Writing Reader-Focused Letters, Memos, and E-Mail - PowerPoint Presentation

Slide1

Writing Reader-Focused Letters, Memos, and E-Mail

C H A P T E R 12 Slide2

How Do You Prepare to Write Correspondence?What Makes Correspondence Effective?

How Do You Select the Most Appropriate Format for Your Correspondence?How Do You Format a Letter?How Do You Format a Memo?

How Do You Format an E-Mail?

Presentation OverviewSlide3

How Do You Organize Your Correspondence?How Do You Create a Professional Image Through Your Correspondence?

Presentation OverviewSlide4

Determine your objectives.Find out about your readers and how they will perceive your message.

How Do You Prepare to Write Correspondence?Slide5

Ask:

What is the purpose of the correspondence? What do you expect it to accomplish?

What action, if any, do you expect readers to take after reading the correspondence?What do you expect readers to know after reading the correspondence?

Determine Your ObjectivesSlide6

Ask:Who will read the correspondence? Will more than one person read it?

What are the readers’ positions and responsibilities? How might their positions and responsibilities affect how they perceive your message?

Find Out about Your ReadersSlide7

If your readers are external, what is their relationship to you and your organization? How will this relationship affect how they perceive your message?

What do your readers know about the subject of the correspondence?

Find Out about Your ReadersSlide8

Having a purposeClearly specifying what readers should do or know after reading

Containing all the information readers need—no less and no moreAnticipating and answering readers’ questionsBeing tactful and professional

What Makes Correspondence Effective?Slide9

How Do You Select an Appropriate Format for Your Correspondence?Slide10

Parts

Letterhead or writer’s address

Date (can appear before writer’s address)Recipient's name, position, business or organization, and address

Subject or reference line (optional in block or modified block styles)

SalutationBodyComplimentary closing

Signature block

Enclosure line (optional)

Copy line (optional)

How Do You Format a Letter?Slide11

Styles

Block style: places everything on previous slide flush against the left marginModified block style: indents the writer’s address (if used), date, complimentary closing, signature block, and, optionally, the first line of each paragraph

How Do You Format a Letter?Slide12

Styles

AMS simplified style: includes the subject or reference line and omits the salutation, complimentary closing, and handwritten part of the signature block, leaving only the typed name in all capital letters

How Do You Format a Letter?Slide13

PartsMemorandum, Memo, or Interoffice Communication

To: From:Date:*

Subject: or Re: (for “Regarding”)Body* The “Date:” line can appear at the beginning or the end.

How Do You Format a Memo?Slide14

Parts

To:Cc:Bcc:Subject:Greeting (optional)

BodySignature block

How Do You Format an E-Mail?Slide15

Guidelines

Make the subject line informative and specific.Follow the rules of capitalization.Don’t use abbreviations.Limit the e-mail to business issues, and to one subject.

How Do You Format an E-Mail?Slide16

The direct approachThe indirect approach

How Do You Organize Your Correspondence?Slide17

In the first paragraph, present the main message.In the middle paragraph(s), explain the main message.

In the final paragraph, close the correspondence.

The Direct ApproachSlide18

Scenario

: After having entered a photograph competition, you receive the following correspondence. What type format—letter, memo, or e-mail—do you think would be most appropriate? Do you think the organization was effective?

We are writing to let you know the results of the competition. Unfortunately, your entry was not one of those chosen to receive an award.

This year we received hundreds of submissions, making it our toughest competition to date. Each submission was evaluated

The Direct ApproachSlide19

carefully by a panel of three judges using a 9-point scoring system. To receive a 9, a photograph must be technically correct, demonstrate outstanding composition, and tell a complete story. Your overall score was a 3 out of 9. Please see the attached score sheet for more information and note that the results are final.

We appreciate your participation in this year’s competition. Many winners are repeat contestants from previous competitions, so we hope you will try again next year.

The Direct ApproachSlide20

In the first paragraph, buffer the main message with a positive or neutral statement.

In the middle paragraph(s), explain and then state the main message.In the final paragraph, close the correspondence.

The Indirect ApproachSlide21

Scenario

: The following is a different version of the same correspondence. Which organization do you prefer, in this case?

We appreciate your participation in this year’s competition. We received hundreds of submissions, making it the toughest competition to date. Our panel of three judges goes through each of the submissions carefully using a 9-point scoring system to determine the winners. To receive a 9, a photograph must

The Indirect ApproachSlide22

be technically correct, demonstrate outstanding composition, and tell a complete story. Your overall score was a 3 out of 9. Unfortunately, your entry was not selected as one of the winners for this year. Please see the attached score sheet for more information and note that the results are final.

Most winners are repeat contestants from previous competitions, so we hope you will try again next year.

The Indirect ApproachSlide23

Put yourself in the readers’ shoes.Use a tactful, professional tone.

Avoid overused phrases.Use specific language.Follow grammar and punctuation rules.

How Do You Create a Professional Image Through Your Correspondence?Slide24

Questions?