Writing Workplace Communication Materials Response to inquiries

Written Communication in Workplace - letter of inquiry always and promptly be

Three factors: responded to.
1. Sender - feedback to letter of inquiry.
 Initiates the process
2. Message Letter of claim
 Purpose and target receiver/audience - used in legal matters to assert wrongdoing
3. Receiver - letter of complaint
 Intended reader
Adjustment letter
Tips for Effective Written Communication in the
Workplace - response to letter of claim, claimant’s statements
Three Qualities welcomed or not.
1. Accuracy - welcomed, include offers to resolve effects of
 Truthful and accurate unacceptable action and explanation.
2. Brevity - not welcomed, claimant is entitled to a
 Kept short and direct constructive, non-adversarial tone.
3. Clarity - includes solution to problem
- Only precise words whose meanings cut
across quickly and clearly Letter of request

2. Select format that is standard
3. Courtesy is more implicit than explicit. use
positive words proactive, not reactive.
Business letters
Internal mail – within employees of company
External mail- one company to another
Three standard formats
- demand actions and decisions to be acted upon.
- humble, should be non-emotional
- clearly express need of something, say
appreciation
Memorandum or memo
- reminder
- sent to large group of employees
- to inform
- bring immediate certain attention to a task.

1. Full block style Types of Memo

- more popular than other business templates.
1.) Instruction memo
- align all in left side.
- directives, members need to follow
2.Modified block style
2.) Request memo
- address and signature on right side.
- request for provision of facilities and services
- less formal than full block.
3.) Transmittal memo
3.Semi block style
- all text on left margin - notice officially announcing release of report
- paragraph separated by double/triple space - not regular employee of organization
- first line is indented
- less formal than full block, more formal than 4.) Authorization memo
modified - granting permission on operation
Letter of inquiry Format of Memo
- letter of interest 1. most important information
- for request 2. supporting data and examples
3. least important information
Things to consider in writing a memo
1. use of formal or academic language
2. clarity
3. conciseness
4. general use of active or passive voice
5. absences of grammar lapses
Incident report
- accident report
- unusual event in workplace
Components: problem description, action taken,
and recommendation.
Minutes of meeting
- detailed and descriptive minutes of the
meeting/report prepared to document everting.
Meeting
- gathering people to discuss, plan, make
decisions, resolve issues.