Correspondance

Memos, Letters, Emails, Apologies

Memos are internal documents meaning they are formal

False, less formal

Letters are external documents meaning they are more formal

Treu

How do you determine formality

• importance of audience

• size of audience

• long term relevance of document

• diction/tone/language

Summarize full block letter format

Your address

Date

Name of person you’re sending to

Address of person you’re sending to

Greeting

Re line

Body of letter (spaces between paragraphs)

Sincerely

Your signature

Your name

List some tips for using email effectively

• carefully crafted subject line

• begin with main point

• not too many paragraphs

• be clear about what you want

• proofread

• never use “Reply All”

• CC when appropriate

• keep email chains simple

A poor apology can make things worse than no apology

True

What is the purpose of an apology

maintaining and building relationships

List the characteristics of a good apology

• recognizes the hurt, inconvenience, or frustration of recipient

• apologize sincerely

• avoid blaming recipient

• take responsibility

• offer compensation if appropriate

What are the 4 basic report formats

• form reports

• informal reports

• semi-formal reports

• formal reports

Form Reports

• used to ensure consistency when a large number of reports give the same information

• ex. CACEE

Informal Reports

• short reports (less than 5 pages) that are casual in format

• does not deal with highly complex issues

• ex. memo, letter

Semi-formal Reports

• variation of an informal report that is longer and more formal

• uses summary section instead of a re line

Formal Reports

• longer (more than 10 pages)

• more complex

• lots of detail

What are the parts of a report

Summary

Introduction

Discussion

Conclusion

Recommendations

Appendices