About this lesson
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
- 00:04 Now we have an overview of the approach to interoffice correspondence for creating
- 00:11 daily communications in internal use is within a company.
- 00:16 Written interoffice correspondence is a straight forward facet of business life. Its typical uses range from administrative,
- 00:27 for example phone messages, meeting notes,
- 00:31 to private correspondence. That might be you're a supervisor and you'll send a thank you to an employee.
- 00:40 There are interoffice memorandums.
- 00:43 A senior executive or a CEO could send a memo down to an entire staff.
- 00:51 Departmental documentation like meeting recaps, and even public announcements,
- 00:58 as simple as welcoming an employee's new baby or how to use the new coffee maker.
- 01:05 There are some fundamental purposes to keep in mind when creating interoffice correspondence. You want to deliver clear
- 01:16 information, you might be sharing news or expressing thoughts or ideas when appropriate,
- 01:22 issuing directives and providing instruction.
- 01:27 Audiences will vary for interoffice correspondents as well. We must keep this in mind.
- 01:33 Not all company members know every sender of every note or message.
- 01:40 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
- 02:03 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.
- 02:17 You do want to exercise caution with personally written communications
- 02:22 in the professional environment. That could be anything from how neat your handwriting is to the phrasing you use when you're
- 02:30 communicating. Your interoffice correspondence creates a written record and it's also open to interpretation.
- 02:38 No one can hear what you mean, so keep it business friendly.
- 02:43 With all of these guidelines you'll be able to
- 02:47 construct administrative messages, departmental notes and company-wide documents that will serve their purposes to a
- 03:00 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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