Written Communications-nasa Inset

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1ST INSETSY 2011-2012

NASA ELEMENTARY SCHOOL

NORTH FATIMA DISTRICT



WRITTEN

COMMUNICATIO NS

MABETH T. TOYOGON

TEACHER 1



CHARACTERISTICS OF EFFECTIVE

CORRESPONDENCE

1. Complete

2. Clear

3. Accurate

4. Prompt

5. Concise

6. Courteous

7. Positive



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?



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.



� 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



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.



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.



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?



COURTEOUS

� Courteousness incorrespondence means

using good human relationskills.

�

Treat readers with respect.� Being considerate.



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.



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.



P ARTS OF A LETTER :

a. Dateb. Inside Address

c. Salutation

d. Body of the letter

e. Complimentary close

f. Signature



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

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