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—a page or so in length—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—and select the right mode for your document.

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Selecting a Mode

Although email is quickly becoming the preferred mode of correspondence for most of us—it’s fast, it’s easy, and it doesn’t require you to make a trip to the post office for a stamp—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	Suited for: More formal communication, such as cover or application letters, letters of transmittal, letters of complaint. The required written signature adds to the level of formality. Intended Audience: A person with whom you have not yet developed a relationship or one with whom you wish to establish a professional, personable tone. Destination: Outside an organization, company, or home
Memo	Suited for: Less formal but not fully informal communication, such as progress reports, proposals, trip and other short reports Intended Audience: Colleagues, supervisors, team members, staff, committee members Destination: Within an organization, company, department, or group
Email	Suited for: Quick, but more informal communication, such as online queries, orders, or acknowledgments Intended Audience: Varies widely: a person with whom you have not yet developed a relationship, one with whom you wish to establish a personable or professional tone, colleagues, supervisors, team members, staff, committee members Destination: Within or outside an organization; well-suited to international correspondence (when appropriate)

 

Please note that in some situations, these guidelines are just that—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.