letters memos email ho

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