-More recently the ever so popular e-mail has made the list
-Although tempting, it is important not to take shortcuts in your writing
-Letters and memos are good for their intended purpose but they are often misused.
Sometimes a structured letter or memo isn't sufficient and you must be original when required
Emails are abused with sloppy writing creating a bad image for the writer.
-Jobs have been loss over cases like these, no matter what form the writing is in it should be approached with equal importance.
Making Your Correspondence Get Results David V. Lewis
-Letters reflect your company’s attitude and shape the personality of the company
-Write about the benefits of the recipient and not the benefits of the company
-A good sales letter should persuade your reader that it is worth their while
-The most powerful letters appeal to basic needs and emotion as well and clear and to-the-point. Basically, it should be written in conversational language.
Mastering Tone
-When writing a “rejection letter,” let the reader down gently, leaving the door open for future business
-Don’t make it a negatively phrased letter pg. 123
-It doesn’t take much to offend your reader when using negative language
How to write the way you talk
-Communicate in plain English using technical terms when absolutely necessary
-Contractions will make your writing sound more conversational and make it appear more natural.
“I Have Some Bad News for You” Allan A. Glatthorn
-Letters containing bad news are among the most difficult to write
There are a couple guidelines to follow:
1) The successful manager is able to empathize with others
2) Bad news is best delivered face to face
-People value honesty and forthrightness
Indirect Bad News Message
-Surround the bad news with positive expressions and appreciation
Direct Message of Bad News
-No non-sense statement that gets right to the point
-Could be used to discourage any more communication from that individual
How To Write Better Memos Harold K. Mintz
-Memos are informal and very versatile
-They can simply inform, set responsibilities and deadlines, or establish a file record of decisions, agreements, and policies.
Organization:
· What are the facts?
· What do they mean?
· What do we do now?
-Memos longer than a page need an introduction preventing the reader from searching the entire memo to find the purpose of the writer
-A good memo is clear, brief, and relevant with clarity being the most important
How to use bottom-line writing in corporate communication
-DO NOT write “wordy” memos and reports
-Be brief!
-The problem in corporate writing is not the length of writing but the lack of efficiency.
Comprehension is the Key
-You will read a memo containing general information differently from one that requires you to make some sort of decision.
-Managers in information industries spend 60% of their time reading and writing.
-A waste of productivity caused by inefficient communication
-Taught people to use a direct organizational pattern and stay away form a circular pattern
-People’s inefficiency in writing is sometimes because of their social upbringing and educational programming
-A young person entering a large company will have a hard time writing in a blunt and direct way to their superiors
Email: Presenting a Professional Image Janis Fisher Chan
-Extremely wordy emails and short sloppy emails that abbreviate every word are equally as bad and makes a poor impression.
-The emails you send say a lot about yourself and whether or not you will be taken seriously.
-Use active language that is energetic and clear
-Active language gets the message across clearly, passive language weakens your writing
-Emails should be easy to read and free from inflated language
-Don’t use too many words since people like to read their emails quickly
-Avoid repetition-goes back to wordiness and use gender neutral language
-Use short, simple, focused sentences and good grammar
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