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Effective Writing & Professional Correspondence

Effective Writing & Professional Correspondence. Cadet Training & Education Program. Effective Writing. Professional Correspondence. Communication is an essential tool for the twenty-first century Air Force. Overview. A Review of Effective Communication Putting it on Paper

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Effective Writing & Professional Correspondence

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  1. Effective Writing & Professional Correspondence Cadet Training & Education Program

  2. Effective Writing

  3. Professional Correspondence Communication is an essential tool for the twenty-first century Air Force

  4. Overview • A Review of Effective Communication • Putting it on Paper • Using Electronic Mail • Material in this presentation is extracted from AFH 33-337, The Tongue and Quill, dated 30 June 1997

  5. A Review… • The Basic Steps to Effective Communication • Analyze purpose and audience • Conduct the research • Support your ideas • Get organized • Draft and edit • Fight for feedback

  6. Putting it on PaperThe “Quill” of the Tongue and Quill • Official Memorandum • Personal Letter • Indorsement Memorandum • In Turn Memorandum • Memorandum for Record • Talking Paper • Short Note Reply

  7. The Official Memorandum • MEMORANDUM FOR • From • Subject • Numbered Paragraphs • Signature Block

  8. The Personal Letter • Return Address Block • Addressee Block • Greeting • Paragraph Body • Closing • Signature Line

  9. The Indorsement Memo • Same as official memorandum • Indorsement Line • Indorsement MEMORANDUM FOR • Signature Block

  10. The In Turn Memo • Same as official memorandum • In Turn recipients listed in MEMORANDUM FOR lines

  11. Memorandum for Record • MEMO FOR RECORD • When to use subjects and numbered paragraphs • …and when not to

  12. Short Note Reply • A written response

  13. Talking Paper • An official outline • Organized in bullet outline format • Signature line: • Rank & Last Name • Office Symbol • Extension or Phone # • Typists Initials • Date of Authoring

  14. E-mail… Generally Speaking • Three E-mail advantages • It’s fast, it can get to more people, and it doesn’t leave a paper trail • Three E-mail disadvantages • It’s fast, it can get to more people, and it doesn’t leave a paper trail

  15. E-mail… Generally Speaking • Think of the E-mail message as a business memo • Greeting • Body • Closing • Think of the message as a personal conversation

  16. E-mail… Generally Speaking • Don’t send copies of the message to others • Or… ignore the last rule • Don’t go direct just because you can

  17. Is E-mail Official? • Yes. • No.

  18. When Is E-mail Official? • E-mail is official when a formal signature block, prefaced by //SIGNED// in upper case text, appears in the e-mail • “All official e-mail [with this signature block] signify it contains official Air Force information” (AFI 33-119, Para. 4)

  19. Conclusion • A Review of Effective Communication • Putting it on Paper • Using Electronic Mail

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