Routine Correspondence

1. Composing Subject Lines

a. An announcement that a payroll-deduction option is available for
employees wanting to purchase merchandise the business sells at an
employees discounted price.
Subject Line: Payroll deduction for purchasing discounted
merchandise.
b. A request for a co-worker who lives close to you a ride to work
tomorrow because your car is in the repair shop.
Subject Line: Car troubles need ride to work.
c. A message to a regular customer announcing that the delivery date for
his latest order of office supplies has been delayed a week to October
10th.
Subject Line: Delivery date delayed until October 10th.
d. A reprimand to an employee who has been coming in late and
missing work

without offering any excuses.

Subject Line: Important message: Please note late and unexcused

missing work has to be sustained.
e. A question to your supervisor about whether she wants you to include
statistics about employee turnover in a report he has asked you to
write about your companys hiring practices.
Subject Line: Question regarding report over companys hiring
practices.
2. Write to College Faculty Addressing Paper & Toner
Assume you have just been elected student body president for
AECHS. There are several computer labs that students use both
to learn and to complete their homework assignments. Each lab
contains a networked printer that students can use for printouts.
During the first few weeks of the semester you have overheard
and been issued complaints about how the computer labs are
running out of paper and toner. During random checks of the
printouts being produced, you noticed multiple printouts of
useless materials printed at random by students, in essence
wasting paper. You conclude that there are a group of students

that dont care or understand how important it is to not waste

paper and toner for no reason. Therefore, you have decided to
write to the college faculty outlining a solution. Beginning next
term, all printing from labs will be charged to the students. Here are the new
procedures:

Date: 7/15/15

Arrowhead Park Early College High School

3600 Arrowhead Dr
Las Cruces, NM 88011

Dear Sir or Madam:

Im writing this letter in regards of our amazing computer labs that are used
for students for their online classes and to do homework. It has come to my
attention that some students have been misusing their printing abilities.
Teachers have found papers in their printers that are being thrown away
either because they arent school related or they arent being picked up. A
purposed solution to the problem is to start charging when each student
prints. It would be easier to keep track of the students status of how much
they are printing and monitoring what the students are printing.
Sincerely,

Estrella Lozano
Student Body President

3.An E-Mail to the Student Body Regarding New Printing

Procedures
Following the scenario above, write an email informing the
student body of your decision. Outline the new procedure and
process, and how this will affect each student personally.
Remember, you were just elected student body president. This is
your first act in your new role.

Memo
To:
From:
Date:

Trailblazers and Faculty

Student body President Estrella Lozano
7/14/15

Message

The computer labs are always open for students to complete their
homework assignments or work on other school related subjects. Due
to students abusing their use of the printers, by using too much toner
and teachers receiving multiple or useless printed papers, there will
now be a charge for the use of printing in the labs. Please keep in mind
on how having a free printing was a privilege not a right. Here are the
new procedures:
Students will only use their login.
The login will keep track of how much was being printed.
The amount will then be added to your account.

If you have any comment or questions please contact me at

starlozano09@gmail.com

4. Reflection on Routine Correspondence

In your reflection, explain the decisions you made on writing,
organizing, presenting information in your pieces of routine
correspondence based on the principles the chapter is detailing
and the chapters that were presented on last week.
What channels did you use?
Why did you use those channels over others?
Did you follow the communication process from chapter 2?
Are you following the principles of the objectives of technical
communication found in chapter 3?
How did you incorporate audience recognition?
What principles of routine correspondence did you use?
Your reflection is important. You need to justify the choices you made in
your routine correspondence. Each choice should be purposeful, not
accidental. Your reflection should be no less than 500 words.
Reflection
The channels that we were allowed to choose from or the most
common in the real world for example in our jobs are the email,
letter, and memo. I chose to use a letter for the letter to the college
and a memo for addressing the problem to the students. I chose to use
a letter for communicating with the college because it is a much more
formal way to get your point across and has a lot more clarity and has
to be mailed personally or physically. As for the student body, I used a
memo to address the printing and toner problem because it seemed

like the students would more likely pay more attention to reading a
memo compared to a letter or an email. And for the memos they are
short sweet and to the point, they are also less formal then the letter. I
followed the communication process by picking up which channel to
use for the most suitable audience. My first type of audience is low
tech audience meaning they are somewhat familiar with the
procedures and how it works. As for the lay audience needs to have an
explanation on what and why. My audience is internal because of my
own accord to write addressing the printing and toner problem in the
computer lab. I formatted the letter and memo to where it is easier to
understand and it is organized. I used the objectives from chapter 3 by
being clear, and organized. I incorporated audience recognition by
choosing what type of audience it is, which I used multiple audience
recognition. I ignored using any jargon or acronyms for my intended
audiences.