Correspondence in the modern era

Chapter 14: Corresponding in Print and Online

No matter what position, company, or field you end up in, you will most likely have to correspond with superiors or coworkers at some point. While modern technology has brought us new ways in which we must be expected to correspond, the same basic principles still apply.

As we learned in Chapter 3, there are 5 key steps that are crucial to writing a well written correspondence. Planning, Drafting, Revising, Editing, and Proofreading. While we tend to think these steps are really only purposefully taken on larger more formal work, whether you know it or not, often our brains are computing these as we write even small day to day things such as emails and text messages.

When deciding on the type of correspondence you may first want to think about the seriousness of the document you are trying to distribute as well as how formal it should be. While letters and memos tend to be for more serious matters they generally require a more formal approach whereas emails and microblogs can be written in a more informal manner.

Letters although now seemingly dated (especially to younger generations populating the workforce), are still used as one of the primary means of correspondence when discussing matters in a more formal manor. They should include a heading, inside address, salutation, body, complimentary close, and signature. Some examples of frequently used types of letters would include an Inquiry Letter for asking questions, a Response letter, perhaps responding to an inquiry letter, a Claim Letter often used to complain about any number of issues, and an Adjustment Letter which could be written in response to a Claim Letter.

Memos again tend to be more formal but also written in a more summarized manor. Often containing specific outlined sections of the memo meant to address certain points. Like letters they can be distributed electronically or in paper.

Although Emails are thought of as a more informal approach than the other types discussed already, the have their own set of rules and etiquette that should be followed. Aside from common curtesy and general best practice, each organization may have specific guidelines and policy pertaining to emails. As a new employee be sure to understand these policies along with the specific culture that your new business may have.

Microblogs exist as a way to quickly get out information in a relaxed easily digestible form. While they tend to be the least formal of the four outlined, once again be aware that you represent your company when distributing these types of correspondence. Knowing your companies’ policies as well as proper internet etiquette should keep you in the clear.

As is always the case, be sure that your communications are proofread and edited for grammar, punctuation, etc... Remember that your writing style and grammar may give people and impression on the type of person or worker that you are, make sure to leave them with a good one! Just as your grammar can impart negative impressions, as can your attitude. Be aware of any accusatory sounding pieces or sarcasm. I have seen way too many memos sent out that are written with a hint of annoyance and even anger. These can tend to overshadow the intended message of the correspondence which would defeat the whole purpose.

Throughout the years, several clichés have emerged in the workplace. Phrases such as attached please find, enclosed please find, pursuant to our agreement, etc. sound insincere and should be avoided. Instead use common language that does not sound condescending or drab, it will be appreciated by your coworkers.

Really the key takeaways today are lessons that we have already learned. Knowing the 5 steps to writing a document, understanding your audience and how they will digest this information, the importance of knowing your company and its policies, as well as just proper workplace etiquette. As long as you remember these points you will be just fine.