Write on target. We can even answer rhetorical questions.

Write on target. We can even answer rhetorical questions. 458-1455 writingcenter.tamu.edu

Correspondence: Letters, Memos, & Emails

Letters, memos, and emails can be either formal or casual. The level of formality is not determined by the format (email vs. letter), but by the reader and purpose.

Casual • Making contact with friends and family • Sharing news and announcements about personal milestones • Invitations (not work-related)

Formal • Business of any kind • Workplace communications • Cover letters for resumes or for transmitting reports • Grade appeals • Checking in with a professor about class • Writing to a government official

Who will read and act on what you write? • Who else may read it? • Your words can easily be copied to others. • They may be subject to scrutiny by courts and lawyers. • Think carefully before you hit the send button or affix the stamp.

Your correspondence might be: • quickly skimmed and filed • forwarded to someone else • read, copied, and distributed to readers unknown to you • used in a meeting for discussing a particular point • used to give instructions • read carefully and later used as a reference

Letters • Are written to someone outside the organization • Can be attached as documents to emails • May be handwritten or typed Formality is determined by purpose and audience, and not by how the letter is formatted.

Block Format 1111 Bovary Drive Plainview, TX 79072 December 28, 2005 Dr. Candace Schaefer Fredericksburg Clinic 12345 Anabel Place Fredericksburg, TX 77840 Dear Dr. Schaefer: We are happy to inform you that your dissertation has been approved. We want you to know how pleased we are. Yours truly, Willie B. Nelson Willie B. Nelson

Modified Block Format 1111 Bovary Drive Plainview, TX 79072 December 28, 2005 Dr. Candace Schaefer Fredericksburg Clinic 12345 Anabel Place Fredericksburg, TX 77840 Dear Dr. Schaefer: We are happy to inform you that your dissertation has been approved. We want you to know how pleased we are. Yours truly, Willie B. Nelson Willie B. Nelson

Modified Block Format with Indented Paragraphs • 1111 Bovary Drive • Plainview, TX 79072 • December 28, 2005 • Dr. Candace Schaefer • Fredericksburg Clinic • 12345 Anabel Place • Fredericksburg, TX 77840 • Dear Dr. Schaefer: • We are happy to inform you that your dissertation has been approved. • We want you to know how pleased we are. • Yours truly, • Willie B. Nelson • Willie B. Nelson

Memos Memos, or memorandum, have traditionally been written to an in-house reader. Memos always begin with a header that includes TO, FROM, SUBJECT (or RE for Regarding), and DATE. Sometimes other elements are included, such as ACTION or XC. Memos never have a signature at the bottom. Senders initial next to their names in the FROM line.

Emails Emails were originally modeled after memos, so they have an automatic TO,FROM, SUBJECT, DATE area. Many people add a personalized signature to emails. Make sure it is professional and includes all your contact information. Consider it a letterhead. For professional or school purposes, use a professional email address, e.g. johndoe@tamu.edu. and NOT doehunter@tamu.edu.

Memo and Email Format • To: Candace Schaefer • From: Willie B. Nelson • Date: December 18, 2005 • Subject: Telephone Skills Seminar • Ref: Vice President—letter 11/14/06 • CC: Consultants • Action required: Learn to answer telephone intelligently by January 15, 2007

3 Basic Parts Opening:Provides context and makes the writer’s purpose known. Development:Provides details, evidence, and data. Closing:Provides context, emphasizes main points, and gives information about further contact or action.

Keep It Simple and Readable • The introduction should be explicit and clear at the outset: • Who you are • Why you are writing • What you want • Remind your reader of the context for your correspondence. Don’t rely on memory!

How Do You Rate This Opening Line? Employee review procedures are currently being reviewed to ensure compliance with Texas law.

Establish the Context You recently asked for an update on employee review procedures. I have analyzed them and have determined they do comply with Texas law. Make sure any points you want to emphasize are up front. Think about how readers skim.

Tone Keep an even, respectful tone. Project yourself as reasonable, objective, and professional. This does not mean you cannot show passion or enthusiasm, but never do so at anyone else’s expense.

Appropriate Tone Allow more time for designing messages that may arise from sensitive issues. Anticipate the effects of negative or unwelcome information. Analyze the reader as carefully as possible before writing.

AppropriateTone • Read the correspondence aloud and listen to the sound. • Be as positive as possible. • Avoid any phrases that suggest the reader is . . . • careless • unintelligent • lying

Btw can’t w8 2 cu lol Not appropriate formal correspondence: Instant Messaging language  Emoticons Spelling errors Exclamation points Slang

Avoid Vagueness A recommendation or suggestion needs to be accompanied by a reason. A generalization needs to be clarified and made more specific. Stay concise. If details must be presented, use exhibits.

Provide Details, Evidence, & Data Better performance? Provide the numbers! Recommend firing? Include specific incidents or reviews of employee performance! Claim you can do the job? Provide proof of what you have done!

Comment on This Sean has the ability to do the job and will be a responsible and mature employee with a strong work ethic. I have no hesitation in recommending him for any job which requires people skills.

Give Evidence for the Claims Sean has an excellent attendance record and rarely takes sick leave. He has led his team on a number of important projects, the most recent being a revision of the department’s policy and procedures manual. Primarily because of Sean’s suggestions, it now has numbered sections and is more readable. Two of his team members told me that if it weren’t for Sean, the project would have stalled.

This Isn’t an Essay Summarize only if the issues are lengthy or complex. Provide information for follow-up or action. Thank your readers for their time, attention, etc.

Writing Letters Can Be Dicey • On your turn: Roll the type die and the recipient die • Now Discuss: After these rolls, each group will have 2 minutes to answer these questions. • Under what circumstances would you write this letter? • Have you ever written a letter like this? • Using what you have learned, what would you need to keep in mind?

Don’t Forget We are here to help with any of your writing concerns. Check us out on… 214 Evans Library | 205 West Campus Library writingcenter.tamu.edu | 979-458-1455

Write on target. We can even answer rhetorical questions.