Formats for Letters and Memos Module Nine McGraw-Hill/Irwin Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved.

Learning Objectives LO 9-1 Apply principles for correct letter formats. LO 9-2 Apply strategies for professional image creation with documents and beyond. LO 9-3 Recognize courtesy titles for correspondence. LO 9-4 Apply principles for correct memo formats. LO 9-1 Apply principles for correct letter formats. LO 9-2 Apply strategies for professional image creation with documents and beyond. LO 9-3 Recognize courtesy titles for correspondence. LO 9-4 Apply principles for correct memo formats.

Formats for Letters and Memos Letters normally go to people outside your organization Memos go to other people in your organization Format the parts of a document and the way they are arranged on the page. Letters and memos do not necessarily differ in length, formality, writing style, or pattern of organization. However, letters and memos do differ in format. Format means the parts of a document and the way they are arranged on the page.

How should I set up letters? Block vs. Modified Block Salutation Complimentary Close Mixed vs. Open Punctuation Subject Line vs. Reference Line While formats may vary from document to document and organization to organization, these components are standard for most business documents. Block format, which avoids tabs and lines up document sections on the left, is very popular in business. Salutations generally begin with Dear and typical complimentary closes are Sincerely and Cordially. Mixed punctuation uses a colon after the salutation and a comma after the complimentary close while open punctuation omits punctuation with these document elements. A subject line tells the reader what the message is about while a reference line refers to a number from a previous message or an order or invoice.

How should I set up letters? When you have good news, put it in the subject line. When your information is neutral, summarize it concisely in the subject line. When you must persuade a reluctant reader, use a common ground, a reader benefit, or a directed subject line that makes your stance on the issue clear. • When you have good news, put it in the subject line. • When your information is neutral, summarize it concisely in the subject line. • When your information is negative, use a negative subject line if the reader may not read the message or needs the information to act, or if the negative is your error. • When you have a request that will be easy for the reader to grant, put either the subject of the request or a direct question in the subject line. • When you must persuade a reluctant reader, use a common ground, a reader benefit, or a directed subject line (▶▶ Module 12) that makes your stance on the issue clear.

Differences between Letter Formats Figure 9.1 shows how the formats differ.

How should I set up letters? The two most common letter formats are block , sometimes called full block (see Figure 9.2 ), and modified block (see Figure 9.3 ). Your organization may make minor changes from the diagrams in margins or spacing.

How should I set up letters? When a letter runs two or more pages, use letterhead only for page 1. (See Figures 9.5 and 9.6 .) For the remaining pages, use plain paper that matches the letterhead in weight, texture, and color.

Creating a Professional Image The way you and your documents look affects the way people respond to you and to them. While formats may vary from document to document and organization to organization, these components are standard for most business documents. Block format, which avoids tabs and lines up document sections on the left, is very popular in business. Salutations generally begin with Dear and typical complimentary closes are Sincerely and Cordially. Mixed punctuation uses a colon after the salutation and a comma after the complimentary close while open punctuation omits punctuation with these document elements. A subject line tells the reader what the message is about while a reference line refers to a number from a previous message or an order or invoice.

Creating a Professional Image To make your document look professional. Use good visual impact (◀◀ Module 5). Edit and proofread to eliminate errors and typos (▶▶ Modules 14 and 15). Make sure the ink or toner is printing evenly. Use a standard format. While formats may vary from document to document and organization to organization, these components are standard for most business documents. Block format, which avoids tabs and lines up document sections on the left, is very popular in business. Salutations generally begin with Dear and typical complimentary closes are Sincerely and Cordially. Mixed punctuation uses a colon after the salutation and a comma after the complimentary close while open punctuation omits punctuation with these document elements. A subject line tells the reader what the message is about while a reference line refers to a number from a previous message or an order or invoice.

What courtesy titles should I use? Use Ms. or Mr. unless the reader has a professional title. Professional titles include Dr., Rev., Prof., and Senator. Courtesy titles show respect to your audience, so use the title preferred by your audience. Where possible, research your audience to determine the correct courtesy title to use.

What courtesy titles should I use? When you know your reader’s name but not the gender, either: Call the company and ask the receptionist Use the reader’s full name in the salutation When you know your reader’s name but not the gender, either 1. Call the company and ask the receptionist, or 2. Use the reader’s full name in the salutation: Dear Chris Crowell: Dear J. C. Meath:

What courtesy titles should I use? When you know neither the reader’s name nor gender: Use the reader’s position or job title Use a general group to which your reader belongs Omit the salutation and use a subject line in its place: When you know neither the reader’s name nor gender, you have three options: 1. Use the reader’s position or job title: Dear Loan Officer: Dear Registrar: 2. Use a general group to which your reader belongs: Dear Investor: Dear Admissions Committee: 3. Omit the salutation and use a subject line in its place: Subject: Recommendation for Ben Wandell

How should I set up memos? Memos omit both the salutation and the close. Memos never indent paragraphs. Subject lines are required; headings are optional. Never use a separate heading for the first paragraph. Memos are generally less formal than letters and are usually used only for internal documents. Most organizations put memos on letterhead and place such vital information as the name of the addressee and of the writer at the top. Unless you’re told otherwise, initial memos next to your name rather than include a signature.

How should I set up memos? Figure 9.8 illustrates the standard memo format typed on a plain sheet of paper. Note that the first letters of the reader’s name, the writer’s name, and the subject phrase are lined up vertically. Note also that memos are usually initialed by the To/From block. Initialing tells the reader that you have proofread the memo and prevents someone’s sending out your name on a memo you did not in fact write. Some organizations have special letterhead for memos. When Date/To/From/Subject are already printed on the form, the date, writer’s and reader’s names, and subject may be set at the main margin to save typing time. (See Figure 9.9 .)

How should I set up memos? If the memo runs two pages or more, use a heading at the top of the second and subsequent pages If the memo runs two pages or more, use a heading at the top of the second and subsequent pages (see Figure 9.10 ). Because many of your memos go to the same people, putting a brief version of the subject line will be more helpful than just using “All Employees.”