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Chapter 9 Summary

The document provides an overview of effective communication methods for routine workplace correspondence, including emails, memos, letters, and instant messages. It discusses choosing the appropriate channel based on audience, and includes essential components and formatting guidelines for different correspondence types. Tips are provided for writing concisely and professionally across various channels to ensure messages are clear, organized and follow netiquette standards.

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114 views5 pages

Chapter 9 Summary

The document provides an overview of effective communication methods for routine workplace correspondence, including emails, memos, letters, and instant messages. It discusses choosing the appropriate channel based on audience, and includes essential components and formatting guidelines for different correspondence types. Tips are provided for writing concisely and professionally across various channels to ensure messages are clear, organized and follow netiquette standards.

Uploaded by

api-611181750
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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To: Nancy Myers

From: Djavan Branting


Date: May 30, 2022
Subject: APLED 121-Chapter 9 Summary-Outline

Chapter 9 Routine correspondence

• The importance of routine correspondence commonly on a day-to-day


basis you are going to be in contact with other employees whether that be
through email, text, or phone call.

• Which Communication channel should be used this once again goes back
to knowing your audience. For instance, you’re not going to send a text
message to a manager of a company who doesn’t own a smart phone-- in
that case it would be better send an email.

• The difference among routine and correspondence channels you should


also be aware of the differences between things like memos, text
messages, and emails.

• Reasons for writing memos letters and emails sometimes a company will
have a specific reason for using only text messages or emails, whether that
be their audience or convenience.

• Using an all-purpose template or memos letters and emails it is important


to follow these key components when writing an email or memo:

o Introduction when writing an introduction get to the point, cut back


all the fluff in your intro, and let your audience know exactly what
you’re about.

o Discussion once again I come back to one of the most important


things: know your audience. You wouldn’t publish the same letter to
a coworker that you would give to a customer.
o Conclusion make your sentences feel complete and like one whole
component especially when you finish them.

• Essential components of memos just like any good cake recipe there’s
essential components that are required in writing memos: the name of the
writer, the name of the reader, and subject line followed by colons.

• Central components of letters essential components of writing a letter


include the margins in both sides and many others.

o Writers address in case they need to send back a reply it is important


for them to know your address, city, state, and zip code as they won’t
be able to send back a reply if they don’t have these things.

o Date put down the month the day and the year.

o Reader Address you should have their name and the reader’s title.
This is optional: company name, street address, city, state and ZIP
Code.

o Salutation this is the “Dear….” insert their name here part of the
letter.

o Letter body this is the main part of your letter-- the meat and fat of
your letter-- it is the essential component of the letter.

o Signed name-- put an official signature that is legible on the bottom


of any official document.
o Typed name also include a typed name as this can be easier to read
for people.

o Optional components of letters unlike essential components of


letters this is not required but can spice up the letter a little bit more.

• Letter formats common types of letter formats include full block with full
subject line, and simplified.
• Essential components of emails here are some following tips that are
essential to writing an email:

o Identify yourself identify who you are. Include your full title and
affiliations if needed.

o Provide efficient subject line provide an efficient subject line. Often


times a reader can be put off reading an email without one as there
is a chance that it could be a spam email.

o Keep your email message brief it is important to know that most


readers are probably not going to read the entire message-- they are
more likely to skim through or just look at the introduction of the
message, so keep the message simple.

o Organize your email message keep your messages organized and


brief. Narrow down your message if necessary if it is a little bit
longer.

o Be careful when sending attachments when sending attachments in


your email specify exactly what is in the attachment and what format
you are using for the attachment. Once again, if it is not specific
enough it is likely a reader to think it is a spam message.

o Practicing Netiquette practice good etiquette when writing a


message that you’ll send out over the Internet. Remember this is not
a message you’re sending to your friends. Cautious and most of all be
professional.

• Criteria for different types of routine Correspondence different types of


emails messages and people that you’ll be sending it to have different types
of criteria in order to fill out that email.

o Inquiry this is generally a request for information from the sender to


the receiver.
o Introduction this allows the reader to know what is ahead while they
are reading what you sent them.

o Cover this can give an overview of attachment such as reports, maps,


introductions, invoices, contracts, questionnaires, drawings,
specifications and proposals.

o Complete messages-- a complete message include the following


introduction discussion and conclusion.

o Adjustment messages adjustment message is kind of a response. It


can either be 100% yes or no and in between response.

o Order often times different reasons for taking an order such as


holidays demands.

o Confirmation it is important to have an introduction, discussion,


and a conclusion when writing a confirmation as it will make it seem
more official.

o Recommendation Letter this is recommending a person to a


position, such as if my collision teacher wants to give me a
recommendation letter to help me get a job.

o Thank you letter especially if you were going to be professional a


thank you letter is extremely important. This can be if you are
receiving a recommendation letter or thanking someone for services
they provided and so on.

• Instant messages oftentimes an email or memo can be far too slow for a
modern workplace in most cases instant message can actually be faster and
more efficient. But I wouldn’t say this is as professional it still is faster.

o Benefits of instant message benefits faster communication,


improved collaboration with groups, synchronize communication,
and it’s cheaper than a long distance phone call.
o Challenges of instant message challenges include security issues
loss of productivity employee abuse distraction and spam
messages.

o Techniques of successful instant messages marks of successful


Internet messages include: choose the correct communication
channel, summarize dictations, tune in or two off, limit personal use
and never use IM confidential communications.

o IM/TM corporate usage policy it is important to follow the policy


when you are working for a company or business or running a
company or business.

• Text messages text messages are definitely an essential in the workplace. It


is easier and faster than writing an email and is more likely to be read by
the receiver.

o Reason for using TM the reason why we use trademark is cost,


technical access, speed, multitasking, and various other reasons, and
it’s just a good thing to include especially if you are using something
that is not yours.

• The writing process at work the following steps should be followed when
doing the writing process at work this can keep things faster and more
simple, especially if you’re writing to an important person.

o Pre-writing : pre-writing is a way to get down the initial thought and


to get it just on the paper.

o Writing : look at writing as more as getting a rough draft down now


you have the initial idea out you need to get it more finalized.

o Rewriting: now you have a rough draft you can do your final draft, or
you can just edit your rough draft depending on how good the first
copy was.

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