Every job requires some form of writing: letters, memos, emails, reports, etc. Each requires a different amount of professionalism and technique and it can be easy to overlook the details.

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2. •Common sense
• Clear thinking
•Preparation
• Getting the basics right
• Who
• What
• When
• How

3. • Know your audience
• Consider audience expectations
• Consider access to audience
• Don’t assume their level of knowledge

4. •Know your message
•What you want to communicate
• Why you want to communicate it
•Clarity of your message

5. •Timing is everything
•Be conscious of external factors
•Consider the need for a reply
• How much deliberation the message needs
versus how quickly a response is required

6. •The method
•Choose a format
• Email, letter, report, memo, etc.
•Identify your main theme
•Create an outline
• Figure out what the audience needs to know first
•Use simple, direct language

7. •To inspire action
• Use the Attention-Interest-Desire-Action
(AIDA) formula
•To persuade
• Speak to your audience’s needs with
empathy
• Show rationality and truth with the
Rhetorical Triangle approach
Writer
Audience Context

8. •Make the document as reader friendly as
possible
• Use headings, subheadings, bullet points, and
numberings
•Don’t use jargon
•Keep it short and to the point
•Check grammar and spelling

9. •Accuracy
• Grammar, format, content
•Brevity
• Keep it simple
•Clarity
• Use words that are easy to understand
• Always keep your goal in mind

10. Memos

11. Header
Subject Line
Information
Closing

12. •To: Recipient
•From:You/Company
•CC: Other Recipients
•Date 1/2/34
*Use correct names for recipients
**Include recipient’s titles when
appropriate

13. •Summarize the intent of your memo
•Be specific, concise, and to the point

14. •Be concise
•May contain a task, assignment,
explanation of attached documents, or
information the recipient needs

15. •Provide clear instructions
• All recipients should quickly understand
the task/assignment/information
•Proofread
•Provide further references/contact
information

16. Business letters

17. Sender’s
Information
Inside Address
Body
Closing
Salutation
Signature

18. Memo
• Very basic
• Straight to the point
• Sent in-house
• May be sent via e-mail
• Less time consuming
Letter
• More professional
• Sent outside of the
company
• Requires a signature
• Represents the company

19. 21st Century
Written
Communication

20. •Use proper grammar and spelling
• Don’t use text-speak
•Carefully consider your message
before you send it
• Email is never private
•Don’t use email if the subject needs
face-to-face discussion

21. •Be professional
• Avoid using abbreviations
• Don’t use emoticons
•Don’t use text for complex
problems, serious discussions, or
sensitive information

22. •Written communication is used on a
daily basis in the workplace
•Good communication skills make for
great teamwork and a positive work
environment

23. We hope you found this information helpful.
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• See our workshop schedule
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