To: Nancy Myers

From: Ryan Collins

Date: May 25, 2022
Subject: APLED 121-Chapter 9 Summary

CHAPTER 9
Routine Correspondence

The Importance of Correspondence-A survey was done on 120 American corporations with over 8
million employees shows that e-mails, memos, and reports are written routinely.
Which Communication Channel Should I Use? -E-mails are easy to write, can be sent instantaneously. E-
mails are not always the best to use. A posted memos works if informing employers who might not have
time or access to heck e-mails.
The Difference Among Routine Correspondence Channels?

Memos Letters E-mail IM/TM

Internal: External: Internal and external: Internal and external:
correspondence correspondence correspondence correspondence
written to colleagues written to people written to friends, written to friends,
within a company outside the business acquaintances, and acquaintances, and
coworkers, etc. coworkers, etc.

Reasons for Writing Memos, Letters, and E-Mail-The following are some examples on why to write
correspondence,
o Document expenses, incents, problems encountered etc.
o Confirmation for times, dates, and location, etc.
o Procedures for how to set up accounts, operate machinery, use new software.
o Recommendations on reasons for purchase, promote someone.
o Statuses for daily, weekly, monthly statements, etc.
o Directives for employee task.
o Inquiry for questions on new processes or procedures
 Introduction-Get to the point in the introductory sentence. Use one or two sentences to
describe the reason you are writing.
 Discussion-This section is where the content develops. Avoid writing in paragraphs; this can
push readers to skim rather than reading.
 Conclusion-End with “thanks” and/or directive action. A well written conclusions should
motivate the reader.
Essential Components of Memos-Along with the basic components like a into, body, and conclusion, a
memo must have identification lines. Identification lines indicate the date it was written, name of of the
writer, names of the readers, and finally a subject line.
Essential Components of Letters-Use 8½” by 11” paper, leave 1 to 1½ margins on the top and on both
sides of the paper. Use a clean font such as times new roman or arial with a font size of 12 point.
  Writer’s Address-Contains either a personal or business address, includes street address, city,
and zip code.
 Date-document the moth, day and year the letter was written. There are 2 formats to use when
listing the date, month, day, year or day, month, year.
 Reader’s Address-Contains information such as readers name, title, company name, street
address, and finally the city state and zip code.
 Salutation-This is placed 2 spaces below the inside address. These are used to address the
reader. One example of a salutation is Dear (Mr. Collins). You can also use their first name if it’s
appropriate.
 Letter Body-Begin the letter 2 spaces below the salutation. The body consist of an introductory
paragraph, discussion paragraph, and finally a concluding paragraph.
 Complimentary Close-Placed 2 spaces below the concluding paragraph. A typically example of a
complimentary close is “Sincerely”.
 Signed Name-Sign your name below the complimentary close.
 Typed Name-Type your name four spaces below the complimentary close. Type title one space
below your name if applicable.
 Optional Components of Letters-The following are option components,
o Subject line-Helps readers understand the letters intent. Its placed 2 spaces below the
inside address and two spaces above the salutation.
o New Page Notations-When letters are longer than one word, include city name, page
number, and the date after page one. This is placed either flush with the left margin at
the top of the subsequent pages or across the top of the subsequent pages.
o Writer’s and Typist’s Initials-When letters are typed by someone other than themselves,
include both the writers and the typist initials. This is place 2 spaces below the typed
signature. The writer’s initials are capitalized, the typist initials are lower case.
o Enclosure Notation-If enclosed information is listed in a report, mention this enclosure
in the letter, then type an enclosure notion two spaces below the typed signature. The
notation can be abbreviated to “Enc.”. It can also be written as “Enclosure”. Then
number of enclosures or specify what has been enclosed. should also be indicated.
Examples of this are “Enclosure (2)” and “Enclosure May Invoice”.
o Copy Notation-When sending a copy of a letter this should be used. Designated with a
lower case cc.
Letter Formats
Essential Components of E-Mail
 Identify Yourself
 Provide an Efficient Subject Line
 Keep Your E-Mail Message Brief
 Organize Your E-Mail Message
 Using Highlighting Techniques Sparingly
 Be Careful When Sending Attachments
 Practice Netiquette
Criteria for Different Types of Routine
Correspondence
 Inquiry
  Response
 Cover (Transmittal)
 Complaint Messages
 Adjustment Messages
 Order
 Confirmation
 Recommendation
 Letter
 Thank-You-Letter
Instant Message
Benefits of Instant Message
 Challenges of Instant Message
 Techniques for Successful Instant Messages
 IM/TM Corporate Usage Policy
Text Messages
Reasons for Using TM
The Writing Process at Work
 Prewriting
 Writing
 Rewriting