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Overview of uses and approaches to written interoffice correspondence.

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Quick reference

Topic

Overview of uses and approaches to written interoffice correspondence.

When to use

When creating daily communications for internal uses within a company.

Instructions

Purpose

Typical uses of interoffice correspondence:

  • Administrative
  • Private correspondence
  • Interoffice memorandum
  • Departmental documentation
  • Public announcement

Interoffice Correspondence Overview

  • Fundamental purposes: deliver clear information, share news, express thoughts/ideas when appropriate, issue directives, provide instruction
  • Audiences will vary. Not all company members know each sender
  • Tone is relative to purpose and audience, and relationship of sender
  • Formatting may be pre-styled in forms preferred by company. Businesses can select commonly used templates or create their own guidelines
  • Be careful with personally written communications in professional environments – it leaves a written record

 

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  • 00:05 Now we have an overview of the approach to interoffice correspondence for creating
  • 00:11 daily communications in internal use is within a company.
  • 00:17 Written interoffice correspondence is a straight forward facet of business life. Its typical uses range from administrative,
  • 00:28 for example phone messages, meeting notes,
  • 00:32 to private correspondence. That might be you're a supervisor and you'll send a thank you to an employee.
  • 00:41 There are interoffice memorandums.
  • 00:44 A senior executive or a CEO could send a memo down to an entire staff.
  • 00:52 Departmental documentation like meeting recaps, and even public announcements,
  • 00:59 as simple as welcoming an employee's new baby or how to use the new coffee maker.
  • 01:06 There are some fundamental purposes to keep in mind when creating interoffice correspondence. You want to deliver clear
  • 01:17 information, you might be sharing news or expressing thoughts or ideas when appropriate,
  • 01:23 issuing directives and providing instruction.
  • 01:28 Audiences will vary for interoffice correspondents as well. We must keep this in mind.
  • 01:34 Not all company members know every sender of every note or message.
  • 01:41 Tone is relative to the purpose and the audience, and the relationship of the sender to the recipients of the messages.
  • 01:53 Formatting: this may may be prestyled in forms that are preferred by the company.
  • 02:00 Businesses can select commonly used templates
  • 02:04 for certain types of messages or memos or create
  • 02:08 their own preferred guidelines for employees to follow for email or printed messages or memos.
  • 02:18 You do want to exercise caution with personally written communications
  • 02:23 in the professional environment. That could be anything from how neat your handwriting is to the phrasing you use when you're
  • 02:31 communicating. Your interoffice correspondence creates a written record and it's also open to interpretation.
  • 02:39 No one can hear what you mean, so keep it business friendly.
  • 02:44 With all of these guidelines you'll be able to
  • 02:48 construct administrative messages, departmental notes and company-wide documents that will serve their purposes to a
  • 03:01 variety of audiences for super effective daily correspondence to meet all the needs for a wide level purposes in your company.

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