2 Letter Format Typing (Keying) Paragraphing White space Single spacing with double-spacing between paragraphs.Errors should not be corrected after printing.ParagraphingBreaks should be at logical points in messageEVEN appearanceWhite spaceCenter letter VERTICALLY on page
3 Letter Formatting Parts of a Letter LetterheadDatelineInside AddressAttention LineSalutationSubject LineBodyComplimentary ClosingSigner’s identification (signature lines)Reference initialsEnclosure reminderCC Notation
5 Letter Formatting Styles Blocked Style (or Full-Block)All letter parts begin at left margin. Most common. Fastest arrangement to prepare.Modified BlockDate line, complimentary closing, signature lines begin at center of line (does not mean center horizontally)Can have indented paragraphs or non-indented paragraphsSimplifiedAll parts begin at left margin as in block style.No salutation – Subject line is included in All CapsNo complimentary closeSignature block is All Caps
9 Letter Formatting Punctuation Style OPENNo punctuation is used after the salutation and complimentary close.STANDARD or MIXEDPunctuation included after salutation and complimentary close.Be consistent – don’t put punctuation after “Dear Mr. Smith,” but forget to put punctuation after “Sincerely”
10 Letter Formatting Placement on Page If a one-page letter, center “vertically” on page.Word: Page Setup, Layout, Page, Vertical Alignment—CenterA 2-inch top margin may also be appropriate.Leave at least 1-inch at the bottom of the page if 2-page letter.SpacingSingle-spaced body with double-spacing between paragraphs.REFER TO SECTION 13 OF THE GREGG REFERENCE MANUAL FOR MORE INFORMATION.
11 The format of a memo is more flexible. Memo FormattingTraditional MemoTOFROMDATESUBJECTSimplified MemoHeadings are omittedFormat is more like a simplified letterThe format of a memo is more flexible.
13 Memo Formatting Use 1-inch top margin Use Plain Paper (not letterhead) Use 1-inch side marginsMake guide words (TO, FROM, DATE, SUBJECT) All Caps.Double-space guide words.2 to 3 spaces between SUBJECT and body of memo.Set a tab so entries following guide words will all block at left.
17 Assignment for Next Week KEY letters and memos assignment (for a grade). Handout.READ Chapter and DO Checkpoints for Chapter 3: Developing Business Messages.Complete Applications:1: a through e only2: a through e only3: All5: a, b, c only7: a, b, c only15: a through e only18: use Editing Symbols in Appendix B