Letters, Memos, and E-mail.ppt

* * * * * * * * * * * * * * * * * * * * * Letters, Memos, and E-mail Letters, Memos, Emails Three genres you will encounter most often in the workplace Reflects image of you and your company Often act as the “wrapper” to larger technical documents Résumés Proposals Reports When you encounter a new genre, remember the two most important elements to technical communication: Audience 2. Purpose Letter Conventions Oldest, most formal of the three genres Addressed to someone in another organization Always concluded with a signature in ink Ars dictaminis The rhetorical art of letter writing Intended to incite action: Bizzell, P., Herzberg, B. (2001). The rhetorical tradition: Readings from classical times to the present (2nd ed.). Boston: Bedford/ St. Martins. “It could be said that the ars dictaminis emphasized the practical application of rhetoric over theoretical considerations and that this practical orientation became increasingly dominant” Memo Conventions Less formal and shorter than letters Used most often for communication within one organization E-mail Conventions Least formal of the three genres Replacing memos because of its technological advantages Always professional and free of errors Types of Letters and Memos Inquiry Response Transmittal Claim Adjustment Refusal 9 writing strategies 1: Pay Attention to Tone Always consider audience and purpose E-mail to an expert = respectful, friendly and professional Complaint letter = firm, formal, demanding, but not threatening The word “YOU” really effects your tone. Congratulate and thank with “you” “Your company always provides the best service.” Do NOT use “you” when giving bad or negative information “Your shoddy work produced a bad toaster.” “My toaster no longer works.” Vs. Not Good. You must have dropped the engine. The housing is badly cracked. Better The badly cracked housing suggests that your engine must have fallen onto a hard surface from some height. 2: Brief, purposeful Int