Technical writing -

Correspondence
Business correspondence means the exchange of information in
a written format for the process of business activities. Business
correspondence can take place between organizations, within
organizations or between the customers and the organization. The
correspondence refers to the written communication between persons.
Hence oral communication or face to face communication is NOT a
business correspondence.
Types of correspondence
Since written communication is a necessity in any work place, different
types of correspondence are used to perform different tasks in the office.
Technical writing consists of many different types of
documentation/correspondence, i.e.,

Emails
Memos
Letters
Reports

We cannot use one for all purposes. They all have different advantages
and serve different purposes. We have to consider which one is more
appropriate according to the desired task.
They all differ in,
• Destination/ Audience
• Format
• Topics/Purpose
• Tone
• Speed or delivery time
• Attachments
• Length
• Security

So how to know which one to use and when?

1- Determine the Purpose

Know why are you writing?

• Documentation (of incidents or expenses etc.)
• Confirmation (of meeting, agendas, dates, timings etc.)
• Procedures
• Recommendations
• Feasibility (of projects and changes etc.)
• Status (of projects or departments)
• Directive (instructions or designation of tasks)
• Inquiry
• Cover/transmittal
2- Determine the Audience

Know who are you writing to?

• Supervisor
• Colleagues
• Subordinates
• External parties
• Other
MEMOS
Memos are internal correspondence, written by
employees in a company to employees in the same company.
Memos are shorter, usually limited to a page.

How to write memos

Memos include
• Identification lines
• Subject Line
• Introduction
• Discussion
• Conclusion
• Identification lines (all followed by colon)
-DATE: The month, day, and year in which you are writing
-TO: Name of the recipient/reader
-FROM: Name of the writer
• Subject line (typed in all capitals)
It provides audience two things: a topic and a focus. 100% of
readers read the subject line so it should summarize the memo’s
content.

For example, a successful subject line would read as follows:

SUBJECT: VACATION SCHEDULE FOR EMPLOYEES
Here employees is the topic of the memo; vacation schedule is the
focus.
The focus supports communication more than the topic. The topic
of a memo, for instance, can stay the same, while the focus
changes.
Look at the following examples:

SUBJECT: SALARY INCREASE FOR EMPLOYEES

SUBJECT: TERMINATION OF EMPLOYEES
SUBJECT: HIRING PROCEDURES FOR EMPLOYEES
SUBJECT: TRAINING SEMINARS FOR EMPLOYEES

In each of these instances, the topic stays the same, i.e., Employees
while the focus changes.
We see a huge difference between salary increases, vacation
schedules, and termination.
• Introduction
Write one or two clear introductory sentences
-What you want
-Why you are writing

Examples:
 “In our third meeting on quality control, I’d like to get together
again to determine if improvements have been made.”
 “As a follow-up to our phone conversation yesterday (11/2/19), I
have met with the Vice President regarding your suggestions.
He’d like to meet with you to discuss the following ideas in more
detail.”
• Discussion
Here discuss the details. Respond with the reporter’s questions:
Who, What, When, Why, Where, and How.

Make your information accessible by applying highlighting

techniques such as
Itemization
White space
Boldface type
Headings
Columns
Graphics
• Conclusion
There are two ways to conclude a memo,

You can either motivate the readers and leave them happy.
Ex. “If our quarterly sales continue to improve at this rate, we will
double our sales expectations by 2005. Congratulations!”

OR you can direct the readers by telling them exactly what you
want them to do next or provides dated action.
Ex. “Next Wednesday (11/13/09), Mr. Jones will provide each of
you a timetable of events and a summary of accomplishments.”
Memo writing tips
• Successful memos are clear, concise, accessible, accurate, and
achieve audience recognition.
• Use simple words, readable sentences, and specific detail
• Use proper grammar
• Pre-write: Answer who, what, when, why, where, and how
• Write: Draft the memo using the correct memo format and
checklist
• Re-write: Check for errors, flow, and tone.
Practice Writing a Memo
Scenario: You are a supervisor who needs to inform staff
members about a meeting with clients. Write a memo directing
the staff members to be prepared with their presentation on
product advertisement campaign to discuss with the clients.
Pre-write: Answer who, what, when, why, where, and how
Write: Draft the memo using the correct memo format and
checklist
Re-write: Check for errors, flow, and tone