Correspondence: An Introduction
One of the most common writing tasks you will face on the job is the production of basic, everyday correspondence: letters, memos, and emails.
This mini-module will provide you with information about how to produce each of these types. It will break down their different components and show you how to handle a variety of different writing tasks, including the most difficult of all messages to write: the negative message.
And just because letters, memos, and emails are usually quite short β a page or so in length β does not in any way mean that they are easy to produce, at least not at first. In fact, you should approach the writing of a letter or email with as much care as you would a proposal or formal report, because like those longer documents, they can also bring positive or negative results.
Just as a reminder, the first thing you must consider before you begin writing any document of any length is purpose: the aim, intention, or goal of the piece of writing. Interestingly, though, its definition also encompasses the result you wish to bring about; hence, it is extremely reader-oriented. To reach that audience and accomplish your goal(s), you must be able to articulate your purpose, gather compelling evidence, adopt in your document a friendly, yet professional tone β and select the right mode for your document.
Selecting a Mode
Although email is quickly becoming the preferred mode of correspondence for most of us β itβs fast, itβs easy, and it doesnβt require you to make a trip to the post office for a stamp β it is not always the most appropriate choice. The mode or type of correspondence you select must fit the event or context.
Before you write, ask yourself:
- Who is my audience?
- What is my purpose?
- What is the tone I want to strike with the reader?
- Where is this correspondence going?
Answers to those questions will help you determine the format to use.
Mode |
What to Know About It |
Letter |
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Memo |
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Please note that in some situations, these guidelines are just that β guidelines. For example, a job posting might require you to send your cover letter in the body of an email rather than as a formal letter. Similarly, formal letters rather than memos are sometimes sent within an organization, as when an award recipient is notified or a worker is commended for volunteerism.
Keep reading to learn about each mode.