PPT
PPT
Module
Module 99
Formats
Formatsfor
forLetters
Letters
and
andMemos
Memos
McGraw-Hill/Irwin
©2007, The McGraw-Hill Companies, All Rights
9-2
Formats
Formats for
for Letters
Letters and
and Memos
Memos
♦To learn how to
Choose and use standard formats.
Use nonsexist courtesy titles.
Create a professional image.
9-3
Formats
Formats for
for Letters
Letters and
and Memos
Memos
Start by answering these questions:
What are the standard formats for
letters?
What courtesy titles should I use?
How should I set up memos?
How should I set up e-mail
messages?
9-4
Standard
Standard Components
Components for
for
Letters
Letters
♦Block vs. Modified Block
♦Salutation
♦Complimentary Close
♦Mixed vs. Open Punctuation
♦Subject Line vs. Reference Line
9-5
Courtesy
Courtesy Titles
Titles
♦Use Ms. or Mr. unless the reader
has a professional title.
Professional titles include Dr., Rev., Prof.,
and Senator.
♦Use a complete name if you don’t
know gender.
Robin Sanders instead of Mr. or Ms.
Sanders.
9-6
Courtesy
Courtesy Titles
Titles continued
continued
♦When you don’t know the
reader’s name or gender, use
The reader’s position or job title.
• Dear Human Resources Manager
The general group to which the reader
belongs.
• Dear Concerned Citizen
9-7
Courtesy
Courtesy Titles
Titles continued
continued
Omit the salutation and use a subject line
instead.
• Subject: An investment opportunity
9-8
Standard
Standard Formats
Formats for
for Memos
Memos
♦Standard memo format mimics
block letter format, but
Use Date/To/ From/Subject block. In
general, initial next to your name.
Requires subject lines.
Doesn’t indent paragraphs or use
headings for the first paragraph.
9-9
Standard
Standard Formats
Formats for
for E-Mail
E-Mail
♦ Standard formats are
evolving.
The format depends on the
e-mail program.
Most programs prompt you
to supply the address and
subject line.
Most programs allow you to
send attachments, as well as
computer copies (cc.).