Written Correspondence

or, Letters, Memos, Faxes and the Other Pieces of Paper That Clutter Your Desk

A well-written letter can make a great impression. It implicitly says, “We know you and we care about your business.” Now that your chapter has professional letterhead and everything else you need to make your correspondence shine, you can use these guidelines to make sure your writing has a consistent tone and style.

Whenever possible, try to keep letters to one page. This is the most effective way to get your message across — after all, who has time to wade through a mountain of paper? Include the date and address of the recipient at the top-left side of the page along with the salutation (e.g., Dear Bucky Badger). Select one font and stick with it, and use 11 or 12 point type in a clear font (WAA uses Palatino) to accommodate mature audiences. We like to close with “On Wisconsin!” before leaving some space for a signature. See the appendix for an example of a well-crafted business letter.

The main difference between your letterhead and memo paper is that the latter doesn’t contain your business address or a formal signature. Plus, memos are usually used within an organization to give an update (e.g, We Need to Order More Red Balloons!), often asking someone to take action. The headings on a memo should include the following guide words: To, From, Date and Subject. If the memo is addressed to two or more people, try to fit all of the names on the same line. See the appendix for an example of a memo.

When sending a fax for chapter business, you should use a fax cover sheet that features your chapter’s logo and contact information. It’s an easy way to track your communications and make sure your fax makes it to the right person’s desk. Faxes are usually less formal than other means of written communication, so you can hand-write the information on the cover sheet if necessary. See the appendix for the format of a chapter’s fax cover sheet.