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Correspondence

Correspondence

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Correspondence

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  1. Correspondence Friendly Letters, Business Letters, and Email

  2. Email • Electronic communication, because of its speed, is fundamentally different from paper communication. • Because the turnaround time can be so fast, email is more conversational than traditional paper communications.

  3. Email • In a paper document, you must make everything clear and unambiguous because your audience may not have a chance to ask for clarification. • With email documents, your recipient can ask questions immediately. Email thus tends, like conversational speech, to be much sloppier and more ambiguous.

  4. Email • However, because of the lack of vocal inflection, gestures, and shared environment, email is not as rich a communication method as a face-to-face or telephone conversation.

  5. Email Rules of thumb for good email style: • Provide your audience with adequate context: Quote the email to which you are responding. • Always include a subject in the subject line.

  6. Email • Your correspondent may have difficulty telling if you are serious or kidding, happy or sad, frustrated or sarcastic (Sarcasm is particularly dangerous to use in email.)

  7. Email Find replacements for gestures and intonation: • Smileys • Capitals • Lower-case letters • Creative punctuation

  8. Friendly Letters There are 5 parts to a friendly letter: • Heading • Salutation • Body • Closing • Signature

  9. Heading • The heading includes your full address with zip code. State names may be written out or abbreviated. • Align the heading along the right side of the page.

  10. Heading Here is an example of a heading: 2403 Marshall Road Leander, IL 63052 October 23, 2005

  11. Salutation • The salutation is your friendly greeting and is followed by a comma. • Capitalize the first word and any proper nouns.

  12. Salutation Here are examples of salutations: Dear Aunt Florence, Dear Jim, Dear friend of friends, Dearest love,

  13. Body • The body of the letter includes your conversational message. • Indent the first word of each paragraph. • Avoid contracted words.

  14. Closing • End your letter with a brief, personal closing, followed by a comma. • Capitalize the first word of the closing.

  15. Closing Here are examples of closings: Love, Andrea Sincerely, George Fondly, Samantha Yours truly, Mike

  16. Signature Your signature should be handwritten below the closing.

  17. Thank You LetterBasic Structure • *Follow the same structure as the friendly letter plus: • Say Thank You! • Mention the gift, favor, or party you attended. • Talk about how you plan to use the gift or favor. • Make it personal and close with saying Thank You again

  18. Thank You Letter • Thank you notes show sincere appreciation and is a polite way to show how much you value the person or the gift. • But be prompt! Send the thank you as soon as possible. • Better it’s late than never… always send a thank you, even if you received the gift or service months ago.

  19. Business Letter There are 6 parts to a business letter: • Heading ■Closing • Inside Address ■Signature • Salutation • Body

  20. Heading • Line the heading along the left side of the page. • Include your full address, followed by the date.

  21. Inside Address • A business letter has a second address, called the inside address. • This is the address of the person who will receive the letter. • Start the inside address 2 to 4 lines below the heading.

  22. Inside Address • Write the name of the person, if you know it. Use Mr., Ms., Mrs., Dr., etc. before the name. • If the person has a title, such as Personnel Director, or Manager, write it on the next line.

  23. Inside Address • Then write the person’s address. • Use the same method of writing the state that you used in the heading.

  24. Salutation • Start the salutation, or greeting, 2 lines below the inside address. • Use Dear Sir or Madam if you do not know the name.

  25. Salutation • Otherwise use the person’s last name, preceded by Mr., Ms., Mrs., etc. • Follow the salutation with a colon.

  26. Body • 2 lines below the salutation begin the body or message of the letter. • Single space each paragraph and skip a line between paragraphs. • Do not indent at each new paragraph • Avoid contracted words.

  27. Closing • In a business letter, use a formal closing. • Start the closing 2 or 3 lines below the body. • Line up the closing with the left-hand edge of the heading.

  28. Closing • Capitalize only the first letter of the closing. • Place a comma after the closing, just as you did in the friendly letter.

  29. Closing Examples of formal closings for business letters: Sincerely, Sincerely yours, Very truly yours, Yours truly,

  30. Signature • In a business letter, your name is written twice. • First type or print your name 4 or 5 lines below the closing.

  31. Signature • Then sign your name in the space between the closing and your typed name. • Do not refer to yourself as Mr. or Ms. in the signature.

  32. Signature An example of a closing and signature: Yours truly, Robert Tessler Robert Tessler

  33. Business Letters • Make sure your business letter is clearly written, neat, and follows the correct form. • It is a good idea to keep a copy of any business letter you send.

  34. Writing a Letter to the Editor • Writing a letter to the editor is a great opportunity to share your opinion, educate the public, or make a change in your community. • A letter to the editor may inspire everyday citizens to take action that truly makes a difference

  35. How to Make a Difference • Step 1: Choose an issue. • Step 2: Choose an outlet for your editorial. Newspapers are the traditional recipients of letters to the editor, but online blogs have become popular. • Step 3: Write your letter.

  36. Using Persuasion to Appeal • Make sure your letter can stand on its own– meaning provide enough info about your topic. • Open with a strong statement that will grab the editors attention. • Use a startling fact • Describe a scene • Ask a question

  37. Be careful about accuracy and avoid personal attacks. • Use support to persuade your audience– don’t just complain. • Target your audience– use support that will convince who is reading your article. • Complete some research to support your ideas.

  38. Play on the emotions of your audience (make the readers feel sympathy, guilt, admiration etc.) • Offer a realistic solution to the problem. • Close with a thought you'd like readers to remember.

  39. The Envelope • If you type the letter, try to type the envelope. • Place your name and address in the upper left-hand corner.

  40. The Envelope • The receiver’s address, which is the same as the inside address in the letter, is centered on the envelope. • Use postal abbreviations for the state and include the zip code.

  41. The End ;-)