Printed Page 382

WRITER’S CHECKLIST

Click each checklist item to read more about it.

Letter Format

Is the first page printed on letterhead stationery?

Is the date included?

Is the inside address complete and correct?

Is the appropriate courtesy title used?

If appropriate, is an attention line included?

If appropriate, is a subject line included?

Is the salutation appropriate?

Is the complimentary close typed with only the first word capitalized?

If appropriate, is an enclosure line included?

Is the signature legible, and is the writer’s name typed beneath the signature?

If appropriate, is a copy and/or courtesy-copy line included?

Is the letter typed in one of the standard formats?

Types of Letters

Does the inquiry letter

explain why you chose the reader to receive the inquiry?

explain why you are requesting the information and how you will use it?

specify the date when you need the information?

list the questions clearly and, if appropriate, provide room for the reader’s responses?

offer, if appropriate, the product of your research?

Does the response to an inquiry letter

answer the reader’s questions?

explain why, if any of the reader’s questions cannot be answered?

Does the claim letter

identify specifically the unsatisfactory product or service?

explain the problem(s) clearly?

propose an adjustment?

conclude courteously?

Does the “good news” adjustment letter

express your regret?

explain the adjustment you will make?

conclude on a positive note?

Does the “bad news” adjustment letter

meet the reader on neutral ground, expressing regret but not apologizing?

explain why the company is not at fault?

clearly imply that the reader’s request is denied?

attempt to create goodwill?

Memos

Does the identifying information adhere to your organization’s standards?

Did you include a specific subject line?

Did you clearly state your purpose at the start of the memo?

If appropriate, did you summarize your message?

Did you provide appropriate background for the discussion?

Did you organize the discussion clearly?

Did you include informative headings to help your readers?

Did you highlight items requiring action?

Email

Did you refrain from sending jokes or other nonbusiness messages?

Did you keep the email as brief as possible and send it only to appropriate people?

Did you use the appropriate level of formality?

Did you write correctly?

Did you avoid flaming?

Did you write a specific, accurate subject line?

Did you use uppercase and lowercase letters?

Did you skip lines between paragraphs?

Did you check with the writer before forwarding his or her message?

Microblogs

Did you study your organization’s policy on which microblog sites you may use and how you should use them?