correspondence. almost as many types of correspondence (letters, memos, e-mail) exist as there are...
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The Business Writer’s Handbook
Correspondence
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Almost as many types of correspondence (letters, memos, e-mail) exist as there are reasons for writing them.
Correspondence
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Letters are an essential means of communication among organizations, businesses, and their customers; memos and e-mail are the primary means of communication within organizations.
Correspondence
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Goodwill is important in business relationships.
Empathy with your reader—that is, writing with your reader's needs foremost—establishes a good rapport. Such empathy is frequently called the "you" viewpoint.
Correspondence
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Good formatting reflects the "you" viewpoint and the professionalism of the writer.
Accuracy and appearance enhance content. A courteous, professional tone gets the best
results.
Correspondence
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Different types of correspondence follow established patterns and strategies, although your audience and the purpose of the correspondence may call for adapting it to suit your particular needs.
Correspondence
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Following are some of the most common types of business correspondence. (Note that correspondence may take the form of a letter, a memo, or an e-mail, depending on the circumstances.)
Correspondence
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An inquiry letter is a request for information. The request should state clearly and concisely what information is needed, who is requesting it, and what use will be made of it.
Correspondence
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A response to an inquiry should answer all questions politely and tactfully.
Correspondence
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A cover letter identifies an item being sent, the person to whom it is being sent, and the reason for sending it.
Correspondence
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An acknowledgment letter, often sent as a courtesy, reports that something has been received.
Correspondence
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A reference letter evaluates the performance or ability of an applicant for a job, promotion, or scholarship.
Correspondence
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An acceptance letter, written to accept a job offer, should identify the position and salary one is accepting.
Correspondence
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A complaint letter should be businesslike and logical; it should not sound "whiny." Rather, it should demonstrate that the writer is registering the complaint calmly and expects the situation to be corrected.
Correspondence
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An adjustment letter is written in response to a complaint letter and tells the customer what the firm intends to do about the complaint.
Correspondence
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A refusal letter addresses a complaint, an inquiry, or other situation with a negative reply. Such letters or messages must be prepared with utmost care.
Correspondence