1. Chapter 6 Message Formats

2. Learning Objective 1 Describe the seven standard parts of a letter.

3. Standard Parts of a Letter Heading Inside address Salutation Body Complimentary close Signature block Reference initials

4. Learning Objective 2 Describe the appropriate use of supplementary parts of a letter.

5. Supplementary Parts of a Letter Attention line – directs letter to a person or position Subject line – identifies main topic Company name in signature block – used when the letter is also a contract Enclosure or attachment notation – names additional material in the envelope Copy notation – identifies others receiving the letter Postscript – adds personal comment or emphasis

6. Learning Objective 3 Format business letters using the full block, modified block, and simplified styles.

7. Business Letter Formats Full Block – – All parts aligned at left margin Modified block – – Date, complimentary close, and signature block start at the horizontal center of the page – Other parts aligned at left margin

8. Business Letter Formats, continued Simplified – – All parts aligned at left margin – No salutation or complimentary close – Includes a subject line – Writer’s name and title keyed on one line in uppercase letters

9. Learning Objective 4 Address an envelope properly.

10. Addressing an Envelope Return Address – Upper left corner Mailing Address – Slightly below and to the left of center Delivery instructions – Double space below the stamp - capital letters Handling instructions – Double space below the return address - capital letters

11. Learning Objective 5 Format memos and e-mail properly.

12. Memos Use – To: – From: – Date: – Subject: Writer signs or writes initials near keyed name in the heading

13. E-Mails Paragraph text should resemble a letter Use greetings and signature lines to give message a personal touch

14. Learning Objective 6 Discuss the characteristics of appropriate stationery for letters, memos, and envelopes.

15. Stationery 20 lb. bond 8½ x 11 or 7½ x 10 Letters use higher quality paper than memos Envelopes should match the letter paper