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
 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
Letterhead or Return Address

• Official company letterhead

• Or type address, flush left or center,
with no name
 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)
 Inside Address
• Recipient’s name, title, and address
• Flush left
• Use appropriate title, especially if you
don’t have a name
• Example: Director of Human Resources
 Salutation
• Dear _________:
• Use position name or department name if
you don’t know individual name.
• Avoid anonymous and sexist greetings
(Dear Sirs, Dear Sir/Madam, To Whom It
May Concern)
 Complimentary Close
• Place center or flush left
• Use traditional closing followed by a
comma
 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
 Other Components
• Typist’s 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
 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
 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
 SUBJECT
• No more than three words
• What is this memo really about?
• Orients and prepares the reader
• Project vs. Chesney Project Completed
• Meeting vs. Tuesday’s Meeting
• Report vs. Report Completion Date
 Content
• Brief introductory paragraph that establishes
context and states the letter’s 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.
 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 buffer—material designed to win
trust and goodwill; postpones the “bad news” or
negative message
 Buffers
• Agreement
• Appreciation
• Cooperation
• Fairness
• Good News
• Praise
• Understanding
 Advantages of E-mail
• Quick sending and replying
• Inexpensive
• Embedded internet addresses
• Attached files
• Easy carbon copies
 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
 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.
• DON’T WRITE IN ALL CAPITAL LETTERS.
DOING SO IS OFTEN VIEWED AS
“SHOUTING” AND ALL CAPS IS HARD TO
READ.
• Follow your company’s guidelines for using e-
mail.
• Avoid “spamming” and “flaming.”
• Be brief.
• Follow-up.
 Format
• Modification of traditional memo format—
To, From, Subject, Date, CC

• Use format in place in your e-mail system