9.1 Correspondence Formats and Conventions
Texting
Whatever digital device you use, written communication in the form of brief messages or notes has become a common way to connect using short messaging service (SMS) also known as texting. It is useful for short exchanges and is a convenient way to stay connected with others when talking on the phone would be cumbersome. Texting is not useful for long or complicated messages, and careful consideration should be given to the audience. However, it has become a method for employees to keep in frequent communication regarding dynamic situations and ongoing projects.
When texting, always consider your audience and your company, and choose words, terms, or abbreviations that will deliver your message appropriately and effectively. Since not all employees are familiar with abbreviations and acronyms used in texting or comfortable with texting overall, always ask before beginning interactions using this method.
If your work situation allows or requires you to communicate via text messages, keep the following tips in mind:
- Know your recipient: “? % dsct” may be an understandable way to ask a close associate the correct discount amount that should be offered a certain customer, but if you are writing a text to your boss, it might be wiser to write, “what % discount does Murray get on $1K order?”
- Anticipate unintentional misinterpretation: Texting often uses symbols, abbreviations, and acronyms to represent thoughts, ideas, and emotions. Given the complexity of communication, and the useful but limited capacity of texting, be aware of its limitation to prevent misinterpretation. Spell it out when in doubt.
- Use appropriately: Contacting someone too frequently can border on harassment. Texting is a tool. Use it when appropriate, but don’t abuse it.
- Don’t text and drive: Research shows that the likelihood of an accident increases dramatically if the driver is texting behind the wheel (Shapely, 2020). Being in an accident while conducting company business would reflect poorly on your judgment as well as on your employer.
Knowledge Check
Email is familiar to most students and workers. It is used to send brief, routine business communications and information electronically. Over the years, it has become the primary form of communication for companies (Bovee, Thill, & Scribner, 2016, p.127) because it is rapid and inexpensive. In fact, it has largely replaced print format letters for external (outside the company) correspondence, and by-and-large has taken the place of memos for internal (within the company) communication (Guffey, 2008).
Email can be very useful for messages that have more content than a text message, but it is still best used for fairly brief messages or brief notices. It is used to send requests, confirm conversations (Writing and Communication Centre, n.d.), and to transmit documents in attachments. You may also use emails to request information about a company or organization, such as w