1. Letter Format General 1 to 1-1/2 inch margins Centered on page
Single-spacing within paragraphs
Double-spacing between paragraphs and sections
Quality paper
Full block style (every line flush with left margin)

2. Writer’s Address or Letterhead
Type address with no name
Official company letterhead

3. Date
Spell out month and use complete numerals for the year (not 8/27/13)
Example
August 27, 2013

4. Inside Address Recipient’s name, title, and address
Use appropriate title, department, or company name if necessary
Examples: Director of Human Resources, Human Resources Department, H & H Manufacturing

5. Salutation Dear _________:
Use title, department, or company name if necessary
Avoid anonymous and sexist greetings (To Whom It May Concern, Dear Sirs, Dear Sir/Madam)

6. Complimentary Close Use traditional closing followed by a comma
Example: Sincerely,

7. Signature/Name
Triple or quadruple space after the complimentary close and type your name
Place comma between your typed name and title or place title underneath name
Sign your name between the closing and your typed name using black or blue ink

8. Typist’s Initials
Your initials/typist initials
GB/pw

9. Enclosure Line
If you are sending another item with the letter, include Enclosure, Enclosures, Enclosures (3), or Enclosure: Receipt
NOTE: Also mention enclosure in the body of the letter

10. Copy Notation
Use when a copy or copies of letter are being distributed to another reader or readers
cc: Name(s), title(s) (appears on all copies of letter)
bcc: Name(s), title(s) (appears only on blind copy)

11. Claim Letter Addressed to Customer Service Dept.
Enclosure cc: John Peters, CEO

12. Enclosure cc: John Peters, CEO bcc: Felicia Jones, Attorney at Law Abbot and Jones Law Firm

13. Writing and Organizing Letters

14. Content
Brief introductory paragraph that establishes context and states the letter’s purpose concisely.
Middle paragraph(s) that convey the content of the message in a logical order.
Brief concluding paragraph that politely requests action, thanks the reader, or provides additional relevant information.

15. Organization Two approaches Traditional, Direct Approach
Indirect Approach

16. Direct Approach Anticipates no resistance to message
Communicates good news, straightforward information, requests likely to be granted
Begins with an up-front statement of purpose

17. Indirect Approach Anticipates resistance to message
Communicates “bad news” of some type
Begins with a buffer—material designed to win trust and goodwill; postpones the “bad news” or negative message

18. Buffers Agreement Appreciation Cooperation Fairness Good News Praise
Understanding

19. Using E-mail Effectively

20. Use
How many use it regularly?
Why or when do you use it?

21. Advantages of E-mail Quick sending and replying Inexpensive
Embedded internet addresses
Attached files
Easy distribution of copies

22. Potential Disadvantages
Overuse
Sloppy Habits
Difficulty of Retrieval
Security Concerns
Less “permanent” paper trail

23. Limitations of
in the workplace is generally not used for extremely important or formal messages or for personal use.
Instead, use for routine communication

24. Format
Modification of traditional memo: From, Date, To, Subject, CC
Organize each the same way you would a letter.
Use paragraph breaks if needed
Include salutation if desirable and signature block

25. Guidelines for
Avoid using fancy formatting (italics, boldface, tab spacing, and so forth)
Check your message for spelling and grammar before you send it.
DON’T WRITE IN ALL CAPITAL LETTERS. DOING SO IS OFTEN VIEWED AS “SHOUTING” AND ALL CAPS IS HARD TO READ.

26. Follow your company’s guidelines for using e-mail.
Avoid “spamming” and “flaming.”
Be brief.
Follow-up.