues as well as workplace
productivity issues stemming from misuse.
• Techniques for Successful Instant Messages-Use the following five suggestion to solve
potential problems:
✓ Choose the Correct Communication Channel
✓ Summarize Decisions
✓ Tune In, Turn Off
✓ Limit Personal Use
✓ Neve Use IM for Confidential Communication
• IM/TM Corporate Usage Policy-Clearly define corporate usage policy for these tools to
help employees be successful.
Text Messages-A growing, almost universally used method of communication that has many business
uses.
• Reasons for Using TM-Cost, speed, access, and documentation are all reasons to
embrace TM.
The Writing Process at Work-Clarify the process with these here steps:
• Prewriting-Use different techniques to overcome a blank page and determine your

objectives.
• Writing-Draft your document.
• Rewriting-Rewrite your correspondence to create the finished product.

Assignment 12 - Chapter 6 Summary - Routine Correspondence

Uploaded by

Copyright:

Available Formats

Assignment 12 - Chapter 6 Summary - Routine Correspondence

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Assignment 12 - Chapter 6 Summary - Routine Correspondence

Uploaded by

Copyright:

Available Formats

To: Nancy Myers

From: Russell Price

✓ Documentation-Documenting business information.

Essential Components of E-mail-These tips will help your emails be professional:

• Identify Yourself-By name, affiliation, or title, possibly with an electronic signature.

• Inquiry-This is a request for information and must be specific in nature.

Instant Messages-A fast paced method of office communication.

• Benefits of Instant Messages-IM is fast, efficient, and cheap.

• Prewriting-Use different techniques to overcome a blank page and determine your

You might also like