Topic:

Correspondence

This topic page includes introductory information, a list of readings, and questions to guide your
reading and prepare you for class discussion; it may also include an individual or group
assignment, which may or may not be graded.

Introduction
Almost any profession or work calls on its participants to communicate in writing in one or more
of these forms of correspondence. Approach these readings carefully and refer back to them when
you enter a new context; they provide valuable reminders of things to be careful about.

Readings for this topic

Read the following entries in Alred, Brusaw and Oliu (2015; ABO). Pay close attention to the
examples:
correspondence
letters and memos
e-mail

Reading questions
When reading the ABO entry on correspondence, consider the following questions:
According to ABO, the author should imagine [the] reader sitting across from the author
and ask him/herself, How might I feel if I received this letter or e-mail? How does this
advice relate to the CPR-theoretic audience analysis we have discussed?
ABO counsels that [w]hen your reader is not familiar with the subject or with the
background of a problem, you may provide an introductory paragraph before stating the
main point of the message. Can you restate this situation in terms of CPR-theoretic
concepts like assumptions, accessibility, and strength?
Under which circumstances does ABO counsel that you should NOT begin correspondence
by putting the main point first?
Larson likes an opening to do more than identifying subject and main point of the message:
he likes it to alert the reader of any action the writer expects him to take. E.g., Please
respond with your comments by June 15 or Though this email does not require you to
take any action, I believed it was important to inform you of recent developments.
Especially with the volume of emails folks receive, its probably best not to bury your
request.
When does ABO say that the direct pattern is effective?
When does ABO suggest that indirect pattern is preferable?
ABO gives and example of the same message conveyed in a direct pattern (on p. 111) and in
an indirect pattern (in figure C-10). Why do you think an approach like the one in figure C-
10 might be practically and ethically right? Why might it be practically difficult, at least in
the situations faced by some employers?
When does ABO suggest that bulleted or numbered lists are most effective? Note the advice
not to overuse such lists.

2015 Brian N. Larson

Topic: Correspondence

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Though ABO does not really comment on the length of correspondence for which headings
are appropriate, Larsons view is that a letter of two pages length or less does not need
headings. Use rhetorical cues to structure the content instead.
You may find it useful to keep the writers checklists for Using Tone to Build Goodwill and
Correspondence and Accuracy handy later in the semester (and later in your career)
when writing correspondence.
When reading the entries on letters and memos, consider some means of comparing and
contrasting them:
Note: memo is a short form of the Latin word memorandum, the proper plural of which is
memoranda. You will find the formal Latin term used in certain contexts, such as law
practice. But if you use the long form in singular, make sure you use the correct plural!
When does ABO say you should use letters instead of memos?
When would memos be preferred?
Compare the examples in figures L-4 and M-4 and in figures L-5 and M-5. Note the formal
differences; given what you know about letters and memos now, can you account for some
of these differences?
Email has assumed many of the functions of letters and memos. Think about these questions as
you read e-mail:
Think very carefully about addressing emails. ABOs advice about leaving the address line
empty until you are ready to send is very valuable.
Its also very wise not to cc: more folks than absolutely necessary; there is both an ethical
rationale and a legal/practical one. Can you think what they might be?

Classroom activities for this topic

Think, pair, share: Example letter from ABO.

Assignments for this topic

Genre analysis memo.

Works cited

2015 Brian N. Larson

Topic: Correspondence

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