To: Nancy Myers

From: Russell Price

Date: May 20th, 2020
Subject: APLED 121- Assignment #15 - Chapter 6 Summary
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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.