To: Nancy Myers

From: Jacob Powers

Date: May 22, 2020
Subject: APLED 121 - Chapter 6 Summary - Page 126

CHAPTER 6
Routine Correspondence
The Importance of Routine Correspondence – E-mails, Memos, Letters, and Reports are extremely
important in almost every American workplace.
Which communications Channel Should You Use? – Consider the device that your recipient will
need to receive the message. Consider the security of your transmission method.
The Differences Among Routine Correspondence Channels – Memos are physical documents
written to colleagues with a company. They can use more acronyms, abbreviations and a less formal
tone. Letters are physical documents sent to external correspondents like clients and vendors. They are
generally more formal in tone and explain things in greater detail. Letters are more secure than digital
transmission methods but take longer and are less convenient. E-mail messages are used to
communicate with anyone about anything. They can use a wide range of tones and cover diverse topics.
They are transmitted within seconds and can be easily shared with other people. Instant and test
messages are like email but usually informal and shorter in length, also less likely to include
attachments.
Reasons for Writing Memos, Letters, and E-mail – To communicate and share information with
people.
Using an All-Purpose Template for Memos, Letter, and E-mail
 Introduction – A sentence or two describing what you’re discussing and why you’re discussing
it.
 Discussion – Development of the specific content. Likely to be skimmed for information.
Bulleted lists, numbered lists, charts, and graphs are preferable to large paragraphs.
 Conclusion – Concludes the correspondence. May include a directive action or information
about your plans.
Essential Components of Memos – In addition to the typical components, memos include the date,
the name of the writer, the name(s) of the reader(s), and a subject line.
Essential Components of Letters – Printed on standard sized paper. Uses professional looking and
easy to read fonts and font sizes.
 Writers Address – Personal address or company’s address.
 Date – Month, day, and year.
 Reader’s Address
 Salutation – “Dear Mr. Smith:”
  Letter Body – Introduction, discussion, and conclusion. Double spaces between paragraphs.
 Complimentary Close – “Sincerely,”
 Signed Name – Signed name beneath the complimentary close.
 Typed Name – Typed name beneath the signed name area.
 Optional Components of Letters – Subject line between address and salutation. Page
numbers for multi-page documents. Writers initials and typist initials if there is a different
person to do the typing. Example “WTW:mm”. Enclosure notation if the letter is meant to be
read before another document. Copy notation indicates who else you’ve sent the same
document to.
Letter Formats – Full block, full block with subject line, simplified.
 Full Block – No paragraph indents, no subject line. Includes date, complimentary
close, and signature.
 Full block with Subject line - No paragraph indents. Includes date,
complimentary close, and signature.
 Simplified - No paragraph indents, no subject line, no salutation, and no
complimentary close. Includes date and signature.
Essential Components of E-mail
 Identify Yourself – Name, affiliation, or title. Can be in the “From” line or a separate signature
file.
 Provide an Effective Subject Line – Convince the reader that the E-mail is worth their time
and let them know what the E-mail is about.
 Keep Your E-mail Message Brief – Limit to one screen.
 Organize Your E-mail Message – Introduction, discussion, and conclusion.
 Use Highlighting Techniques Sparingly – Only use bullets, numbers, double spacings, and
headings because some E-mail platforms will not display colors and boldness.
 Be Careful When Sending Attachments – Let the reader know that you have attached a file
and what the file is called.
 Practice Netiquette – Be professional, avoid text shortening slang.
Criteria for Different Type of Routine Correspondence
 Inquiry – Be specific about the information you’re asking for.
o Introduction – Tell them why you’re writing to them and what you’re writing about.
o Discussion – Specify your needs. Make inquiries with specific details.
o Conclusion – Tell them specifically when you need a response. Possibly tell them why
you need it by that time.
 Response – Provide information and answers.
o Introduction – Tell them why you’re writing to them and what you’re writing about.
o Discussion – Details and explanations.
o Conclusion – Contact information.
  Cover (Transmittal) – Precedes other documents and gives and overview of the material that
follows.
o Introduction – Tell them why you’re writing to them and what you’re sending.
o Discussion – Tell the reader what you’ve enclosed and help them locate important
information.
o Conclusion – What you want to happen next and when you want that to happen.
 Complaint Messages
o Introduction – Tell them what the problem is.
o Discussion – Describe in detail the problems you’ve experienced.
o Conclusion – End on positive note and provide contact information.
 Adjustment Messages – Can completely agree, completely disagree, or agree with some part
of the complaint. Maintain good will if you don’t agree by providing coupons or discounts. Use
sugarcoat everything so you don’t lose a customer.
 Order
o Introduction – Reason for placing the order and authorization for placing the order.
Method of item delivery. Item information.
o Discussion – List of the order contents. Precise details about the items.
o Conclusion – Date needed, method of payment, contact information.
 Confirmation – Written to verify the details of an agreement.
o Introduction – Tell them why you’re writing to them and what you’re writing about.
o Discussion – Clarify the details of the agreement.
o Conclusion – Tell the reader what to do next.
 Recommendation Letter
o Introduction – Who you are and how you relate to the applicant.
o Discussion – Specific examples of the applicant’s skills, strengths, and desirable
qualities.
o Conclusion – Summary and contact information.
 Thank-You Letter – Write what they did for you and thank them.
Instant Messages
 Benefits of Instant Messages – Fast communication, more personal, less intrusive, and
cheap.
 Challenges of Instant Messages - Abuse, distraction, and security issues.
 Techniques for Successful Instant Messages – Use when speed and convenience are most
important. Limit personal use and do not use for sensitive information.
 IM/TM Corporate Usage Policy – Specify what constitutes appropriate use of IM/TM. Take
appropriate security measures.
Text Messages
 Reasons for Using TM – Cheap, fast, easy, and provides documentation of past conversations.
The Writing Process at Work
 Prewriting – Any method to overcome blank page syndrome.
 Writing – Draft the document with organized content.
 Rewriting – Proofread and get suggestions from others.