To: Nancy Myers

From: Serenity Haines

Date: May,26 2022
Subject: APLED 121- Chapter 9 summary

Chapter 9 Summary
The Importance of Routine Correspondence
 Routine correspondences are important to update supervisors and company officials’
day to day on the practice of a process or procedure
Which Communication Channel Should You Use?
 Different discussions and urgencies will determine what channel should be used
The Difference Among Routine Correspondence Channels
 Memos- short and to the point, high tech, discussions written to colleagues within the
company
 Letters- interesting and organized, lay relatable, topics written to people outside the
company that could take up to ten days to reach them
 Emails- informative, formal, and diverse written to acquaintances, vendors, and clients
within the company often received instantaneously
 IM/TM- brief communication written to acquaintances, vendors, and clients outside the
company often received instantaneously
Reasons for Writing Memos, Letters, and Emails
 With a wide rang of progressive and incidental reasons, memos, letters, and email
inform personnel of specific information from procedures to recommendations
Using an all-purpose template for memos, letters, and Emails
 Introductions- in one or two sentences make your point. Be clear on your topic
 Discussions-readers might not read every line pf a lengthy message. Develop your
content specifically
 Conclusion- a pleasant conclusion is a great way to end an informative communication.
Essential Components of Memos
1. Introduction, Body, and conclusion
2. Subject line summarizes the content of your memo
3. Identification lines including dates and names
Essential Components of Letters
 Writer's Address- your personal or business address including street, city, state, and zip
code
 Date- document when you write your letter
 Readers Address- the readers title, company name and business address including
street, city, state, and zip code
 Salutation- start your letter with an inviting greeting such as “Dear”, or “Hello”
  Letter body- two spaces below your salutation begin the body of your letter. The body
should have 3 paragraphs, introductory, discussion, and conclusion
 Complimentary Close- the typical complimentary close is “sincerely”
 Signed Name- display your signature at the bottom of the letter
 Typed Name- print your name for readers to identify spelling
 Optional Components of Letters-
1. Subject line/ subject line instead of a salutation
2. New page notation if your letter is longer then a page
3. Writers and typist initials if more than one person wrote the letter
Letter Formats
 1-1 ½ margins on all sides of the letter
 2 spaces above and below the date
 Single spacing within the paragraph
 Double spaces between paragraphs
 Two spaces before sincerely
 Four spaces between sincerely and the typed signature
Essential Components of Email
 Identify Yourself- identify your name affiliation and or title
 Provide an Effective Subject Line- avoid uninformative subject lines
 Keep Your Email Message Brief- readers skim and scan, keep it brief
 Organize your email message- introduce your topic, clarify your discussion, and
conclude with what is next or a follow up/explanation
 Use Highlighting Techniques Sparingly-to avoid have parts of your message distorted
limit the highlighting to bulletins, numbers, and headings
 Be careful when sending attachments- tell the reader when you have added
attachments
 Practice Netiquette- be curious and professional
Criteria for Different Types of Routine Correspondence
 Inquiry- demand specificity on any matter that interest you
 Response- provide information, details, and/or answers to the readers’ questions
 Cover (Transmittal)- an overview of the material to follow
 Complaint Message- Politely state your problem, explain the detail of your discussion,
and end your letter positively
 Adjustment Message-when responding to complaints decide if you agree, disagree, or
are willing to partially agree then supply solutions, compromises or discontinue services
 Order- corresponding with orders, large or small, need to concise and clear
 Conformation- representing as an official contract when arrangements are made
conformation needs to be given
 Recommendation Letter- for reasons like
1. Employees deserving a premotion
 2. References for a new job from an ex-employee
3. Nomination a colleague for an award
4. Consultant requests
5. A governmental agency is checking references
 Thank-You Letter- its courteous, shows appreciation, and good for business to follow up
with a thank you letter
instant messages
 Benefits of Instant Messages
1. Faster communication
2. Synchronized communication
3. More personal than a letter
4. Cheaper then long-distance telephone rates
5. Less intrusive than phone calls
 Challenges of Instant Messages
1. Security can be an issue sometimes you can lose confidential records
2. Less productivity from the person, result of more chatting
3. Distractions from work are more apparent
4. Employ abuse from unsupervised communication lines
5. Lack of netiquette
6. Instant message spam
 Technique for Successful Instant Messages
1. Choose the correct communication channel
2. Summarize decisions
3. Tune in and turn off
4. Limit personal use
5. Never use IM for confidential communication
 IM/TM Corporate Usage Policy- protocol is needed for IM/TM in the workplace its
important to train the employees how to
1. Use IM/TM efficiently in the business
2. Explain which services are acceptable to use
3. Informing employees not to save passwords on community computes
4. Install security measures for your software to avoid viruses.
text messages
 Reasons for using TM- text messaging has many advantages and convivences
1. The cost of your phone covers unlimited texting
2. Mobile technology access
3. Documentation
4. Multitasking on the phone
5. Decreases the intimidation factor of writing an email
The writing process at work
 Prewriting- avoid blank page syndrome. Spend time thinking about what you are writing
about
 Writing- organize your main ideas and supporting details for each main section, develop
your content logically
1. Cause/affect
2. Problem/solution
 Rewriting- incorporate suggestions and always double check your work.