Beginning of Class Writing: TC Chapter 23: Writing Reader-Centered Letters, Memos, E-mails, and Digital Exchanges

For today’s class, you read Chapter 23, Writing Reader-Centered Letters, Memos, E-mails, and Digital Exchanges in Anderson’s Technical Communication. Spend the first ten minutes of class writing a summary of the chapter. Some questions that might help you write your summary include: what is the difference between letters, memos, emails, and digital exchanges? How are these things similar? What purpose might each of these communications serve?

20 thoughts on “Beginning of Class Writing: TC Chapter 23: Writing Reader-Centered Letters, Memos, E-mails, and Digital Exchanges

  1. Eugene

    TO: Professor Ellis
    FROM: Yevheniy Matveychuk
    DATE: 9/17/14
    RE: Exchanging Correspondence in a Professional Setting
    When corresponding with other at work you may want to follow a format convention that is used at work. This may be how the memo or email is titled. The information contained within may need some background information. People may forget what the topic you’re writing to them is all about so be sure to include appropriate background information so that the reader can understand the information that is being sent. Remember that you are writing the letter for someone and not yourself so be sure to include yourself in that person’s shoes and visualize what information that person might want.

  2. Tanman

    To: Professor Ellis
    From: Tanman Dey
    Date: Sep 17th, 2014
    Subject: Writing at Work

    Ch.23 of this book talks about Writing Reader-Centered Letters, Memos, E-mails, and Digital Exchanges. This chapter talks about the type of communication methods are often used at work place. The author mentions how workplace communications are differ from our social and personal lives.
    Anderson describes important specific advice for writing the letters, memos, e-mails, instant messages, and blog entries. It is important to use the appropriate level of formality at workplace. We must focus on the readers while communicating. We can help the readers understand clearly by keep the writing short and simple. An author says we can make the readers find what they want quickly by mentioning the main points.
    It is also important to know the reader and what they want to achieve from that communication. It is always vital to give priority to the readers. There is appropriate format when writing a letter, which is also describe by the author in this chapter. Writing an email is similar to a formal memo that appears on screen rather than on paper. Other type of communication that is also used at work place is instant messaging, which take less time to check and response than an email.
    The format of all kinds of writing should be easy to understand and with which the reader is familiar. Throughout this chapter the author give tips on how to write in different perspective and through different medium of communication.

  3. mohammed

    TO- Professor Ellis
    From- Mohammed S Akhtar
    Date- 9-17-14
    RE- Letters Email Memos and Blog

    In this chapter “writing Reader- centered letters, memo, emails, and digital exchange. We learned how to utilize the proper level of customs, help users find what they need rapidly, give users the foundation data they need, take traditions of your users and to stay organized and mainly take a reader – centered (which is your attitude )

  4. Muhammad Javed

    In this chapter, Anderson talk about the Letters, Memos, E-mails, and Digital Exchanges. These things are playing an important role at work place. Almost every day we communicate with other by using these sources. . In order to, write any of these we have to follow the format which is shown in the Anderson’s chapter. There are few things we have to make sure that we are doing it right way, such as, state your main point in front , keep in short , and use headlines and lists. there is a lot more important information in this chapter. I think this will help me a lot in present and in future.

  5. ailin

    TO: Pro. Ellis

    FROM: Ailin Guo

    DATE: Sept. 17, 2014

    RE: Perfecting Communication Through Letters, Memos, Emails and Digital Exchange

    In chapter 23, Anderson teaches us how to use different short forms of writing styles such as letters, memos, emails or texts in office communication. The more formal of the four is letter writing that includes an introduction and a closing paragraph with formal greeting and signatures block. Next comes memo and email, which heads off with the main topic and signs off with initial. Also remember to have an informative subject line so reader can easily identify. The most informal communication style is text message, which is a conversation where limited introduction is needed. When it comes to deciding the formality level of writing style, simply paralleling the writing style that was send to you. Another technique Anderson teaches is to use “you” when writing your message, which will give your reader a positive response. The important similarities between these short form writings is to always keep your message short and to the point using heading and bullets to point out the main topics. These techniques will enable you to use quick and informative communication at work settings.

  6. Felix Baez

    To: Professor Ellis
    From: Felix Baez
    Date: September 17, 2014
    Subject: Short communications material summary

    In chapter 23 the author discusses different types of short communications like memos, emails, instant messages and blogs. Anderson states clearly the importance of once again writing using the reader- centered method. He begins by stating that a reader will react to a memo, email or other smaller piece of communication by viewing it as a personal and direct message versus the reactions to reports or larger documents. It is extremely important to always remember how greatly the emotional impact can be on your readers when receiving short forms. Craft a tone, attitude and choose a style to match your audience in order to positively capitalize on their response. Once again, find out what your reader wants.

    The author mentioned that a strategy for increasing the positive emotional response of your audience is to use a “you attitude” or simply by focusing on the reader’s needs and desires. Include words such as you and your instead of using I as the subject in your sentences. To achieve a positive response show the reader the critical information right away and make it easy to understand. You might want to include the main point of your communication in the subject line of an email or memo. Anderson suggests to keep it short and to the point, mainly give the facts, and any other information that will be persuasive. Anderson suggest we close the paragraph with a social gesture in order to help the reader feel that you were helpful and will be available for further support. Also you should keep margin consistency if writing using a letterhead or reprinted stationary. In a memo you should sign your initials by your name in the “from” line. In an email communication use informative subject lines. Caution while writing instant messages as they can become less formal and while that might be a good thing, the main points can be lost due to the rapid conversation like rate of the writings. In all, I found this chapter persuasive and informative, so to his credit I must give Anderson a big thumbs up.

  7. Amit Rabadia

    To: Professor Ellis

    From: Amit Rabadia

    Date: 09/17/2014

    Subject: Summary of Anderson’s TC Chapter 23

    In this chapter, Anderson discusses about writing effective reader-centered letters, memo, emails and digital exchanges. Adopting a reader-centered “you-attitude”, Anderson advises to focus mainly on what readers’ need, their desires and their situation. Some of his arguments that are important are keeping our writing short and direct as possible, giving readers the background they need and following format conventions. Anderson goes through the special considerations for writing letters by providing few examples of the letters. At the end he also talks about writing reader-centered memos, its format what to consider while writing memos. The version of the book from Anderson I read didn’t have the topics explaining the emails and digital exchanges. However, I have pretty much ideas on different formatting, heading, content and closings for emails versus letters and memos. Overall, this chapter was helpful writing effective memos, emails, letters and other digital exchanges for the future.

  8. rplum

    To: Prof. Ellis
    From: Robert Plummer
    Date: 9/17/14
    RE: Technical Communications Chapter 23 Summary

    Chapter 23 of the Technical Writing book raises the concern of adjusting your writing for the needs of the reader, and addresses the issue that the tone of your writing is just as important as what the writing is about.

    There are many ways to communicate different tones, and with different types of people. These tones often range from close and personal to indifferent and formal, and using the wrong tone can be off-putting and may give off the wrong sense of intention to whomever is reading. For example, if you are sending a letter to inform someone on their success or achievement, using direct terms such as “you” and “your achievement” can give them a sense of joy and pride with their achievement. Using a neutral term such as “the achievement” can make it seem inconsequential, as if the person’s input had no real impact. Inversely, addressing a person with direct terms based on failures or rejections can give them a sense of guilt and responsibity for the failure, whether it was their fault or not, and indirect terms can keep the tone neutral in order to help keep the person optimistic of the situation.

    The method in which the writing is sent also plays a large factor in how the tone is shaped. Using methods that are designed for quick and immediate responses are best suited for short, personal messages to individuals, whereas lengthy one-time announcements are best suited to formal and considerate responses made to anyone from one person to an entire company. The latter tone is especially important when dealing with businesses or even those of different cultural experiences, as they will expect the writing to be presented to them in a certain way, and will consider any personal or presumptuous statement to be inconsiderate and offensive, even if it’s in a way that you would consider friendly and positive.

  9. Kanstantsin

    TO: Professor Ellis
    FROM: Kanstantsin Yanchanka
    DATE: 09/17/2014
    RE: Letters, e-mails, instant messages, and blog entries at workplace.

    In the twenty third chapter, Paul Anderson states that e-mails, instant messages, and letters that are written at the workplace significantly differ in a writing style from the personal and social ones. Moreover, each company has its preferences in a writing style. Therefore, Anderson provides basic guidelines that help identify particular qualities of a style that a company uses, such as a level of formality and the company’s customs. Further in the chapter, Anderson explains how to make workplace writing be more reader-centered. Some of the techniques suggest to focus more on the reader than yourself and make writing more positive. Anderson also defines workplace letters, e-mails, instant messages, and their purposes. Additionally, he provides a conventional format for writing letters, e-mails, and instant messages with the detailed examples.

  10. diegotuso

    TO: Professor Ellis
    FROM: Diego Tuso
    DATE: 9/17/2014
    RE: Effective Writing of Letters, Memos, Emails, and Blogs.

    For chapter 23 of Anderson’s TC he explains in detail how to fully use memos, emails, hand-written cards, and blogs. He begins with the memos and how each firm or company you may work will probably have their own personal way of setting up memos to be formal, informative, and quick to state the main point of what concerns your memo regards to. When it comes to Emails Anderson explains one be very polite and reader-centered in order for our emails to be exact on the key points of what we are discussing and reminds us to always be formal because you have to consider the readers thoughts and how he/she may feel about your attitude toward specific topics. Next Anderson explains of how to write and set up a formal hand-written or typed letter. He explains we must write exactly who the letter is for and to be as formal as possible to show respect towards this person and or organization. Letters are more crucial because they have to be very specific and effective in order to get your message across to the person reading the letter.

  11. Elena Spallina

    To: Professor Ellis
    From: Elena Prokhortseva
    Date: Sep 17th, 2014
    Subject: Writing Reader-Centered Letters, Memos, E-mails, and Digital Exchanges

    In chapter 23 Anderson talks about effective reader-centered writing. This writings could be very different from each other based on media a person is going to use. The most common media will be writing a letter. In writing a letter writer should remember to follow the convention for opening and closing a letter. Letter usually has the most information comparing to other sources. Memos could sound as the easiest writing from all but it has also some rules applied. The most popular now days will probably be emails. In emails a writer also has to remember to include beginning and end of the message. and of course the most important is to remember to check the list off all people included in email. Email has to have a name of receiver and name of sender as well, even though people think it’s not really necessary to do based on name in email.

  12. J.X. Pabon

    The difference between memos,letters, and emails is basically the sensitivity of the information being distributed and the people who are receiving the information. For instance a memo would be used by a manager to inform their subordinates of any information. A letter would be sent to a manager or CEO by an employee to discuss a certain topic. I think its a matter of courtesy and respect for the individual receiving the information. A memo does not require a header where a letter would require a header. Memos, letters, and emails are all similar in that all three are utilized for educating and inquiring about a certain topic. the differences are the format of each.

  13. Aaron Munoz

    O: Prof, Ellis

    FROM: Aaron Munoz

    DATE: 09-17-14

    RE: “Reader Centered”

    Modern Technology has changed the way we obtain and send information. writing letters was once the most common way to send information but that has quickly changed to typing emails, memos, and text messages. In chapter 23 Anderson goes over the correct ways too send emails and digital Exchanges of information. Anderson explains the importance of using the correct formality, someone reading your email from another country may want to see a different formality of writing then from this one. learning what kind of culture the people who are reading you writing is important too. Anderson also goes over the importance of giving the reader a “reader centered” writing. Anderson does a great job explaining the importance of writing professional reader centered writing for digital exchanges.

  14. Adeola Gbamuse

    TO: Professor Ellis

    FROM: Adeola Gbamuse

    DATE: 9/17/14

    RE: Exchanging Correspondence in a Professional Setting

    Anderson speaks to us about corresponding and communicating with others at the work place. You may want to follow a format commonly used in that work environment. This may be how the memo or email is titled, address line etc. The information contained within any email or memo may need some background information in order to keep the reader up to date. People may forget what the topic you’re writing to them is all about so be sure to include appropriate background information so that the reader can understand the information that is being sent. Remember that you are writing the letter to someone and not yourself, so be aware and be sure to put yourself in the readers shoes to picture how your recipient will view what information you have sent them.

  15. Asad

    In cheater: 23, the writer mentioned about how to write letters, memos, and emails in a professional way so that the readers never loose concentration. To write a correspondence first thing comes in mind is formality. Mostly it depends on the readers. By researching, the writer has to know what kind of formality the readers want.
    To get more positive response a strategy called ” you attitude” can be implemented. According to this strategy a writer should concern on ” reader’s needs, desires, and situation” rather thyself. By writing the main point at beginning of the message, there is a good chance to get positive responses of readers.
    Keeping the message short by reducing unnecessary words and sticking to the point is another way to create an effective message. Headings and lists also come in handy to get the reader’s attention.
    whenever a message is sent to readers, it is important to write the point of readers’ concern at the beginning.
    The format of message changes from culture to culture. Therefore, before sending the correspondences sender should have knowledge about the format which the readers used to.

  16. Jluisestrada

    To: Professor Ellis

    From: Jose Estrada

    Date: 9/17/2014

    Subject: How Write in different formats

    In Chapter 23, Paul V. Anderson talks about different formats of writing and how to use them. Also, he talks about how proper grammar should be used in these writing formats; Memo, E-Mail, and Letters. Memo are to be written short and simple. Stating your main point and introducing it to the reader. A Letter is written with referring to who and what’s the purpose of this letter. This also applies to E-mail’s format. Professional writing is key all writing formats.

  17. MENSAH EKUE

    TO: professor Ellis

    FROM: Mensha Ekue

    DATE: 9-17-14

    RE: Letters, Emails, Blogs and Memos

    Acoording to Anderson in chapter 23 , letters , and memos are more formal than emails and digital exchanges. anderson suggests to writers to focus sentences to reader’s needs, desire and situation. Anderson explains that letters are directed to readers outside a writer’s organization while memos are short wrting to readers inside a writer’s organization. writers should should learn the culture of their reaers as wrting style differes from regions to region and from culture to culture. memos do not include a returing address because they are written insdie the same organization or comapny unlike letters. like letters , memo should stay the purpose and main point in the opening sentence and writers should list the people receiving copy as a sing of courtesy to the readers. Emails are written in a informal manner but can be formal depending on the organziation or the reader’s reactions. Centered blogs are areas of discussion

  18. peggylu

    TO: professor Ellis

    FROM: PeiYun, Lu

    DATE: 9-24-14

    RE: Anderson’s TC Chapter 23 Summary

    Anderson explains the rules of five different communication that are most frequent used in workplace-we have letters, emails, memos, instant messages, and blogs. Yet, within various communication formats, it has different rules.

    The most conventional communication technique is writing a formal business letter. It is important to keep in mind that we need to use a formal greeting, create a formal signature block, sign your name neatly, and list all the recipients when drafting a letter. Second, the most general communication format within the same company is memos. In order to write a useful and efficient memo, we need to provide a specific, informative subject line, state the purpose and main point in the opening sentences, initial the memo, and list all the recipients of the memo. Third, Email is a wildly acceptable communication ways widely. As a matter of fact, email is often written in a formal or informal manner depends on the organization culture. Yet, provide an informative subject lines is essential. Furthermore, people write and reply email differently. Therefore, it is important to adjust your writing style accordingly and pay attention to how your reader’s attitude or writing style toward you. Another informal communication format is writing an instant message. It is not necessary to include an introductory information because the nature of instant message sometimes is to chat. The last communication format Anderson listed is writing a blog entry. It is considered a more personal and social purpose communication nowadays. Yet, workplace blogs are usually very restricted: it can only be updated or designed by a specific group of people who share the same work goal. The benefit of workplace blogging is its ability to allow users to brainstorm, share progress, raise questions,gather information, and the convenient means of corresponding for working teams.

    No matter which type of communication format you prefer, it is vital to use an appropriate level of formality. We also need to focus on writing a you attitude communication and the importance of constructing an easy reading form. Lastly, give your readers the background information they need to complete their tasks and follow their customs and culture.

  19. Richard Gabriel

    Chapter 23 is on writing reader centered letters, memos, E-mails, and digital exchanges. In this chapter we learn to use the appropriate level of formality,take a reader-centered “you attitude,to help your readers find what they want quickly, give your readers the background information they need, learn the customs of your readers’ culture,and follow format conventions and other customs.

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