Week 2 Notes (Chapter 10) PDF

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Week 2 Notes, Covering Part 3, Chapter 10 (Memos and Letters) from the textbook. The teacher Joseph Holt....

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WRTG 212 Writing and the Professions FALL SEMESTER 2019 INSTRUCTOR: Joseph Holt [email protected] 

03 September 2019, Week 2 Part 3, Chapter 10: Memos and Letters Memo Basics, Parts, and Format ●

Memo short for memorandum

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remind readers about important events, give directives, provide instructions and information, make requests

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within an organization

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print or PDF

Format ●

A memo or a memorandum centered or set flush left at the top page

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include header, recipients, sender, date, subject

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consistent predictable format

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double space between header and opening, between paragraphs

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1 in top, bottom, left, and right margins

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the body focuses on one topic ○

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complete yet compact

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short introduction

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one or two paragraph for the main issue

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conclusion by suggesting a course of action or follow up

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Memo Tone ●

Evaluations of recommendations

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be polite

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Avoid ○

bossy, condescending, aggressive, differential, passive

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emphasizes positive

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practical and realistic

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direct or indirect

Types of Memos ●

Short reports

Transmittal Memo ●

Package of materials, long report, manuscript

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the signal that the information is being sent

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introduce material and explain what is enclosed

Summary or Follow-Up Memo ●

A written record of meeting or conversation

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same understanding

Informational Memo ●

Update or announce

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email

Letter Basics, Parts, and Format

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Formal, professional impression

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represent you and organization or company 

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Format ●

Dateline, return address, signature line

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differing rules and guidelines

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Senders address/heading, date, inside address, salutation, body text, complimentary closing, signature ○

Optional: company logo, typist initials, enclosure notation, copy notation

Letter Tone ●

Lack of important nonverbal cues

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establish and maintain a “you” perspective ○

reader's interest in feelings first, throughout

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be polite and tactful

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using plain English ○

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considering the needs of international Readers ○

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avoid stuffy, puffed-up phrases

plain English, avoid idiomatic expressions

direct or indirect ○

good news, direct approach

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bad news, indirect approach

Types of Letters Inquiry Letters ●

Ask questions and requests a reply

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solicited inquiry

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Brief

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include reference

unsolicited inquiry ○

Reasonable

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clear and concise

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Express appreciation

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Claim Letters ●

Request adjustment

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Complain

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routine claims, not debatable, Direct

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arguable claims, open to interpretation, indirect

Sales Letters ●

Persuade a current or potential customer to buy

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genuinely persuasive

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get to the point quickly

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engage reader immediately

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clear and concise

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request immediate action

Adjustment Letters ●

In response to a claim letter from a customer

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