The process of writing correspondence is essentially like that of writing any other kind of workplace document. The Focus on Process box below presents an overview of this process, focusing on letters, memos, and emails. The more formal the correspondence, the more time you are likely to spend on each of these steps.
When you need to correspond with others in the workplace, your first task is to decide on the appropriate application. You have four major choices: letters, memos, emails, and microblogs.
| FOCUS ON PROCESS: Writing Correspondence | |
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When writing correspondence, pay special attention to these steps of the writing process. |
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| PLANNING | You will need to choose the appropriate type of correspondence for your writing situation. |
| DRAFTING | For letters, memos, and email, clearly state your purpose, use headings to help your readers, summarize your message, provide adequate background, organize the discussion, and highlight action items. For microblogs, state your message or question clearly. |
| REVISING |
You might need to write correspondence quickly, but you still need to write carefully. Revise, edit, and proofread everything before you publish or send it. See Appendix, Part B, for help. |
| EDITING | |
| PROOFREADING | |