We live in an electronic age where we are not only judged by the way we present ourselves online, we must also remember that all the writing we produce online exists into perpetuity. Nothing is ever fully deleted.
Do exercise #6 at the end of Chapter 14 of the textbook. The word count requirement is relaxed for this assignment, since it's one page.
It is important that you do not just regurgitate the information from the chapter. You should use the chapter, but also go beyond it to use outside sources
Slide 1 Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's 1 Chapter 14 Overview: Writing Correspondence • Understanding the process of writing correspondence • Selecting a type of correspondence • Presenting yourself effectively in correspondence • Writing letters • Writing memos • Writing emails • Writing microblogs • Writing correspondence to intercultural readers Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's 2 Understand the process of writing correspondence: 1. Choose the appropriate type of correspondence. 2. In letters, memos, and email, state your purpose, use headings, summarize your message, provide adequate background, organize the discussion, and highlight action items. 3. In microblogs, state your message or question clearly. 4. Revise, edit, and proofread. Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's 3 Select the appropriate application: • Letters are the most formal and most appropriate for communicating with people outside your organization. • Memos are moderately formal and appropriate for people in your organization. Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's 4 Select the appropriate application (cont.): • Email is best for quick, relatively informal communication. • Microblog posts (Twitter tweets, Facebook status updates) can be useful for informal questions or statements addressed to a group. Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's 5 Use these five principles to present yourself effectively: • Use the appropriate level of formality. • Communicate correctly. • Project the “you attitude.” • Avoid correspondence clichés. • Communicate honestly. Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's 6 Most letters include six elements: • heading • inside address • salutation • body • complimentary close • signature Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's 7 • attention line • subject line • header for second and subsequent pages • enclosure line • copy line Some letters include additional elements: Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's 8 • modified block • full block Most letters use one of two formats: Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's 9 • inquiry • response to an inquiry • claim • adjustment Four types of letters are common in the workplace: Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's 10 • Explain who you are and why you are writing. • Make your questions precise and clear. • Indicate your schedule. • Politely request a response. • Offer something in return. • Always write a thank-you note to the person who has responded to your inquiry letter. Use this strategy when writing an inquiry letter: Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's 11 Use this strategy when responding to an inquiry letter: • Answer the questions if you can. • If you cannot answer the questions, explain the reasons and offer to assist with other requests. • Include additional information, if appropriate. Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's 12 Use this strategy when writing a claim letter: • Use a professional tone. • Clearly identify the product or service you are writing about. • Explain the problem and include persuasive details. • Propose a solution. Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's 13 • Meet the customer on neutral ground. • Summarize the facts as you see them. • Explain why you are unable to fulfill the request. • Try to create goodwill. Use this strategy when writing a bad-news adjustment letter: Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's 14 Use these five elements to organize most memos: • a specific subject line • a clear statement of purpose • a brief summary • informative headings • a prominent recommendation Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's 15 Follow these eight netiquette guidelines when writing email: • Stick to business. • Don’t waste bandwidth. • Use the appropriate level of formality. • Write correctly. • Don’t flame. Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's 16 Follow these eight netiquette guidelines when writing email (cont.): • Make your message easy on the eyes. • Don’t forward a message to an online discussion forum without the writer’s permission. • Don’t send a message unless you have something to say. Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's Remember three things when writing microblogs: • You are creating a communication that will be archived and that will reflect on you and your organization. • Anything you write is subject to the same laws and regulations that pertain to all other kinds of documents. • The best way to understand your responsibilities is to study your organization’s guidelines. Chapter 14. Writing Correspondence © 2015 by Bedford/St. Martin's 18 Follow these ten guidelines when writing on a microblog: • Decide on your audience and your purpose. • Learn the technology. • Learn the culture of the community. • Share, don’t sell. • Help educate readers and solve their problems. Chapter 14. Writing Correspondence