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Efficient Business Correspondence Guide

Discover the standards and tips for composing effective medical office correspondence to achieve the intended purpose. Learn about key components of business letters, letter styles, supplies for written communication, and processing incoming and outgoing mail. Enhance your writing skills and organizational techniques for professional correspondence.

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Efficient Business Correspondence Guide

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  1. Chapter 15 Written Communications

  2. Composing Correspondence • Correspondence reflects standards of the medical office • Writing tips • Should achieve purpose the author intended • Follow style/format determined by your provider/employer • Organize key points • Establish tone of voice • Use language reader will understand • Sentences should be short and contain one thought

  3. Composing Correspondence • Spelling • Must be accurate • Many words not formatted into computer • Commonly misspelled words • Proofreading

  4. Component Parts of a Business Letter • Date line • Inside address • Salutation • Subject line

  5. Component Parts of a Business Letter • Body of letter • Complimentary closing • Keyed signature • Reference initials • Enclosure notations

  6. Component Parts of a Business Letter • Copy notation • Postscripts • Continuation page heading

  7. Letter Styles • Create a portfolio or database of frequently used form letters • Form letter inclusions • Full block • Modified block • Simplified

  8. Supplies for Written Communication • Letterhead • Second sheets • Printing multiple page business letters

  9. Supplies for Written Communication • Envelopes • General standard for addressing envelopes • Types of envelopes • Mail merge

  10. Other Types of Correspondence • Memoranda • Meeting agendas • Meeting minutes

  11. Processing Incomingand Outgoing Mail • Incoming mail and shipments • Outgoing mail and shipments • Postal classes

  12. Processing Incomingand Outgoing Mail • Formats for efficient processing • Zip + 4 • Abbreviations • International mail • Legal and ethical issues

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