Letter Format

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

2
Letter Format Styles

• Modified Block with Indented Paragraphs
• Date line, complimentary close, signature, and
  name begin at center of page first line of each
  paragraph indented 5 spaces
• Modified Block
• Date line, complimentary close, signature, and
  name begin at center of page first line of each
  paragraph not indented 5 spaces
• Full Block
• Every line flush with left-hand margin

3
Letterhead or Return Address

• Official company letterhead
• Or type address, flush left or center, with no
  name

4
Date

• Center or flush left
• Spell out month and use complete numerals for the
  year (not 9/27/00)
• Examples
• September 27, 2002
• 27 September 2002 (European Style)

5
Inside Address

• Recipients name, title, and address
• Flush left
• Use appropriate title, especially if you dont
  have a name
• Example Director of Human Resources

6
Salutation

• Dear _________
• Use position name or department name if you dont
  know individual name.
• Avoid anonymous and sexist greetings (Dear Sirs,
  Dear Sir/Madam, To Whom It May Concern)

7
Complimentary Close

• Place center or flush left
• Use traditional closing followed by a comma

8
Signature/Name

• Type your name center or flush left, four spaces
  under closing
• Place comma between your typed name and title or
  place title underneath name
• Sign your name between the closing and your typed
  name
• Use black or blue ink

9
Other Components

• Typists Initials Your initials/typist initials
  (both lower case) gb/kl
• Enclosure Notation If you are sending another
  item with the letter, include Enclosure(s) or
  Encl.
• Distribution List Type c. or cc. if a copy
  or copies of letter are being sent to other
  readers

10
Memo Format

• General
• Memo/Memorandum centered top line
• DATE, TO, FROM, SUBJECT lines
• 1 to 1-1/2 inch margins
• Single-spacing within paragraphs
• Double-spacing between paragraphs

11
DATE and TO/FROM

• Spell out month and use complete numerals for the
  year (not 9/27/00)
• September 27, 2002
• 27 September 2002 (European Style)
• Full name
• Title and/or department

12
SUBJECT

• No more than three words
• What is this memo really about?
• Orients and prepares the reader
• Project vs. Chesney Project Completed
• Meeting vs. Tuesdays Meeting
• Report vs. Report Completion Date

13
Content

• Brief introductory paragraph that establishes
  context and states the letters purpose
  concisely.
• Middle paragraph(s) that convey the content of
  the message.
• Brief concluding paragraph that politely requests
  action, thanks the reader, or provides additional
  relevant information.

14
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
• Indirect Approach
• Anticipates resistance to message
• Communicates bad news of some type
• Begins with a buffermaterial designed to win
  trust and goodwill postpones the bad news or
  negative message

15
Buffers

• Agreement
• Appreciation
• Cooperation
• Fairness
• Good News
• Praise
• Understanding

16
Advantages of E-mail

• Quick sending and replying
• Inexpensive
• Embedded internet addresses
• Attached files
• Easy carbon copies

17
Potential Disadvantages and Limitations

• Overuse
• Sloppy Habits
• Difficulty of Retrieval
• Security Concerns
• Less permanent paper trail
• E-mail is generally not used for extremely
  important or formal messages.
• In professional setting, use e-mail for personal
  or routine communication

18
Guidelines for E-mail

• Organize each message the same way you would a
  paper document of the same length.
• Avoid using fancy formatting (italics, boldface,
  tab spacing, and so forth)
• Check your message for spelling and grammar
  before you send it.

19

• DONT WRITE IN ALL CAPITAL LETTERS. DOING SO IS
  OFTEN VIEWED AS SHOUTING AND ALL CAPS IS HARD
  TO READ.
• Follow your companys guidelines for using
  e-mail.
• Avoid spamming and flaming.
• Be brief.
• Follow-up.

20
Format

• Modification of traditional memo formatTo, From,
  Subject, Date, CC
• Use format in place in your e-mail system