Determine Objectives of Letter, Memo or E-mail

Chapter 18

Forms of Correspondence

You write letters primarily to communicate with people outside your organization, or to handle confidential matters inside organizations (personnel , salary issues etc).

You write memos to communicate with people within your organization.

You use e-mail to correspond with people inside or outside your organization.

E-mails are faster, more convenient, saves organization money and offers flexibility.

Determine Objective

Determine the objective of your letter, memo or e-mail. – Do you want readers to take an action, give information, get information etc.

What action do you want readers to take after reading the correspondence. – The writer assumes that readers will know what to do.

Find out about your Readers

Effective letters, memos and e-mails are: Reader Oriented Helpful Tactful

Who will read the correspondence? Will more than one people read it?

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

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

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

The Indirect Approach

In this approach you delay or buffer the main message until you have graciously opened the letter and explained the message.

In the 1st Paragraph: Begin with a buffer ( a positive or neutral statement) – This will help readers better receive the message if the message is negative.

In the middle paragraph: Explain and then state the message.

In the final paragraph: Close the correspondence.

Page 570 and 571.

Use a Reader-Oriented Tone

Create a tactful and positive tone for your readers.

Don’t be blunt or rude.

Ask yourself how readers will respond to your message.

Readers will want to know how a message will affect them and not how it will affect the reader.

See Example of Positive / Negative Tone on Page 568.

Determine the Most Effective Approach

Direct ApproachIn the first paragraph: Present the main

messageIn the middle paragraph: Explain the

main messageIn the final paragraph: Close the

correspondence with a positive tone.Figure 18.7 on page 569.

Use an Appropriate Format

The three basic formats for letters are: BLOCK STYLE

MODIFIED BLOCK STYLE AMS SIMPLIFIED STYLE

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