2. McGraw-Hill/Irwin PPT Module 9 Formats for Letters and Memos ©2007, The McGraw-Hill Companies, All Rights Reserved.

3. 9-1 Formats for Letters and Memos  To learn how to  Choose and use standard formats.  Use nonsexist courtesy titles.  Create a professional image.

4. 9-2 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?

5. 9-3 Standard Components for Letters  Block vs. Modified Block  Salutation  Complimentary Close  Mixed vs. Open Punctuation  Subject Line vs. Reference Line

6. 9-4 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.

7. 9-5 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

8. 9-6 Courtesy Titles continued  Omit the salutation and use a subject line instead.  Subject: An investment opportunity

9. 9-7 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.

10. 9-8 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.).