Final answer:
When sending professional correspondence to a workplace, include a return address, use a professional format and language, and follow the standardized form of a business letter. Avoid informal language and slang. The content should be clear, concise, and reviewed for correctness before sending.
Step-by-step explanation:
When sending mail to a place of work, it is important to maintain a professional format and style. This includes including personal details such as your return address, to ensure that the recipient knows who the mail is from and can respond appropriately. A return address serves as both a means for the recipient to reply and a way to return the mail to the sender in case of non-delivery.
Furthermore, the use of professional language is crucial. This means avoiding informal language and abbreviations, which are not regarded as proper business communication. Instead, one should use correct spelling, proper grammar, punctuation, and capitals. If required, use bullets and numbering for easier readability and emphasize key words or phrases with bold or italics, but never use all capitals as this could be interpreted as yelling.
The structure of the letter should follow the standard parts of a cover letter which include your return address, the date, inside address, greeting, body of your letter in a professional font, closing, and your typed name. Always include the name and title of the person to whom you are writing, and write out the name of the month when adding the date.
In terms of content, be clear, concise, and to the point, making sure not to drift into casual or 'text language'. It is also a good practice to read your message aloud or have it reviewed by a colleague for feedback, if confidentiality is not an issue, before sending it.
Last but not least, remember that even as a student, there are instances where you need to write formally, so understanding the difference between academic and business writing is essential for clarity and professionalism in your communications.