chapter 20 professional doc.

form letters

can be individually composed or prewritten from letters and templates.

referral letters

used when a patient needs to see a specialist

consultation letters

sent to request a specialist’s opinion on a patient’s care.

annual examination reminders

reminds patients to schedule their yearly check-ups

collection letters

used to follow up on overdue payments

when is proofreading and editing completed

after you finish the first draft

when preparing medical documentation you need to

check the accuracy of the dates, spelling and grammar, clarity of the letter

full block style (most common)

typed with all lines flushed left

modified block style

has a dateline and complimentary closing and signature block at the center

simplified style

modifiers full block by leaving off salutation and complementary close

what are the four letter formats and styles

full-block style, modified block style, modified block style with indentations, simplified style

what are the 12 components of a letter

letterhead, date line, inside address, salutation, reference, body, complementary closing, senders signature, title, reference initials, enclosure, copies

letterhead

a preprinted stationary only used on the first page.

second sheet

is a blank paper used beyond the 1st page

inside address

where the letter is being sent

salutation

the greeting in the letter

reference/subject line

used to identify what or about whom the letter is regarding

the salutation is always followed by

a colon

body of the letter contains

The message

what are the Rules for buissness letters?

if you are sending a letter to a person and you know the gender you may address them as dear Mr./Mrs. if you don’t know the gender address them as dear then first and last name. if you are sending to one female and male always address the female first. if you are sending to several people address them in alphabetical order using the last name.

complimentary closing is always followed by a

comma

only the first letter of a closing is

capitalized

what do you place after the final body

two enter spaces

after the typed name place

four enter spaces

enclosure

any identified materials to be sent with the letter

memorandum

a type of written documentation used for interoffice communication

what are the four components of a memorandum

heading, date, to, from, subject

agenda outline

what will be discussed at a meeting

minutes

a written record of a meeting

what is an email considered

not considered a secure means of communication

priority mail express

fastest service 1-2 days and insured by $100

priority mail

2 day delivery to most destinations max weight is 70lbs

first class mail

under the sending standard mail like letters and postcards weighing up to 13oz

standard mail

used by companies for bulk mail for sending newspapers and flyers

certified mail

provides proof of mailing

return receipts

provided proof of receipt must be purchased separately

registered mail

insured and provided the most protection for valuables

bulk mail

used to send large quantities at a discount rate