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1ST INSETSY 2011-2012
NASA ELEMENTARY SCHOOL
NORTH FATIMA DISTRICT
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WRITTEN
COMMUNICATIO NS
MABETH T. TOYOGON
TEACHER 1
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CHARACTERISTICS OF EFFECTIVE
CORRESPONDENCE
1. Complete
2. Clear
3. Accurate
4. Prompt
5. Concise
6. Courteous
7. Positive
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COMPLETE
Correspondence is complete when it gives the readersall the information he/she needs to accomplish the
results the writer intended.
To achieve completeness, ask the W questions:
1. Why the correspondence written?
2. What is the goal of the correspondence? What do I
hope to accomplish?
3. What information is needed before writing the
correspondence?
4. Who needs to receive the correspondence?
5. What information needs to be included in the
correspondence?
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Ineffective
1.Your recent order willbe mailed soon. (WHEN)
2.The seminar will be
on November 3.
(WHERE & WHAT Kind
of conference?)
3.The planning seminar
was cancelled. (WHATplanning meeting and
WHY was it cancelled.
Effective1. Your order of November
15 will be mailed on
November 21.
2. The letter-writing
seminar will be held in
the Green Room at 2p.m.,
November 3.
3. The planning meetingscheduled for November
was cancelled due to a
conflict with the letter-
writing seminar
scheduled at the same
time. The planning
meeting has been
rescheduled for
November 15 at 2 p.m. in
the Executive
Conference Room.
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� The reader should be able to determine (without adoubt) the purpose of the correspondence.
� Clear messages reflect clear thinking.
� It requires good organization and simple expression.
( one thought; one purpose)
� Business correspondence is not the place to impress a
person with the vocabulary used.
� It should express rather than impress.
CLEAR
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ACCURATE
� Get the facts before starting towrite.
� Check all informations correctly
� Keep out from biases� Write objectively
� Deal with the facts ² simply and
accurately.
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PROMPT
�
A conscientious business correspondent isprompt.
� Prompt answers to messages say to the
readers that the writer or organization cares
about them.� Basis promptness rule:
a. reply to memorandums within one day.
b. reply to letters within one day.c. reply to reports within the timeline
established by the cover letter or
memorandum.
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CONCISE
� It means expressing the necessary
information in as few words as possible.
� Checklist for conciseness:
� Are my sentences short?
�
Are my paragraphs short?� Have I used simple, easy- to- understand words?
� Have I used bullets or numbered lists whenever
possible?
�
Have I avoided unnecessary repetition?� Have I eliminated excessive information?
� Have I avoided cliches?
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COURTEOUS
� Courteousness incorrespondence means
using good human relationskills.
�
Treat readers with respect.� Being considerate.
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POSITIVE
� Use a positive tone
POSITIVE
Glad
Immediately
Pleasure
SatisfactoryPlease let us know.
Please send your check.
To help you avoid
further problems«.
Please put your trash in
the receptacles.
NEGATIVE
Sorry
Whenever possible
Displeasure
Unsatisfactory You failed to let us
know.
You neglected to send
your check.
The difficulties are ««
Do not throw trash on
the grounds.
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MEMORANDUM
General
Guidelines for writing memorandums:
a. Use the first name (or initials) and last name of the individual (s) to whom your are sending thememo.
b. Use the job title of the individual if company
policy dictates doing so.c. Do not use Ms. Or Mr.
d. If sending a memo to more than one individual,list the names in alphabetical order or byhierarchically.
e. If addressing to ten or more people, use ageneric classification such as Strategic PlanningTeam.
f. List c recipients alphabetically or hierarchically.
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P ARTS OF A LETTER :
a. Dateb. Inside Address
c. Salutation
d. Body of the letter
e. Complimentary close
f. Signature
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July 31, 2011
Dr. Arnold Dagangon
5121 Valley ViewDallas, Texas
Dear Arnold Jumalon
Your expertise is needed! Our administrative professionals need your assistance indeveloping their letter ² writing skills. Some of them have several years of writing
experience , yet they have not perfected their skills to the level needed. Others arerelatively new employees and have had little experience writing letters.
Your work with our employees in the past helped tremendously. They not only learnedfrom your presentation but also enjoyed the experience. We want to offer the workshopduring September. Our preferred dates are September 12-13 or Sept. 20-21.
I will call your office next week to talk with you further. I am hopeful that your answerto our request will be an affirmative one. We know you can make a difference in thequality of letters sent out by our company.
Sincerely
Marichu Tubo
Human Resource Manager