Chapter 14Correspondence.ppt

Chapter 14Correspondence Formatting Effective Letters Use at least a one-inch margin on all sides Single-space paragraphs Use a conservative typeface Formatting Effective Letters Use only one typeface Use italics, bold, and underline for emphasis only Keep paragraphs short Formatting Effective Letters Use quality stationery Use color sparingly Put second and subsequent sheets on matching, non-letterhead paper Patterns of Organization In correspondence, the terms direct and indirect refer to the order in which you present good news. bad news or delicate information Direct Pattern Presents the main idea first Relays “good news” Indirect Pattern Presents the main idea in the middle section or last paragraph Relays bad news Challenges you to see your subject and purpose from the reader’s perspective Guidelines: Indirect Pattern Give an adequate buffer in the opening of your letter Consider possible concerns or objections the reader may have Guidelines: Indirect Pattern Present the bad or delicate news as tactfully as possible Check that your wording is convincing Tips for WritingEffective Memos For Effective Memos Keep your memo as brief as possible Use a prose style and tone appropriate for your subject, audience, and purpose State your purpose in the opening paragraph Use a forecasting statement For Effective Memos Keep the paragraphs brief Use headings to help your reader with organization Use a continuationheader for a second or third page For Effective Memos Use one typeface (with a coordinating typeface for headings) Avoid novelty or display fonts Sending Effective E-Mail E-mail Tips Verify the e-mail address Make sure that your name and e-mail address appear in the header Clearly state the topic in the subject line E-mail Tips Use a “signature” for your e-mail Consider whether your message is formal or informal Make your e-mail easy to read E-mail Tips Be cautious when using color and other design features Proofread your message carefully befor