WRITER’S CHECKLIST

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?

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

  • If appropriate, is an enclosure line included?

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

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 about the problem?

  • 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 for the problem 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?

  • 263

    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?