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CORRESPONDENCE.pdf

  1. 1. CORRESPONDENCE For the Professional
  2. 2. Objectives • Will be able to list the major parts of a letter • Will be able to name three different types of correspondence • Will be able to identify the tone and style necessary for a letter 227 October 2010 Report Writing -- Correspondence
  3. 3. Overview • The quality of correspondence directly reflects on the professionalism of the company • The succinctness of correspondence saves the reader time • The conciseness of content avoids confusion 327 October 2010 Report Writing -- Correspondence
  4. 4. General Formatting • Purpose • Who is going to read it – Formal – Informal • 10 or 12 point font • Ariel or Times Roman font • Margins that enhance the letter – think of a picture frame 427 October 2010 Report Writing -- Correspondence
  5. 5. Format Style • Full-Block –Used with letterhead –The entire letter is left aligned • Modified-Block –Return address, date, and closing are center aligned –Everything else is left aligned 527 October 2010 Report Writing -- Correspondence
  6. 6. Style • Varies by whom it is to be sent to. • If in doubt be formal • Do not use unfamiliar acronyms • Do not use buzz words – “bottom line”, “paradigm shift” • Explain terms which the reader may not know 627 October 2010 Report Writing -- Correspondence
  7. 7. Parts of a Letter • Letterhead • Date • Inside Address • Salutation • Body • Complimentary Close • Signature • Typed name • Title • Cc: • Enclosure 727 October 2010 Report Writing -- Correspondence
  8. 8. Letterhead • This usually is pre-printed on the stationary • The location on the paper must be calculated into the set-up of the letter • Use letterhead for all external correspondence • If company does not have letterhead, head the letter with – Name of Company (if personal then omit) – Full Address 827 October 2010 Report Writing -- Correspondence
  9. 9. Date • A the top of the page • 3 lines below letterhead • Usually it is formatted -- month day, year • It is usually left justified • Do not abbreviate 9 October 20, 2002 20 October 2002 27 October 2010 Report Writing -- Correspondence
  10. 10. Inside Address • Recipients full name • Title • Address – use the information from the recipients letterhead • Inside address is 2 to 6 lines below the date • Left align Mr. Ted Smithers, RPD Administrative Assistant Simple Simon Company 123 East Applecart Street Orlando, FL 32801 1027 October 2010 Report Writing -- Correspondence
  11. 11. Reference • Optional • 2 lines below the inside address • Brief summary of the subject of the letter RE: Smith contract, Doc No. A15435-B 1127 October 2010 Report Writing -- Correspondence
  12. 12. Salutation • 2 lines below the inside address or Reference • Left align • Include recipients personal title unless the Dear Ms. Smith: Dear Dr. Jones: Dear Mary, Dear Chris Stewart: Dear Customer Service Representative: Attention: Customer Service 1227 October 2010 Report Writing -- Correspondence
  13. 13. Salutation • If on a first- name basis use only the first name • If you do not know the gender of the recipient, use a neutral Dear Ms. Smith: Dear Dr. Jones: Dear Mary, Dear Chris Stewart: Dear Customer Service Representative: Attention: Customer Service 1327 October 2010 Report Writing -- Correspondence
  14. 14. Body • 2 lines below salutation • Single space within paragraphs • Double space between paragraphs 14 I spoke with you on August 4, 2002, regarding the new marketing plan for your company. We can implement this plan as soon as your approval is given. If you have questions about the plan, please contact me. 27 October 2010 Report Writing -- Correspondence
  15. 15. Body Content Usual template for content • Statement of purpose • Explanation • Action needed I spoke with you on August 4, 2002, regarding the new marketing plan for your company. • We can implement this plan as soon as your approval is given. • If you have questions about the plan, please contact me. 27 October 2010 Report Writing -- Correspondence 15
  16. 16. Complimentary Close • 2 lines below the body • Use a standard expression • Capitalize only the first letter • End with a comma • Align left if using full-block 16 Yours truly, Sincerely, 27 October 2010 Report Writing -- Correspondence
  17. 17. Signature, Typed Name & Title • 4 lines under the complimentary close type your name • Type your position title under the name • Sign between the close and the typed name • Left align if using full- block Sincerely, James P. Smith Director of Marketing 27 October 2010 Report Writing -- Correspondence 17
  18. 18. Additional Information • Author:Typist • Cc: lists who is getting copies of the letter • Bcc: list other people getting copies that the recipient does not know about. – This goes only on the copies; NOT THE ORIGINAL. • Enclosure: lists any documents attached RES:pl Cc:Tim Robinsson Enclosure: Contract Enclosure Enclosures (3) 27 October 2010 Report Writing -- Correspondence 18
  19. 19. Professionalism • Convey facts and information • Not emotions • Be respectful • Be modest • Be polite • Be positive and tactful 1927 October 2010 Report Writing -- Correspondence
  20. 20. Inquiry/Response Letter Send • Keep questions specific, clear and concise • Phrase so the reader knows quickly what you need to know • Use a numbered list if necessary • Keep questions to a minimum Receive • Be sure you have all relevant information • Do you have the authority to respond • Answer promptly • Answer each question • Give time frames if appropriate 27 October 2010 Report Writing -- Correspondence 20
  21. 21. Bad News Letter • Provide context • Explanation • The bad news • The good will Thank you for requesting us to represent you in a case against Red Butcher ,MD. We appreciate your confidence in our law firm. After reviewing your case, however, we must decline to represent you. Unfortunately we also represent the party that you wish damages from. This would be a conflict of interest and unethical. Therefore, we recommend you consult other fine legal firms that might be willing to represent you. 2127 October 2010 Report Writing -- Correspondence
  22. 22. Complaint Correspondence Send • Identify problem – Be specific about product or service • Explain the problem • Suggest solutions to the problem • Be polite and professional • If necessary, cool down first Receive • Acknowledge problem – Be specific • Explain what you can do to solve the problem • Establish goodwill • Be polite and professional • If necessary, cool down first 2227 October 2010 Report Writing -- Correspondence
  23. 23. Accuracy • Double check facts • Check grammar • Check spelling • Have someone else proof read • Double check again for errors and enclosures before you lick the envelop • Check for signature 2327 October 2010 Report Writing -- Correspondence
  24. 24. Summary • Establish your purpose • Analyze your audience • Prepare an outline • Write a draft • Use the appropriate format • Check for accuracy: grammar & punctuation & facts • Reread before sending • Sign 2427 October 2010 Report Writing -- Correspondence
  25. 25. 2527 October 2010 Report Writing -- Correspondence
  26. 26. 2627 October 2010 Report Writing -- Correspondence Full Block
  27. 27. 2727 October 2010 Report Writing -- Correspondence Modified Block
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