2Formatting Letters, Memos, and E-Mails 9“The more elaborate our means of communication, the less we communicate.” ― Joseph Priestly, 18th-century English theologianFormatting Letters, Memos, and s
3After 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 s.
4FormattingStandard formatting—how to set up a document so its appearance follows a conventionVisual cue—an element the reader sees and interprets to have a particular meaningWhite space—includes margins, space between paragraphs, and any other blank space on the pageReadability—a measure of how easy it is for the reader to understand your writing and locate information within a document
5Formatting 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.Shutterstock
6Formatting 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.
71. What is another term for layout? Answer: format2. What function do headings serve?Answer: to introduce sections of text3. What is another term for typeface?Answer: font (continued)
85. What is the purpose of a parallel structure? 4. What is the maximum number of fonts that should be used in a document?Answer: two or three5. What is the purpose of a parallel structure?Answer: to show that similar sections or elements are of equal level
9Formatting Letters Block-style letter: all lines are flush with the left margin
10Formatting LettersModified-block-style letter: date, complimentary close, and signature to the right of the center point of the letter
11Formatting Letters Standard letter elements date inside address salutationbodycomplimentary closesignature line
12Formatting Letters Date line consists of the month, day, and year. month is spelled in fullday is written in figures and followed by a comma.December 18, 20--
13Formatting LettersInside address is the name, title, and address of the recipient.Ms. Denise Rodriquez President & CEO Urban Development Council 150 Grosvenor Avenue Washington, DC 30005
14Formatting Letters Salutation Mixed punctuation Open punctuation greeting in a letterbegins with Dear followed by the recipient’s first name or title and last nameMixed punctuationcolon is placed after the salutationcomma is placed after the complimentary closeOpen punctuationno punctuation after the salutationno punctuation after complimentary close
15Formatting Letters Body of the letter is the message Complimentary close is the sign-off for the lettermixed punctuation Sincerely,open punctuation Sincerely
16Formatting LettersWriter’s name and title are called the signature or signature blockEnclosure notation alerts the reader to materials that are included with the letterReference initials indicate who keyed the letterCopy notation indicates others are being sent a copy of the letter
17Formatting Letters Additional letter elements Attention Line—part of inside addressAttention Marketing ManagerSubject Line—appears after salutationDear Mr. Ramito: SUBJECT: MINUTES OF MEETINGPostscript means after writing and is information included after the signatureP.S. Remember, our sale ends this Thursday
18Formatting Letters Envelopes Standard size-10 envelope, 4 1/8 9 1/2Address in all capital letters with no punctuation
192. Whose initials are the reference initials? 1. What style of letter formatting has all elements flush with the left margin?Answer: block-style letter2. Whose initials are the reference initials?Answer: the person who keyed the letter (continued)
203. 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 listed4. 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
21Formatting Memos Memos are intra-office communication. generally printed on forms with the company name and logousually use templates, which are predesigned forms with the guide words to, from, date, subject
22Formatting Memos Parts of a memo guide words (TO:, FROM:, DATE:, SUBJECT:)body or messagenotations at the bottom of the memo indicate specific things such as c or cc for copiesno complimentary close
241. What guide words appear at the beginning of a memo? Answer: to, from, date, and subject2. List the five elements of a memo.Answer: TO:, FROM:, DATE:, SUBJECT:, body3. In addition to the standard elements, what else may appear on a memo?Answer: notations of confidential, attachments, and enclosures
25Formattingis a message that is created, sent, and received digitally (electronically).Use netiquetteguidelines for appropriate behavior on the InternetStandard Englishspell checkUse the salutation “dear” as in a letter, depending on if you are writing a formal or informal .Format the message the same as you would a letter or memo.Include a complimentary close as in a printed letter.
26Formatting E-Mail Parts of an e-mail: header (to and copy lines) salutationbodycomplimentary close and signature
27FormattingIf you address the person by first name face-to-face, it is generally okay to do so in .Be cautious when sending attachments to ensure the recipient can handle the size and type of file.Respond as quickly as possible to s.Stay with the original topic in your reply.Shutterstock
28Formatting E-Mail E-mail features address book send options reply optionsforwardfoldersviewstrash/recycle bincalendars and planning tools
291. 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 the2. What is the general rule used to determine if you can address somebody by their first name in an ?Answer: If you address the recipient by first name in person, do the same in written communication (continued)
303. 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 file4. In addition to following netiquette, what should you do in an ?Answer: use Standard English and the spelling check feature before sending
31Making 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.s are commonly used in business and are formatted similarly to a memo.