To: Nancy Myers

From: Ricky Johnson

Date: May 22, 2020
Subject: APLED 121-Chapter 6 summary
______________________________________________________________________________

Chapter 6 Summary
The importance of routine correspondence – on a day to day basis employees routinely
write memos, letters e-mails, instant messages, reports, and text messages.

Which communication channel should you use – determine which communication

channel would be best based off of your audience, topic, speed it needs to be delivered,
and security concerns.

The differences among routine correspondence channels – distinguish among the

different routine communication channels,

Reasons for writing memos, letters, and E-mail – know why to write memos, letters,
and e-mails. Memos, letters, and e-mails can be written for many different purposes and
a wide range of readers.

Using an all-purpose template for memos, letters and E-mail

 Introduction – write one or two sentences which tell the reader the topic and
why you are writing.
 Discussion – don’t make your writing to long and try to make your text more
reader friendly by itemizing, using white space, boldfacing, creating headings, or
inserting graphics.
 Conclusion – conclude your writing with a thanks or directive action.

Essential components of a memos – memos need an introduction, body, conclusion,

and identification lines.

Essential components of a letter

 Writers address – this section includes your personal address or your company’s
address.
 Date – document the month, day, and year when you write your letter.
  Readers address – place the readers name, address, and company name two
lines below the date.
 Salutation – put dear and your readers last name two spaces below the inside
address.
 Letter body – start the body two spaces below the salutations. The body includes
your introductory paragraph, discussion paragraph, and concluding paragraph.
 Complimentary close – place sincerely two spaces below the concluding
paragraph.
 Signed name – sign your name legibly below the complimentary close.
 Typed name – type your name four spaces below the complimentary close.
 Optional components of letter – you can also include things such as subject line,
new page notations, writers and typists initials, and copy notation.

Letter formats – the three main letter formats are full book, full book with subject line,
and simplified.

Essential components of a E-mail

 Identify yourself – identify yourself by name, affliction, or title.

 Provide an effective subject line – try and ensure your reader will click on your e-
mail by not using common spam like subjects.
 Keep your E-mail message brief – try to make your e-mail as short and direct as
you can to keep from your reader just scanning your e-mail.
 Organize your E-mail message – even in an e-mail try and keep your writing
organized with introduction, discussion, and conclusion paragraphs.
 Use highlighting techniques sparingly – many platforms people use to read e-
mails won’t show certain highlighting techniques.
 Be carful when sending attachments – tell your reader that you have attached a
file.
 Practice netiquette – be courteous, be professional, and avoid angry e-mails.

Criteria for different types of routine correspondence

 Inquiry – you can request information in a letter, memo, or e-mail.

 Response – in a response you provide information, details, or answers to an
inquiry.
 Cover – cover correspondence precedes attached or enclosed documents.
  Complaint message – include a introduction, discussion, and conclusion.
 Adjustment message – responses to complaints.
 Order – order correspondence provides you documentation.
 Confirmation – correspondence represents an official contract.
 Recommendation letter – you may have to write a recommendation for a
employee, colleague, or client.
 Thank-you letter – you should always write a thank you letter if an employee or
business does you favor.

Instant messages

 Benefits of instant messages – much faster process.

 Challenges of instant messages – security, abuse, spim, and distractions.
 Techniques for successful instant messages -choose correct communication
channels.
 IM/TM corporate usage policy – train employees to use IM and TM and add
proper security.

Text messages

 Reasons for using TM – cost, speed, access, documentation, multitasking, and

decrease the intimidation factor.

The writing process at work

 Prewriting – brainstorming.
 Writing – write a rough draft and ask for suggestions to revise it.
 Rewriting – revise using the suggestions.