Correspondence

Write on target.We can even answer rhetorical questions.

458-1455writingcenter.tamu.edu

Correspondence: Letters, Memos, &

Emails

Formality is not determined by format (email vs. letter), but by audience and purpose.

Informal style

Formal style

Think before you send!

• Skimmed• Forwarded• Saved• Discarded

Letters

• Written to someone outside the organization

• Can be attached as documents to emails

• May be handwritten or typed

Block Format

1111 Bovary DrivePlainview, TX 79072December 28, 2005

Dr. Candace SchaeferFredericksburg Clinic12345 Anabel PlaceFredericksburg, TX 77840

Dear Dr. Schaefer:We are happy to inform you that your dissertation has been approved.

We want you to know how pleased we are.

Yours truly,Willie B. Nelson

Willie B. Nelson

Modified BlockFormat

1111 Bovary DrivePlainview, TX 79072December 28, 2005

Dr. Candace SchaeferFredericksburg Clinic12345 Anabel PlaceFredericksburg, TX 77840

Dear Dr. Schaefer:We are happy to inform you that your dissertation has been approved.

We want you to know how pleased we are.

Yours truly,

Willie B. Nelson

Willie B. Nelson

Modified Block Format with Indented Paragraphs

1111 Bovary Drive Plainview, TX 79072December 28, 2005

Dr. Candace SchaeferFredericksburg Clinic12345 Anabel PlaceFredericksburg, TX 77840

Dear Dr. Schaefer:

We are happy to inform you that your dissertation has been approved.

We want you to know how pleased we are.

Yours truly,

Willie B. Nelson

Willie B. Nelson

• Written to someone inside the organization

• Begin with a header (TO, FROM, SUBJECT, and DATE)

• Initialed in the FROM line

Emails• Are used both internally

and externally

• [email protected]. NOT [email protected].

Btw can’t w8 2 cu lolInappropriate for formal correspondence:

Instant Messaging language Emoticons Spelling errorsExclamation points!!!Slang

Opening Paragraph

I am writing to let you know that I have not received your work schedule for next week. As you know, if I don’t get a schedule by today at five, you will not be working next week.

As a regular Kroger customer and a mother, I want to suggest that you offer sausage and other processed meats with no nitrites.

3 Basic PartsOpening: Who you are writing to, why, what you want

Development: Details, evidence, and data

Closing: Main points and information about further contact or action

Employee review procedures are currently being reviewed to ensure compliance with Texas law.

You recently asked for an update onemployee review procedures. I have analyzed them and have determined they do comply with Texas law.

Provide Details, Evidence, & DataBetter performance? Provide the numbers!

Recommend firing? Include specific incidents or reviews of employee performance!

Claim you can do the job? Provide proof of what you have done!

ToneRespectful

Reasonable

Objective

Professional

Sensitive

Comment on This

Sean has the ability to do the job and will be a responsible and mature employee with a strong work ethic. I have no hesitation in recommending him for any job which requires people skills.

Sean has an excellent attendance record andrarely takes sick leave. He has led his team on anumber of important projects, the most recentbeing a revision of the department’s policy andprocedures manual. Primarily because of Sean’s suggestions, it now has numbered sections and is more readable. Two of his team members told me that if it weren’t for Sean, the project would have stalled.

Writing Letters Can Be Dicey

• On your turn: Roll the type die and the recipient die

• Now Discuss: After these rolls, each group will have 2 minutes to answer these questions.1. Under what circumstances would you write

this letter?2. Have you ever written a letter like this?3. Using what you have learned, what would

you need to keep in mind?

We are here to help with any of your writing concerns.

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