Letters usually go to people outside of your organization while memos go to other people in the organization. They may not differ in length, formality, style, or pattern of organization. However, letters and memos do differ in format, which means the parts of a document and the way they are arranged on the page.

Formats for Letters and Memos To learn how to Choose and use standard formats. Use nonsexist courtesy titles. Create a professional image.

Formats for Letters and Memos Start by answering these questions: What are the standard formats for letters? What courtesy titles should I use? How should I set up memos? How should I set up e-mail messages?

Standard Components for 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.

Use Ms. or Mr. unless the reader has a professional title. Courtesy Titles Use Ms. or Mr. unless the reader has a professional title. Professional titles include Dr., Rev., Prof., and Senator. Use a complete name if you don’t know gender. Robin Sanders instead of Mr. or Ms. Sanders. 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.

Courtesy Titles continued When you don’t know the reader’s name or gender, use The reader’s position or job title. Dear Human Resources Manager The general group to which the reader belongs. Dear Concerned Citizen

Courtesy Titles continued Omit the salutation and use a subject line instead. Subject: An investment opportunity

Standard Formats for Memos Standard memo format mimics block letter format, but Use Date/To/ From/Subject block. In general, initial next to your name. Requires subject lines. Doesn’t indent paragraphs or use headings 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.

Standard Formats for E-Mail Standard formats are evolving. The format depends on the e-mail program. Most programs prompt you to supply the address and subject line. Most programs allow you to send attachments, as well as computer copies (cc.). Like standards for Web pages, standards for e-mail continue to evolve, and different organizations may use different e-mail systems. In business situations, though, treat e-mails as seriously as you would any paper message.