To: Nancy Myers

From: Christopher Foster

Date: May 30, 2021
Subject: APLED 121-Chapter 9 Summary

______________________________________________________________________________

Routine Correspondence

 The Importance of Routine Correspondence

o Many different communication channels to allow easier free-flowing messages
and reports to document all tasks
 Which Communication Channel Should You Use?
o Choosing your communication channel using 4 key questions
o Who your audience is?
o The complexity of your topic
o Speed with which your message can be delivered
o Any Security Concerns?
 The Differences Among Routine Correspondence Channels
o Memos – Destination, Internal; Format, Identification lines “date”, “To”, “From”,
and “Subject” The message Follows
o Letters – Destination, External; Format, includes letterhead address, date,
reader’s address, Salutation, text, complimentary close, and signatures
o E-mail – Destination, both internal and external; Format, Includes “To” “From”
“Subject” and “Date”. Options include Complimentary Copy (cc), Forwarding,
and replying to numerous readers at once.
o IM/TM – Destination, both internal and external; Format, No Format
 Reasons for Writing Memos, Letters, and E-mail
o Documentation – Expenses, Incidents, Accidents, Problems encountered,
Projected costs, Study findings, Hiring, Reallocations of staff or equipment
o Confirmation – Meeting agenda, date, time, location; Decision to purchase or
sale; Topics for discussion.
o Procedures – How to documentation
o Recommendations – Reasons to purchase new equipment or promote someone.
o Feasibility – Changes in the workplace
o Status – Daily, Weekly, Monthly, Quarterly, Biannual, and Yearly statements
about where you and your department or company is regarding many topics
o Directive (Delegation of responsibilities) – Assignments to subordinates of their
designated tasks
To: Nancy Myers
From: Christopher Foster
Date: May 30, 2021
Subject: APLED 121-Chapter 9 Summary

______________________________________________________________________________
o Inquiry – Questions about upcoming processes or procedures
o Cover – Preface to proposal, long report, or other attachments
 Using an All-Purpose Template for Memos, Letters, and E-Mail
 Introduction
o Two sentences, clarify what your topic is and why you are writing.
 Discussion
o Develop your content specifically, longer paragraphs will lead to an uninterested
audience, keep it short and itemize, use white space, boldfacing, heading and
graphics
 Conclusion
o Always give complimentary close to your audience, a directive action or directive
close tells your audience exactly what you want them to do next or what your
plans are.
 Essential Components of Memos
o Date
o Name of writer
o Name or names or readers
o Subject line
o All the above followed by colons
o Introduction, Body, Conclusion
 Essential Components of Letters
o Typed or printed on 8 ½” x 11” paper
o Writer’s Address- current writer’s address
o Date- current date
o Reader’s Address- current reader’s address
o Salutation- greeting
o Letter Body- main paragraph
o Complimentary Close- sign off
o Signed Name-sign your name
o Typed Name- print your name
o Optional Components of Letters- p.s.
o New page notations if more than 1 page- add notations if needed
o If written and typed by 2 separate people, include both initials- don’t forget to
initials
To: Nancy Myers
From: Christopher Foster
Date: May 30, 2021
Subject: APLED 121-Chapter 9 Summary

______________________________________________________________________________
 Letter Formats
o Full Block
o Type all information at the left margin, without indenting paragraphs, the date,
the complimentary close, or signature
 Full Block with subject line
o Follows same guidelines as Full Block however adds a Subject line
 Simplified
o Follows the same guidelines but with two significant omissions, no salutations
(Dear __) or Complimentary close (Sincerely ___)
 Essential Components of E-mail
o Identify yourself
o Provide an Effective Subject Line
o Keep your E-mail Message Brief
o Organize Your E-mail Message
o Use Highlighting Techniques Sparingly
o Be careful when sending attachments
o Practice Netiquette, Being courteous and professional
 Criteria for Different Types of Routine Correspondence
o Inquiry, Question
o Response, Informative details
o Cover (Transmittal), Overview of enclosed documents
o Complaint Messages, State problem, discuss, End positively
o Adjustment Messages, 3 different forms, 100% yes, 100% no, and partial
adjustment where you agree with some complaints but disagree with other
aspects
o Order
o Confirmation, Summarization of your requests or order
o Recommendation Letter, any recommendation you want to make
o Thank-you Letter
 Instant Messages
 Benefits of Instant Messages
o Faster
o Improved efficiency for collaboration and dispersed workgroups
o Synchronous communication
To: Nancy Myers
From: Christopher Foster
Date: May 30, 2021
Subject: APLED 121-Chapter 9 Summary

______________________________________________________________________________
o Cheaper than long-distance telephone rates
o More personal
o Less intrusive
 Challenges of Instant Messages
o Security concerns are abundant
o Lost productivity, Slower typing than talking
o Employee abuse, sending personal messages instead of job-related
communications
o Distraction, Bored colleague easily distract you with personal messages
o Netiquette, IM can lead to rudeness with people feeling to relaxed about it
o Spim, Instant message spam
 Techniques for Successful Instant Messages
o Choose correct communication channel
o Summarize decisions
o Tune in, or turn off
o Limit personal use
o Never use IM for confidential communications
 IM/TM Corporate Usage Policy
o Employees should be trained to use IM and TM effectively for business
o Explain which services are allowable in the workplace
o Do not allow employees to store IM or TM passwords on computer desktops or
other sites easily accessed
o Install appropriate security measures including automated encryption to protect
against external threats
o Log and archive instant messages and text messages for compliance to company
policy
 Text Messages
 Reasons for Using TM
o Reduced Cost
o Technological access, more people have phone readily accessible than a
computer
o Quick send and receive time
o Allows for multitasking
To: Nancy Myers
From: Christopher Foster
Date: May 30, 2021
Subject: APLED 121-Chapter 9 Summary

______________________________________________________________________________
o Decrease intimidation factor, less face to face and a more informal
communication takes some of the pressure off
o Documentation, instant record of dialogue not always available with phone calls
 The Writing Process at Work
 Prewriting
o Gathering information to help alleviate the writer’s block
o Determine your objectives
 Writing
o After gathering all information and determining your objectives its time to draft
up your document
o Remember this is where we organize
 Rewriting
o Have a colleague or peer proofread your document
o Make changes and revisions as appropriate and you have your finalized copy