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Correspondence

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Introduction

We use correspondence as a generic term for written information sent to a target audience. It may take many different forms. For example, it may a business letter, memo, text message, email, post, graphic or some other related information.

Properties of any meaningful correspondence

 

Every piece of correspondence has:

  • An implicit or explicit addressee.
  • Implicit or explicit contact information on the sender.
  • If the correspondence is time sensitive, it must contain an implicit or explicit date and time the information was sent and the date and time of the event.
  • The correspondence must have a context that is implicitly understood by the addressee or explicity stated to the addressee.
  • It must contain information relevant to the addressee, otherwise it is spam.
  • The content of the correspondence must use a language and vocabulary that the addressee understands.
  • The correspondence must engage the receiver, regardless of the topic.
  • Most correspondence should have a call to action (CTA), For example, "Let's set up a meeting for next week. Unless you have a conflict, let's make it Tuesday at 3pm", "Take care of yourself", "Let's get this done".

 

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