Formatting Letters, Memos, and E-Mails
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Formatting Letters, Memos, and E-Mails
“The more elaborate our means of communication, the less we communicate.”
― Joseph Priestly, 18th-century English theologian
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After completing the chapter, you will be able to:
• Increase the readability of your writing by applying standard formatting.
• Format letters using standard elements and styles appropriate for business letters.
• Format memos using standard elements and styles appropriate for business memos.
• Use netiquette when creating and formatting e-mails.
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Formatting
• Standard formatting—how to set up a document so its appearance follows a convention
• Visual cue—an element the reader sees and interprets to have a particular meaning
• White space—includes margins, space between paragraphs, and any other blank space on the page
• Readability—a measure of how easy it is for the reader to understand your writing and locate information within a document
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• Enhance readability– Use headings, which are words and phrases
that introduce sections of text.– Use standard fonts and sizes—default
Microsoft Word 2007/2010 is 11-point Calibri.– Vary heading font style.
Formatting
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• Enhance readability– Use parallel structure, which means similar
sections or elements contain similar patterns of words to show they are of equal level.
– Use formatting and organizational symbols, such as bulleted lists, numbered lists, asterisks, underlining, or boldface type.
– Use high-quality paper.
Formatting
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1.What is another term for layout?Answer: format
2.What function do headings serve?Answer: to introduce sections of text
3.What is another term for typeface?Answer: font
(continued)
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4.What is the maximum number of fonts that should be used in a document?Answer: two or three
5.What is the purpose of a parallel structure?Answer: to show that similar sections or elements are of equal level
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Formatting Letters
• Block-style letter: all lines are flush with the left margin
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Formatting Letters
• Modified-block-style letter: date, complimentary close, and signature to the right of the center point of the letter
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• Standard letter elements– date– inside address– salutation– body– complimentary close– signature line
Formatting Letters
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• Date line– consists of the month, day, and year. – month is spelled in full– day is written in figures and followed by a
comma. December 18, 20--
Formatting Letters
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• Inside address is the name, title, and address of the recipient.
Ms. Denise RodriquezPresident & CEOUrban Development Council150 Grosvenor AvenueWashington, DC 30005
Formatting Letters
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Formatting Letters
• Salutation– greeting in a letter– begins with Dear followed by the recipient’s
first name or title and last name
• Mixed punctuation– colon is placed after the salutation– comma is placed after the complimentary
close
• Open punctuation– no punctuation after the salutation– no punctuation after complimentary close
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• Body of the letter is the message• Complimentary close is the sign-off for the
letter– mixed punctuation
Sincerely,– open punctuation
Sincerely
Formatting Letters
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• Writer’s name and title are called the signature or signature block
• Enclosure notation alerts the reader to materials that are included with the letter
• Reference initials indicate who keyed the letter
• Copy notation indicates others are being sent a copy of the letter
Formatting Letters
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• Additional letter elements– Attention Line—part of inside address
Attention Marketing Manager– Subject Line—appears after salutation
Dear Mr. Ramito: SUBJECT: MINUTES OF MEETING– Postscript means after writing and is
information included after the signatureP.S. Remember, our sale ends this
Thursday
Formatting Letters
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• Envelopes– Standard size-10 envelope, 4 1/8 9 1/2– Address in all capital letters with no punctuation
Formatting Letters
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1. What style of letter formatting has all elements flush with the left margin?Answer: block-style letter
2. Whose initials are the reference initials?Answer: the person who keyed the letter
(continued)
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3. If cc appears at the bottom of a letter, what does this mean?Answer: copy (or courtesy copy) of the letter has been sent to the people listed
4. For what is a postscript generally used? Answer: postscript is no longer used to
represent an afterthought, but may be used to emphasize or personalize a point
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Formatting Memos
• Memos are intra-office communication.• generally printed on forms with the company
name and logo• usually use templates, which are predesigned
forms with the guide words to, from, date, subject
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Formatting Memos
• Parts of a memo– guide words (TO:, FROM:, DATE:, SUBJECT:)– body or message– notations at the bottom of the memo indicate
specific things such as c or cc for copies– no complimentary close
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• Parts of a memo
Formatting Memos
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1. What guide words appear at the beginning of a memo?
Answer: to, from, date, and subject
2.List the five elements of a memo.Answer: TO:, FROM:, DATE:, SUBJECT:, body
3.In addition to the standard elements, what else may appear on a memo?Answer: notations of confidential, attachments, and enclosures
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Formatting E-Mail
• E-mail is a message that is created, sent, and received digitally (electronically).
• Use netiquette– guidelines for appropriate behavior on the Internet– Standard English– spell check
• Use the salutation “dear” as in a letter, depending on if you are writing a formal or informal e-mail.
• Format the e-mail message the same as you would a letter or memo.
• Include a complimentary close as in a printed letter.
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Formatting E-Mail
• Parts of an e-mail:– header (to and copy lines)– salutation– body– complimentary
close and signature
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• If you address the person by first name face-to-face, it is generally okay to do so in e-mail.
• Be cautious when sending attachments to ensure the recipient can handle the size and type of file.
• Respond as quickly as possible to e-mails.
• Stay with the original topic in your e-mail reply.
Formatting E-Mail
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• E-mail features– address book– send options– reply options– forward– folders– views– trash/recycle bin– calendars and planning tools
Formatting E-Mail
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1.What does the header of an e-mail contain?Answer: recipients you want a response from or who have a primary interest in the topic, names of those who are receiving the information as secondary recipients, the subject of the e-mail
2.What is the general rule used to determine if you can address somebody by their first name in an e-mail?Answer: If you address the recipient by first name in person, do the same in written communication
(continued)
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3.Why should you alert a recipient that an e-mail you will be sending will contain an attachment?Answer: to ensure the recipient can handle the size and type of file
4.In addition to following netiquette, what should you do in an e-mail?Answer: use Standard English and the spelling check feature before sending
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• Making a professional impression with your written correspondence is important in any business situation.
• Letters may be block style or modified-block style with either open or mixed punctuation.
• Memos are generally used for interoffice communication.
• E-mails are commonly used in business and are formatted similarly to a memo.