Introduction to Correspondence

INTRODUCTION TO CORRESPONDENCE  Correspondence – exchange of communication through letters or emails, two-way communication. 2 TYPES OF CORRESPONDENCE  Business Correspondence - are letters sent to transact business-related activities like requests, inquiries, orders, complaints, etc. These letters can be achieved through a concise, tactful, and accurate writing style.  Professional Correspondence - is any written interaction with a potential employer that gives an opportunity to make a positive or negative impression for a professional.  An effective business letter elicits the expected response from the readers. THREE TYPES OF WRITING STYLES: 1) Concise 2) Tactful 3) Accurate - SERVES SEVERAL PURPOSES: Sale efforts Complaints Information dissemination Relationship building For problem-solving Etc. ESSENTIAL PARTS OF A LETTER 1. Letterhead / Heading - it identifies the writer, his/her address, and contact numbers. 2. Date - it indicates the date the letter was written. The date is placed between the letterhead and the inside address. 3. Inside Address - it identifies the reader's name, position and company, and address. The inside address is placed immediately below the date. 4. Salutation - it refers to the writer's formal greeting to the reader.  Formal ( : )  Informal ( , ) 5. Body - it contains the message of the letter. Paragraphs are single spaced internally but double-spaced to separate paragraphs. 6. Complimentary Close - it refers to the expression used to end a letter. [see the level of formality of the closes in the Textbook, p.326] 7. Signature Block - it includes the signature and the typed name of the sender. The typed name can be in all caps (e.g., HARRY DAMUS) or CLC format (e.g., Harry Damus).  3 – 5 blank spaces SALUTATION Highly Formal Dear Sir/Ma’am: Formal Dear Sir/Ma’am: Less Formal Dear Mr. Ramos: Informal Dear John: COMPLIMENTARY CLOSE Respectfully yours, Respectfully, Very respectfully Very truly yours, Yours very truly, Yours truly Sincerely yours, Yours, Cordially yours As ever, Best regards, Kindest regards, Regards OPTIONAL PARTS OF A LETTER 1. Attention Line - it is used when the writer wishes to address the whole company but wants to bring it to the attention of a particular person in the company. (ATTN:) 2. Identification Initials - it indicates the typist's initials if the sender is not the one who personally typed the document. 3. Enclosure Notation - it refers to the attachments to the letter. (ENC:) 4. Copy Notation - it indicates the name of the secondary recipients of the letter. The copy notation is indicated by (CC:) which means carbon copy or courtesy copy. 5. Postscript (PS) - it is used when the sender of the letter wants to add personal or other statements that are not part of the body of the letter. LETTER FORMATS way that you are talking directly to the reader. 6) Specify the name of the receiver of the letter. However, if it is impossible to get the name of the receiver, use a generic title (e.g., Dear Sales Director). 7) Leave three to five blank lines for a signature before typing your name in the signature block. 8) Never use plain numerals for dates as it may create confusion. Instead of using 01/02/19, use January 2, 2019 or 2 January 2019. MEMORANDUM OR MEMO MEMORANDUM OR MEMO  Full Block – most commonly used format  Modified Block – another widely used  Semi-Block – least used style  For Letterhead, it can be arrange to anywhere.  For Heading, should follow the format of the letter.  Memorandum comes from the Latin term memorare which means “to remember”  It is meant to inform as well as to persuade people within an organization.  It follows an inverted pyramid – from most to least important information.  A memo allows detailed and accurate information to reach a large number of readers at the same time. LETTER-WRITING TIPS 1) Use correct format, punctuation, spelling, and grammar. 2) Present your ideas clearly by using a language appropriate for the target readers. 3) Arrange your ideas logically. 4) Use an active voice as much as possible. Apply a direct but tactful tone. 5) Focus on the readers by using the "you" approach; this means writing in such a LETTER VS MEMO Letter:  Well-formatted / formal  Can be sent to anyone  Can be written by anyone  Requires seven basic parts of a letter  Authenticated signature is a must Memo:  Less formal  Can only be sent within the org.  Only some with a position can make  Does not require Salutation and Complimentary Close  Signature is not needed SAMPLE MEMO 5. Subject line – announces the main content 6. Body – contains the message of the memo.  Single space internally, but double space per paragraph  Paragraphs are not indented 7. Identification Initials – indicates the typist’s initials if the sender is not the one who personally typed the document 8. Enclosure note – refers to the attachments to the memo  Enclosures (2)  Enclosure  enc. / encl. 9. Copy notation – name of secondary recipient  cc – carbon copy or courtesy copy WRITING A MEMO PARTS OF A MEMO 1. Memohead – identifies the department/office name, address, and contact information 2. To line – indicates the name and title of the receiver 3. From line – indicates the name of the sender. Initials must be affixed for verification. 4. Dateline – serves as a chronological record for reference  Use the correct format and standard use of language.  Use a bullet or numbered list to enumerate information.  Use a positive tone, concise wording, and active verbs.  Use headings to highlight topics.  Check for and remove grammatical and typographical errors.  Sign beside your typed name (sender).  Flush left the To , From, and Subject lines.  Conclude the memo simply by saying Thank you or a directive action (e.g., For your compliance or immediate action).  Never use plain numerals for dates.  Paragraphs are single spaced internally but double spaced to separate paragraphs.  Paragraphs in the memo are not indented.  When discussing a number of subtopics, a topic heading may be used so that the readers can quickly locate information.  If the memo exceeds one page, begin the following page with the recipient's name, date, and page number, which are placed three lines from the top of the page. For example: Mr. Roxas, July 14, 2018, page 2. FIVE TYPES OF MEMO 1) Instruction memo – it provides the information needed by the readers to accurately perform directions. 2) Request memo – it asks readers to provide certain information or take certain actions. 3) Announcement memo – it provides information about an event, person, or thing. 4) Transmittal memo – it serves as a cover note for a more formal or lengthy document. 5) Authorization memo – it gives permission.