Ch. 25 Written Communication

Verb

A word or a phrase that expresses actions, events, or a state of being is called a verb.

Noun

A word or phrase that is used to name a person, place, or thing is called a noun.

Adverb

A word or group of words used to describe or modify a verb, adjective, or another adverb is an adverb.

Adjective

A word or group of words used to describe a noun or pronoun by identifying or quantifying them are called adjectives.

Preposition

A preposition links a noun or pronoun and the rest of the sentence.

Capitalization

While composing written documents, the MA should capitalize:

• The first letter of the first word in a sentence or question

• The pronoun “I”

• Proper nouns

Numbers

• While writing numbers in a letter document, the MA should:

  • Spell out all numbers at the start of a sentence.

  • Use a hyphen to all compound numbers from 21–99 (forty-three) and written fractions (one-fourth).

  • Add commas for figures with four or more digits (4,345).

  • Avoid a decimal point or dollar sign for sums less than a dollar (e.g., 42¢).

  • Write noon and midnight in place of 12:00 PM and 12:00 AM.

Colon

used to introduce a series of items, either in the sentence or bulleted. It is used after the greeting or salutation in a professional letter.

Sender’s address

• Letterhead contains the sender’s address, including the clinic’s name, street address or post office box, city, state, and ZIP code.

• The provider’s name may or may not be present on the letterhead. Letterhead may also include phone numbers, a website address, and an e-mail address.

Date

Included at the right margin or left margin or at the center point of the document. Location is typically dependent on the letter format.

Inside address

• Appears below the date line, between the second to the tenth line.

• Always left justified, whatever the letter style.

• Include one blank line between the date and the inside address.

• Include the recipient’s name and title on the first line, the second line is department and agency, and the third line includes the street address, followed by the city, state, and ZIP code on the final line.

Reference line

• May occasionally be used to provide easy reference for the reader and sender.

• Located below the inside address.

• Purpose is to refer to a specific item, such as a file, case number, or product number.

Salutation

• Primary greeting is written on the second line below the inside address and is left justified.

• In business letters, the salutation should be “Dear Mr. Smith:”

• In patient letters, the salutation should be “Dear Mr. Ted Smith:”

• When gender is not known, the salutation should be “Dear Chris Smith:”

Subject line

• Is not used very often.

• Placed justified to the left, two lines below the salutation and two lines above the body of the letter.

• Conveys the main purpose of the letter.

• Written in boldface, underlined, or all capitalized to draw the reader’s attention.

Body of the letter

• Can be either left justified or left justified with each paragraph indented and begins on the second line below the salutation.

• Includes content and is vertically centered on the page. One blank line should separate the paragraphs.

• The first paragraph states the purpose of writing the letter.

• The next paragraph supports the purpose.

• Final paragraph includes requisition of action.

Closing

• Use the same position as the date.

• Initial capital letter and followed by a comma. For example, “Sincerely” or “Yours truly.”

Signature block

• Three to four blank lines under the close is a typed name and title of the sender. The person’s title should be in capitalized just below the typed name.

• Contains a handwritten signature in the space between the closing and the typed name of sender.

Reference notation

indicates the person who composed the letter, followed by the one who typed the letter.

Enclosure notation

Refers to the number of documents or attachments.

Copy notation

notifies the person receiving the letter of anyone else receiving a copy of the letter.

Blind copy

When the sender wants to send a confidential copy without the recipient knowing a copy has been sent, the blind copy (bc) is used on the office copy only.

Full block letter format

• All elements are left justified.

• Business letters typically use a “closed” punctuation, such as a colon after the salutation, which gives a professional appearance.

• Informal letters use open punctuation, such as a comma after the salutation, which reflects the use of minimum punctuation.

Modified block letter format

• The sender’s address is left justified when there is no letterhead and inside address.

• Date, closing, and signature block are right justified or at center point.

Semi-block letter format

• The sender’s address is left justified when there is no letterhead and inside address.

• Date, closing, and signature block are right justified or at center point.

• All paragraphs are indented five spaces.

Memorandums (memos)

documents addressing one topic and conveying a message to readers.

Professional e-mail format

• Obtaining the recipient’s e-mail address and typing it into the software

• Typing in the subject of the message

• Typing in a formal greeting

• Typing in the body of the e-mail using proper grammar, punctuation, capitalization, and sentence formations

• Typing a closing followed by the sender’s name and title

• Performing a spell-check and proofreading

• Revising the e-mail and sending