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Module 9Module 9

Formats for Letters and Memos

Formats for Letters and Memos

©2007, The McGraw-Hill Companies, All Rights Reserved.

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Formats for Letters and MemosFormats for Letters and MemosFormats for Letters and MemosFormats for Letters and Memos

To learn how toTo learn how to Choose and use standard formats.Choose and use standard formats. Use nonsexist courtesy titles.Use nonsexist courtesy titles. Create a professional image.Create a professional image.

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Formats for Letters and MemosFormats for Letters and MemosFormats for Letters and MemosFormats for Letters and Memos

Start by answering these questions:Start by answering these questions: What are the standard formats for What are the standard formats for

letters?letters? What courtesy titles should I use?What courtesy titles should I use? How should I set up memos?How should I set up memos? How should I set up e-mail How should I set up e-mail

messages?messages?

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Standard Components for Standard Components for LettersLetters

Standard Components for Standard Components for LettersLetters

Block vs. Modified BlockBlock vs. Modified Block

SalutationSalutation

Complimentary CloseComplimentary Close

Mixed vs. Open PunctuationMixed vs. Open Punctuation

Subject Line vs. Reference LineSubject Line vs. Reference Line

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Courtesy TitlesCourtesy TitlesCourtesy TitlesCourtesy Titles

Use Use Ms.Ms. or or Mr.Mr. unless the reader unless the reader has a professional title.has a professional title.

Professional titles include Professional titles include Dr., Rev., Prof.,Dr., Rev., Prof., and and Senator.Senator.

Use a complete name if you don’t Use a complete name if you don’t know gender.know gender.

Robin SandersRobin Sanders instead ofinstead of Mr.Mr. or or Ms. Ms. Sanders.Sanders.

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Courtesy TitlesCourtesy Titles continuedcontinuedCourtesy TitlesCourtesy Titles continuedcontinued

When you don’t know the When you don’t know the reader’s name or gender, usereader’s name or gender, use The reader’s position or job title.The reader’s position or job title.

Dear Dear Human Resources ManagerHuman Resources Manager

The general group to which the reader The general group to which the reader belongs.belongs.

DearDear Concerned CitizenConcerned Citizen

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Courtesy TitlesCourtesy Titles continuedcontinuedCourtesy TitlesCourtesy Titles continuedcontinued

Omit the salutation and use a subject line Omit the salutation and use a subject line instead.instead.

Subject: An investment opportunitySubject: An investment opportunity

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Standard Formats for MemosStandard Formats for MemosStandard Formats for MemosStandard Formats for Memos

Standard memo format mimics Standard memo format mimics block letter format, butblock letter format, but

Use Date/To/ From/Subject block. In Use Date/To/ From/Subject block. In general, initial next to your name.general, initial next to your name.

Requires subject lines.Requires subject lines.

Doesn’t indent paragraphs or use Doesn’t indent paragraphs or use headings for the first paragraph.headings for the first paragraph.

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Standard Formats for E-MailStandard Formats for E-MailStandard Formats for E-MailStandard Formats for E-Mail

Standard formats are Standard formats are evolving.evolving.

The format depends on the The format depends on the e-mail program.e-mail program.

Most programs prompt you Most programs prompt you to supply the address and to supply the address and subject line.subject line.

Most programs allow you to Most programs allow you to send attachments, as well send attachments, as well as computer copies (cc.).as computer copies (cc.).