DSST Technical Writing 2025 – 400 Free Practice Questions to Pass the Exam

The correct response identifies the letter as the form of communication commonly aimed at individuals outside of an organization. Letters are formal written communications that serve various purposes, such as conveying information, making inquiries, or establishing professional relationships with external parties. Their structure and tone are typically designed to be professional and respectful, which is suitable for addressing clients, stakeholders, or other entities that are not part of the organization.

In contrast, memos are generally intended for internal communication among employees within the same organization, focusing on routine issues or updates. Reports primarily serve to document findings or progress and are often shared internally, though they may be disseminated externally in specific contexts. Manuals provide instructions or guidelines and are typically designed to instruct current employees or users within an organization, rather than communicate with external individuals. Thus, the letter stands out as the primary medium for external correspondence.