To: Nancy Myers

From: Treg Cox

Date: June,7 2022
Subject: APLED 121- Chapter 9 summary

The importance of Routine Correspondence

 Correspondence in the form of formal reports, memos, emails, reports and letters are
becoming more and more common in the work place. Text messages are also becoming
more common place while actually talking on the phone is becoming less common.

Which Communication Channel should you use ?

 Channels such as email or text messages, letters, or memos are a few of the different
channels to choose from when selecting a channel of communication. Consider your
audience, the complexity of the content and the speed of correspondence when selecting
which avenue your communication.

The difference Among Routine Correspondence Channels

 There are many differences between memos, letters, email, instant messages and text
messages. The differences can be put into the following categories, destination, format,
audience, topic, complexity and length of communication. Other distinctions are as follows,
tone, attachments, enclosures, delivery time, and security.

Reasons for Writing Memos Letters and E-mail Using

 In a professional setting we will have a variety of audiences which need to be considered

when corresponding with. Also there are a variety of reasons to communicate with
supervisors, coworkers, subordinates, vendors, stakeholders and customers. These reasons
include documentation, confirmation, procedures, recommendations, feasibility, status,
directive, inquiry, and cover.

All purpose Template for Memos Letters and E-mail

 In short, there three components of using memos, letters, and email. These components
include introduction, discussion, and conclusion.

Introduction

 Your introduction should be concise. Include a couple introductory sentences that inform
your reader what you are writing about, why you are writing, and what your intentions are
for writing.

Discussion

 This is where you develop specific content. You should keep the paragraphs short so that
reader will read them. You can use highlighting techniques to make the content more user
friendly.

Conclusion

 Your conclusion should include a thank you as well as direction as to what you want them to
do next.
essential components of memos

 Memos must contain an introduction, body, conclusion, and identification lines. They must
also include the date the memo was written, the name of the writer, the name of the
readers, and a subject line.

Essential Components of Letters

 It is essential that your letter be typed on 8 ½ x 11 paper. You need 1” to 1 ½ on the top and
on both sides. You should also use and appropriate business font.

Writer's Address

 This should contain your address or companies. The heading should consit of your address,
city, state and zip code.

Date

 You should include the date, you either write the date as May 31, 2016 or 31 May 2016.

Readers Address

 The readers address should be placed two lines below the date.

Salutation

 Salutation is the way you address your reader. Consider whether you are on a first name
basis with person as well as a their martial status.

Letter Body

 This should include an introductory paragraph, discussion paragraph, and concluding

paragraph. This should be two lines below the salutation.

Complimentary Close

 Two spaces below the concluding paragraph you should include “sincerely”.

Signed Name

 Sign your name so that it is readable.

Type Name

 Four spaces below the complimentary close include your name and title.

Optional Components of Letters

 The optional components of letters include a subject line, new page notations, writers and
typists initials, encloser notation and copy notation.

Letter Formats

 There are three common types of letter formats, these are full block, full block with subject
line, and simplified. With full block and full block with subject line you type all information at
the left margin with out indenting paragraphs, the date the complimentary close or
signature. In the simplified format you do not use a complimentary close or salutation.
Essential Components of E-mail

 Your emails should be professional, in order to achieve this you should identify yourself,
provide and effective subject line, keep your email brief, organize your email message, use
highlighting techniques, organize your email message, use highlighting techniques sparingly,
be careful when sending attachments, and practice netiquette.

Identify Yourself

 You should have your name and title in the “from” line of your email.

Provide an Effective Subject Line

 Include an informative subject line that relates to the content of your message to ensure
that it is read and the reader doesn’t think it is junk mail.

Keep your E-mail Message Brief

 Limit your message to just one screen.

Organize Your E-mail Message

 An organized email will include an introductory paragraph, a discussion paragraph, and a

conclusion. Make sure that you are concise and thorough.

Use Highlighting Techniques Sparingly

 You should not use bold face, italics, underlining, computer generated bullets, and numbers,
centering, font color highlighting, and font color changes. This is because it may not show up
on the readers computer they you intend. Instead limit highlighting to bullets, numbers
double spacing and headings.

Be Careful When Sending Attachments

 Inform your reader that you have sent them an attachment and specify the file name.

Practice Netiquette

 The following are common rules to be professional with your emails, be courteous, be
professional, avoid abusive angry emails.

Inquiry

 An inquiry occurs when you want information in regards to degree requirements, equipment
costs, performance records, turnaround time, employee credentials or any other matter of
interests.

Introduction

 Your introduction should explain why your are writing them and your intention.

Discussion

 Your discussion is where you inform your readers of your needs.

Conclusion

 Your conclusion should include the date in which you need a response.
Response

 Your response is where you provide information or answers back to the readers original
inquiry.

Cover

 This gives the reader an overview of what material you will be covering. The following are
common attachments, reports, maps, instructions, invoices, contracts, questionnaires,
drawings, specifications and proposals.

Complaint Messages

 A complaint message should include an introduction, discussion, and conclusion.

Adjustment Messages

 An Adjustment message is in response to a complaint and comes in 3 forms, you can agree
100 percent, disagree 100 percent or partially agree.

Order

 In business when you place an order you should be concise and correct. The introduction
should include the reason for placing the order, and authorization for placing the order.,
method of delivery, and source of item information. The discussion should have a lead-in,
itemized list of the order, and precise details. The conclusion should include the date you
need the order, how you will be paying, and contact information.

Confirmation

 A confirmation represents an official contract. This can be for items or services.

Recommendation Letter

 Common reasons for writing a recommendation letter include an employee deserves a

promotion, an ex-employee asks for a reference for a new job, a colleague is nominated for
an award, an acquaintance is applying for an education scholarship, a governmental agency
is checking references, or a consultant requests a reference for a new client.

Thank You Letter

 A thank you letter is a response to employee, customer, vendor, supervisor, or coworker

when you want to acknowledge something they did that you appreciate. This builds and
maintains positive relationships.

Instant Messages

 Instant messages provide quick and clear messages when emails or memos might be too
slow. They are commonly used in the business world when face to face communication is
limited.

Benefits of Instant Messages

 Instant messages provide faster communication, improved efficiency, synchronous

communication, inexpensive, more personal than email and less intrusive than phone calls.
Challenges of Instant Messages

 Instant messages provide challenges to go along with the benefits. The following are
common challenges, security issues, lost productivity, employee abuse, a distraction,
netiquette and spim.

Techniques for Successful Instant Messages

 The following are techniques for accomplishing successful instant techniques. Choose the
correct communication channel, summarize decisions, tune in or turn off, limit personal use,
and never use IM for confidential communication.

IM/TM Corporate Usage Policy

 Corporate policies can ensure appropriate IM/TM usage. Employees should be properly
trained. This should include is allowable services in the workplace. Employees should not
store passwords on computer desktops, this should also include necessary security.

Text Messages

 Text messages are growing more and more in the business setting. They are quickly
replacing emails and memos.

Reasons for Using Text Messages

 There many reasons for using text messages. These reasons include the low costs, the easy
access, speed, employees are able to multitask, it decreases the intimidation factor, and it
documents conversations.