English 3764 - Technical Writing: Section II. Choosing Modes of Correspondence

At one time letters were the prime mode for internal and external communication, but as times have changed so have various forms of communication both in business and industry.

But even though memos and e-mails have grown more popular, don't assume that letters are archaic. While formal letters aren't used as commonly, they still play an important role in certain situations.

Determining which mode of correspondence to use can sometimes be challenging. The key rule of thumb is to first consider purpose, and then the audience.

The comparison chart below provides some guidelines for thinking about which mode of correspondence to use in various contexts.

Modes of Correspondence Compared
based on Purpose and Audience

Mode	Purpose	Audience
Letters	Establishing formal communication Acknowledging transmittal of information Formally following-up after phone conversation Formally recording transactions (with signature)	Specific person with whom you have not established contact Specific person with whom you want to establish a personable tone
Memos Memorandum (singular) Memoranda (plural)	Establishing and maintaining internal communication Reporting Project Progress or Updates Reporting on Trips Proposing Projects Informally following-up after phone conversation Formally recording transactions	Supervisors Staff Colleagues Project Team Member Individuals and groups within an organization
Email	Communicating quickly Ordering or Updates to purchasing products or equipment Acknowledging receipt of product or equipment Establishing and maintaining business contact internationally	Supervisors Staff Colleagues Project Team Member Individuals and groups within an organization Specific person with whom you have not established contact Specific person with whom you want to establish a personable tone

In each case identify the most appropriate strategy:

Following-up after phone conversation with a colleague
1. Letter
2. Memo
3. Email
Formally following-up after phone conversation with a potential sales contact
1. Letter
2. Memo
3. Email
Formally recording transactions with a colleague
1. Letter
2. Memo
3. Email

Organization -->

Writing Correspondence	Modules:

Choosing Modes of Correspondence

Modes of Correspondence Compared based on Purpose and Audience

Modes of Correspondence Compared
based on Purpose and Audience