The document outlines best practices for effective written correspondence in technical and business contexts, emphasizing the importance of clear and organized communication. It covers letter and memo structures, writing processes, audience assessment, and language considerations to enhance clarity and purpose in communication. Additionally, it provides guidance on writing styles, formatting, and the avoidance of jargon and redundancy.

1. Effective WrittenEffective Written
CorrespondenceCorrespondence
For Technical & Business Writers
• Creating Results-Oriented
Letters, Memos & Emails

2. Writing ProcessWriting Process
PreparingPreparing
brainstormbrainstorm
researchresearch
assess audienceassess audience
define purposedefine purpose
DraftingDrafting
RevisingRevising
re-read forre-read for
–contentcontent
–stylestyle
–structurestructure
–formatformat

3. Choosing TechnicalChoosing Technical
LevelLevel
High - expert, professional peerHigh - expert, professional peer
Semi - counterpart in differentSemi - counterpart in different
departmentdepartment
Non - laypersonNon - layperson

4. Level of TechnicalLevel of Technical
ExpertiseExpertise
EqualEqual -- specialized languagespecialized language
LessLess -- avoid jargonavoid jargon
RequestedRequested -- avoid long introsavoid long intros
Decision-Decision- -- offer clear recsoffer clear recs
MakerMaker

5. Political, Ethical, LegalPolitical, Ethical, Legal
ConsiderationsConsiderations
Predisposition ofPredisposition of
AudienceAudience
PreviousPrevious
CommunicationCommunication
Exaggeration,Exaggeration,
Understatement orUnderstatement or
False PromisesFalse Promises

6. Elements of StyleElements of Style
ConciseConcise
OrganizedOrganized
NaturalNatural
Appropriately FriendlyAppropriately Friendly

7. Is it natural…Is it natural…
Or is it something else?Or is it something else?
““It is imperative thatIt is imperative that
managerialmanagerial
facilitation pertainingfacilitation pertaining
to orientation of newto orientation of new
employees beemployees be
undertaken at allundertaken at all
levels of authority…levels of authority…
blah blah blah….”blah blah blah….”

8. Something else...Something else...
““Your presentation stunk. I told youYour presentation stunk. I told you
NOT to use slides. Didn’t youNOT to use slides. Didn’t you
attend my training sessions onattend my training sessions on
public speaking??? Obviously, youpublic speaking??? Obviously, you
weren’t paying attention!”weren’t paying attention!”

9. Standard Parts of aStandard Parts of a
LetterLetter
HeadingHeading
InsideInside
AddressAddress
SalutationSalutation
Letter TextLetter Text
Complimentary CloseComplimentary Close
SignatureSignature
Identifying initialsIdentifying initials
Enclosure notationEnclosure notation
Copy notationCopy notation

11. Structure of BusinessStructure of Business
LettersLetters
IntroductionIntroduction -- Identify yourself andIdentify yourself and
purposepurpose
BodyBody -- Details/backgroundDetails/background
ConclusionConclusion -- Sum up/encourageSum up/encourage
actionaction

12. Letters - OpeningsLetters - Openings
Avoid “ing” openers (Referring…)Avoid “ing” openers (Referring…)
Avoid phrases that end with prepsAvoid phrases that end with preps
(With reference to…)(With reference to…)
Avoid redundancy/announcing (IAvoid redundancy/announcing (I
am writing to inform you… Theam writing to inform you… The
purpose of this letter…)purpose of this letter…)

13. Create a PatternCreate a Pattern
Time Pattern - problem descriptions, briefTime Pattern - problem descriptions, brief
histories, informational summaries withhistories, informational summaries with
recommendations or forecastsrecommendations or forecasts
• Discuss what has occurredDiscuss what has occurred
• Discuss current situationDiscuss current situation
• Discuss futureDiscuss future

14. Letter - Space PatternLetter - Space Pattern
Use for orientationsUse for orientations
or informationalor informational
descriptionsdescriptions
• issue at a distanceissue at a distance
• issue nearerissue nearer
• issue at handissue at hand

15. Letter - ChangingLetter - Changing
Perspective PatternPerspective Pattern
Explanations, analyses,Explanations, analyses,
evaluations, personalevaluations, personal
disclosures,disclosures,
adjustmentsadjustments
Explain former positionExplain former position
Describe crucial eventDescribe crucial event
of insightof insight
Assess current viewAssess current view

16. Letter - Causal PatternLetter - Causal Pattern
Personnel evaluations,Personnel evaluations,
problem analyses,problem analyses,
sales/marketingsales/marketing
assessments, troubleassessments, trouble
reportsreports
• Discuss surfaceDiscuss surface
symptomssymptoms
• Describe immediateDescribe immediate
causescauses
• Examine deeperExamine deeper
causescauses

17. Letter - ProportionalLetter - Proportional
PatternPattern
Meeting/discussionMeeting/discussion
summaries, marketsummaries, market
descriptions/analyses,descriptions/analyses,
personnel/attitudinalpersonnel/attitudinal
evaluationsevaluations
• Review majorityReview majority
viewview
• State opinion ofState opinion of
smaller groupsmaller group
• Discuss even smallerDiscuss even smaller
minorityminority

18. Writing Effective MemosWriting Effective Memos
Usually an internal documentUsually an internal document
Client Memo - team perspectiveClient Memo - team perspective
Consistent with company specsConsistent with company specs
Less formal than letterLess formal than letter
One message to several partiesOne message to several parties
Generally informal/less time to writeGenerally informal/less time to write
Provides written record of messageProvides written record of message

19. Language forLanguage for
CorrespondenceCorrespondence
Simple, directSimple, direct
• ““This serves asThis serves as
notification of ournotification of our
agreement, asagreement, as
per…..”per…..”
• Say, instead:Say, instead:
“Beginning on May 9,“Beginning on May 9,
all orders will meetall orders will meet
specifications….”specifications….”
Avoid trite phrasesAvoid trite phrases
• attached pleaseattached please
find…find…
• in reference to….in reference to….
• each and every oneeach and every one
of you….of you….
• Say, instead:Say, instead:
– attachedattached
– regardingregarding
– each of youeach of you

20. You Attitude - ReaderYou Attitude - Reader
AwareAware
I or WeI or We
• I appreciate yourI appreciate your
hard workhard work
• We need your crewWe need your crew
to follow proceduresto follow procedures
• Our department isOur department is
backlogged so yourbacklogged so your
order is delayed...order is delayed...
You-AttitudeYou-Attitude
• Your hard word onYour hard word on
the manual wasthe manual was
valuablevaluable
• Your crew will benefitYour crew will benefit
from the newfrom the new
proceduresprocedures
• Your order will beYour order will be
shipped on May 1….shipped on May 1….

21. Memo - Format andMemo - Format and
PartsParts
Follow co. specsFollow co. specs
Include allInclude all
names/titlesnames/titles
Omit courtesyOmit courtesy
titlestitles
Address largeAddress large
grpsgrps
Clear/limitingClear/limiting
subject linesubject line
Initial name onInitial name on
FromFrom lineline

23. Memo - StructureMemo - Structure
IntroductionIntroduction -- First paragraphFirst paragraph
Orient reader - how much background?Orient reader - how much background?
State purposeState purpose withoutwithout announcingannouncing
Summarize key pointSummarize key point

24. Memo - SucceedingMemo - Succeeding
ParagraphsParagraphs
Easy to read at a glanceEasy to read at a glance
Focused on one issueFocused on one issue
Logically organizedLogically organized
Reader-friendlyReader-friendly
Include facts/details needed for reader toInclude facts/details needed for reader to
make informed decisionmake informed decision
Break into manageable partsBreak into manageable parts
Use headings, bullets, numbers as neededUse headings, bullets, numbers as needed

25. Memo - ConclusionMemo - Conclusion
Let reader knowLet reader know
exactlyexactly what he orwhat he or
she is required to doshe is required to do
as follow-upas follow-up
Include specific info toInclude specific info to
help reader complyhelp reader comply

26. Memo - Good News/BadMemo - Good News/Bad
NewsNews
Good or Neutral NewsGood or Neutral News
• Direct openingDirect opening
• ExplanationExplanation
• Sales Appeal (ifSales Appeal (if
appropriateappropriate
• Friendly closeFriendly close
Bad NewsBad News
• Opening BufferOpening Buffer
• Logical ExplanationLogical Explanation
• NewsNews
• Constructive follow-Constructive follow-
upup
• Friendly CloseFriendly Close

27. Effective E-MailEffective E-Mail
MessagesMessages
Try to keepTry to keep
message to onemessage to one
screen-fullscreen-full
Copy only readersCopy only readers
with a need to knowwith a need to know
Headline messageHeadline message
with clear subjectwith clear subject
lineline
Use paragraphUse paragraph
divisions, bullets,divisions, bullets,
indentation,indentation,
headingsheadings
Make clear what youMake clear what you
want reader to dowant reader to do
Manage your imageManage your image
as a communicatoras a communicator