To: Nancy Myers

From: Stephen Shaw

Date: 2/17/2022
Subject: APLED 121-Chapter 9 Summary

Chapter 9 Routine Correspondence

The Importance of Routine Correspondence: Routine Correspondence provides
communication between people, whether they are in your profession or not.
Which Communication Channel Should You Use: Memos, letters, and e-mail messages are the
three most common methods of communication.
The Differences Among Routine Correspondence Channels: Length as well as organization such
as headings are different for each channel.
Reasons for Writing Memos, Letters, and E-mail: Memos, letters, and e-mail are all efficient at
providing good communication at your workplace or anywhere else you use them.
Using an All-Purpose Template for Memos, Letters, and E-mail: Memos, letters, and e-mail all
contain the following key components:
 Introduction: Let your point be clear. Introduce and describe what you are writing
about.
 Discussion: Summarize the main ideas of your topic. Use descriptive sentences and
examples of what it is about.
 Conclusion: Sum up your main ideas and point. Let the reader know what to do with the
information they just received.
Essential Components of Memos: Memos, including their introduction, body, and conclusion,
must have identification lines. These include the name or names of the readers, and a subject
line, followed by colons.
Essential Components of Letters: Your letter should be typed or printed on 8½” by 11” paper.
Leave 1” to 1½” margins at the top and on both sides. Choose an appropriate business font and
size.
 Writer’s Address: Your personal address or company address.
 Date: The date at which you wrote it.
 Reader’s Address: The reader’s personal address or company address.
 Salutation: An example would be Dear, followed by the reader(s) name(s).
 Letter Body: The main ideas of your letter and what you are writing about.
 Complimentary Close: An example would be sincerely, followed by your name.
  Signed Name: Your name signed legibly beneath the complimentary close.
 Typed Name: Your name typed four spaces below the complimentary close.
 Optional Components of Letters: You can include a subject line, new page notations,
writer’s and typist’s initials, enclosure notation, and copy notation.
Letter Formats: Three common types of letter formats include full block, full block with subject
line, and simplified.
Essential Components by E-mail: The following components help achieve an efficient e-mail:
 Identify Yourself: Let the reader know who is writing to them.
 Provide an Effective Subject Line: The subject line will help the reader see the title of
the e-mail when in their inbox.
 Keep Your E-mail Message Brief: E-mails are meant to be short and brief.
 Organize Your E-mail Message: Use paragraphs, sentences, and white space effectively.
 Use Highlighting Techniques Sparingly: Many e-mail platforms will not display certain
highlighting techniques.
 Be Careful When Sending Attachments: Be sure to attach a copy of your document or
graphic, and that you select the correct one.
 Practice Netiquette: Be courteous, professional, and avoid abusive and angry email
messages.
Criteria for Different Types of Routine Correspondence: Choosing the right form of
communication is dependent on the following examples.
 Inquiry: Information about something the reader knows about.
 Response: Providing information and details about a question the reader had previously
asked you about.
 Cover (Transmittal): A cover that precedes attached or enclosed documents, giving an
overview to the reader of the material that follows.
 Complaint Messages: Includes a polite introduction, discussion, and conclusion on a
complaint you had about a topic.
 Adjustment Messages: Responses to complaints of what can be changed.
 Order: Placing an order means that you would like something to be sent back to you.
 Confirmation: Confirming the reader of a previous topic you or they had a question
about.
 Recommendation Letter: Informing the reader of something or someone that you think
would be interesting to investigate.
 Thank-You Letter: Thanking the reader for something that they had previously done for
you.
Instant Messages:
  Benefits of Instant Messages: Instant messages are fast and short. This saves much
time.
 Challenges of Instant Messages: Instant messages are too short for long information.
Only brief messages are suggested.
 Techniques for Successful Instant Messages: Keep it short, spell it out.
 IM/TM Corporate Usage Policy: A company can include a trademark or logo.
Text Messages:
 Reasons for Using TM: Text messages provide fast communication and responses.
The Writing Process at Work:
 Prewriting: Brainstorm ideas.
 Writing: Write it.
 Rewriting: Edit and revise it.