To: Nancy Myers

From: Trent Tesch

Date: May 24, 2021

Subject: APLED 121-Chapter 9 Summary

CHAPTER 9
ROUTINE CORRESPONDENCE
The Importance of Routine Correspondence
The percentage of Employees who call E-mails, Memos, Letters and Reports is (98% Email) (70% Memos
and Letters) (60% Reports).

Which Communication Channel Should You Use?

There are a lot of different types of communication channels to use like E-mails, Text, Memos, and
letters. But when it comes down to which is best to use it all depends on what you are writing and how
secure it is in the form that you are sending it in would be the best way to determine if you are using the
wright channel.

The Differences Among Routine Correspondence Channels

One example of the difference in correspondence channels is the Destination. Memos are Internal,
Letters are External, E-mails are both Internal and External, and IM/TM are Internal and External.

Reasons for Writing Memos, Letters, and E-mail

A main reason for using these types of communication forms are due to the fact that they are flexible
and can be written for many different purposes.

Using an All-Purpose Template for Memos, Letters, and E-mails

➢ Introduction – Get to the point, write one or two sentences stating why and what you are
writing about
➢ Discussion – Make your text more reader-friendly by itemizing, using white space, boldfacing,
creating headings, or inserting graphics.
➢ Conclusion – A pleasant conclusion is a good idea, and to let them know what they need to do
next or what your plans are to do and provide dates and times of any action needed attention.
Essential Components of Memos
Memos must Have the name of the writer, the name or names of the readers, and a subject line all
followed by colons.

Essential Components of Letters

➢ Writer’s Address – Contains your personal address or your company’s address.
➢ Date – Document the month, day, and year when you wrote the letter.
➢ Reader’s Address – Contains Readers name, Reader’s Title (Optional), Company name, Street
address, City, State, and Zip Code.
➢ Salutation – Is placing Dear and your reader’s last name.
➢ Letter Body – The body should be single-spaced with double spacing between paragraphs.
➢ Complimentary Close – The typical complimentary close is “Sincerely”.
➢ Signed Name – Sign your name legibly beneath the complimentary close.
➢ Typed Name – Type your name four spaces below the complimentary close.
➢ Optional Components of Letters – You can include the fallowing optional components.

Letter Formats
Three common types of letter formats are Full Block, Full Block with Subject Line, and Simplified. With
full block and full block subject line you type all the information at the left margin without indenting
paragraphs, the date, the complimentary close or signature. The full block with subject line differs only
with the inclusion of a subject line. The simplified format is the same as the full block but does not
include salutation (“Dear ___:”) and no complimentary close (“Sincerely”).

Essential Components of E-mails

➢ Identify Yourself – By using your Name, Affiliation, or Title you can place this information in the
“From” line.
➢ Provide an Effective Subject Line – Make sure your subject line is effective so that it is not
considered spam or junk mail.
➢ Keep Your E-mail Message Brief – Limit your email to one screen if possible.
➢ Organize Your E-mail Message – use the introductory sentences why you are writing and what
you are writing about. In the discussion, clarify your point thoroughly. Use the concluding
sentences to tell the reader what is next and when the follow up is required and why the date is
important.
➢ Use Highlighting Techniques Sparingly – To avoid having parts of the message distorted, limit
your highlighting to bullets, numbers, double spacing, and headings.
➢ Be Careful When Sending Attachments – Make sure to tell your reader within the body of the e-
mail that you have attached a file. Specify the file name and the software application that you
have used and use compression (zipped) Files to limit your attachment size.
➢ Practice Netiquette – When you write your e-mail messages observe the rules of “netiquette.”
Be courteous, Be Professional, and Avoid Abusive, Angry e-mail Messages.
Criteria for Different Types of Routine Correspondence
➢ Inquiry – You want information about an interest that you or your company has. For example,
you could write “Please send me information you have on your CNC Machines you have.” Clarify
your intent and explain your rational for writing. Ask precise questions or list specific topics of
inquiry so that you receive the answers you are looking for.
➢ Response – One example would be writing a response on the inquiry of the cost of the Waterjet
Tables that your company carries. Begin with a pleasant reminder when you spoke to the person
or company you are writing to. Organize your discussion into as many different paragraphs as
needed and use bulleted or numbered lists for easier access. And end with an upbeat and friendly
tone.
➢ Cover (Transmittal) – Inform the reader what you have attached like a proposal or invoices.
Make sure you clarify what the information is time has passed and its not bad to remind you
reader. Use itemized lists for the reader to easily locate the important information. Conclude
with your reader knowing what will happen next and when it will happen.
➢ Complaint Messages – Clearly state the problem. Include dates, contact names, Information
about shipping, breakage information, and itemized list of defects and poor service. End you
letter positively you still want to reflect your company’s professionalism.
➢ Adjustment Messages – can go three ways 100% yes, 100% no, and a Partial Adjustment. First
state the good or bad news. Second Explain what happens next or why something is not covered.
Third end on as good of a note as you can depending on the outcome of the situation.
➢ Order – First reason for placing the order and authorization for placing the order method of
delivery and source of item information. Second a sentence led in and itemized list of the order
and specific details of all the parts or materials in the order.
➢ Confirmation – Remind your reader why and what topic is being discussed. Use highlighting
techniques to make your content accessible since this is most likely a legally binding document.
Then conclude telling the reader what needs to be done next include dates times and payment
methods if needed.
➢ Recommendation Letter – First include your position, relationship with the person, the
applicants name. In the body consider including examples of the applicant’s performance,
differences from other people, team skills, and others. Sum up with why the person is deserving
of consideration for the job.
➢ Thank-You Letter – By writing a thank you letter you show your appreciation and building
continued rapport. Remind the reader why you are writing, explain how the reader’s actions or
words helped you. At the end thank the reader for his or her time and kindness.
Instant Messages
➢ Benefits of Instant Messages – Faster communication, More personal than e-mails; less intrusive
then telephone calls, and Improved efficiency for collaboration and dispersed workgroups.
➢ Challenges of Instant Messages – Security issues, Lost productivity, employee abuse, Distraction,
Netiquette, and Spim.
➢ Techniques for Successful Instant Messages – consider these five suggestions. Choose the
correct communication channel, Summarize decisions, Turn in or turn off, Limit personal use, and
Never use IM for confidential communication.
➢ IM/TM Corporate Usage Policy – To clearly explain the role of IM and TM in the workplace, a
company should establish a corporate IM and TM usage policy.

Text Messages
➢ Reasons for Using TM – Some good reasons for using TM is Cost, Technological access, Speed,
Multitasking, Decrease the intimidation factor, and Documentation.

The Writing Process at Work

➢ Prewriting – Gather as much information on the subject you are writing about and lets you
determine your objectives.
➢ Writing – Draft your document. In doing so you need to organize content.
➢ Rewriting – Take the suggestions from your coworkers that have read through your rough draft
and rewrite for your finished product.