Writing Routine Business Correspondence

THE BASICS Knowing how to write well will benefit any job you take Writing moves any business forward (communication

between employees, clients, agencies, etc.) The Associated Press reported that American

businesses said workers need to improve their writing skills.

Job skills alone may not be enough to ensure your success

Employers will sometimes choose candidates who demonstrate the best skills as a business communicator

Ability to get your ideas across in a clear manner is extremely important.

6 Tests of Effective Correspondence Courteous Clear Complete Concise Correct Consistent

Communication Responsibilities Check incoming communications for factual discrepancies Record all promises you made for further correspondence Confirm in writing all appointments and invitations arranged

verbally Recognize the importance of sending goodwill messages

promptly Proofread all correspondence you write

What do Memos, Faxes, Email, IM and Blogs Have in Common? Streamlined for the busy world of work Give busy readers information quickly Informal Demand a great deal of thought and time Represent yourself and your company

Advantages of Written Communications Business Letter vs. Other Types of Writing

Less expensive than a phone call or personal visit Will get into an office when a telephone call may not be accepted People attach greater importance to a written message Provides documentation Confidential, read in private. Reader may concentrate more on the

message May include visuals (statistics, etc.) Fast method of sending the same information and ensuring the

reader gets the message Allows you to spend time, as necessary, on where you need it in

the message creation process