1. Business letters and memos
Formatting Review
Business letters and memos

2. Letter vs. Memo: What’s the difference?
MEMO (Memorandum)
LETTER
Internal For communicating messages inside a company
External For communicating outside the company (customers, suppliers etc.)
Functional Layout
Headings at the top, no salutation, no signature (informal)
Formal Layout
Addresses (sender and receiver), salutation, formal closing etc.

3. Company name… top of page
Include position / title (for all names)
Initial (by hand) beside your name
Put month in writing
Subject line - BOLD
No salutation
No formal closing or signature

4. Co. name and address (could be letterhead)
1. Recipient name / title
2. Company name
3. Complete Address
Salutation - Dear Name:
Body
1. Complimentary Close
2. Signature (by hand)
3. Typed Name
4. Title

5. Letter format – what goes where?
Receiver’s company name / address
Complimentary Close
Receiver’s Name & title
Body of letter
Date
Your company name / address
Signature – hand writing
Your position / title
Salutation
Your name
1. ________________________
Your company name / address
2. ________________________
Date
3. ________________________
Receiver’s name and title
4. ________________________
Receiver’s co. name / address
5. ________________________
Salutation
6. ________________________
Body of letter
7. ________________________
Complimentary Close
8. ________________________
Signature
9. ________________________
Your name
10________________________
Your position/title

6. Letter Format Letter formats have evolved over time… 1960’s and 70’s
Semi-block and Block formats
used tabbed indents and varied alignment
1970’s and 80’s:
Full-block format
no indents – left justified, simpler
1990’s – 2000’s
simplified format – less formal
No Salutation (Dear…)
No Complimentary close (Yours…)

7. Inside Address Position: two to four spaces below date Left-aligned
Include name of specific person if possible
Include job title
may also include Mr. Ms. Mrs. (optional)
NOTE: Adjust vertical position of letterhead/heading and inside address to balance your page layout.

8. Salutation Position: usually two line spaces below inside address
Begin with Dear, end with colon (:)
Use ‘attention’ instead of ‘dear’ if…
…you don’t know the person’s name (eg: Attention: General Manager)
…it’s going to a group of people (eg: Attention: Engineering Department)

9. Letter Text Begin two lines below salutation Typical structure:
Introduction paragraph – identify purpose and engage interest
Details - one or more paragraphs depending on content of letter
Closing paragraph – sum up, encourage action if applicable, and provide contact info:

10. Letter Text Keep paragraphs short – fewer than 8 lines if possible
Consider using bullets or lists to make detailed information easier to follow

11. Closing – Three Components
Complimentary Close (eg: Sincerely,)
Signature (allow three line spaces)
Writer’s name and position
Common Closings
Yours Truly, Sincerely, Respectfully, Regards, Best Wishes etc.

12. Optional Elements
Attention line: if you don’t know person’s name, or if writing to group
Subject line: good for attracting attention to purpose. Place below salutation.
Enclosure Note: below writers name – state number of enclosures (Enclosures 2, Encl. 2)
Distribution Note: at very bottom – indicate with copy, c, bc, or distribution (c. Danielle Duggan)

13. Design Factors Choose format – full block or simplified
Use point font
Use quality stationery
Use uniform margins and spacing to achieve balance and visual appeal
Keep it short – one page if possible

14. Two Business Letter Categories
Two Strategies
Two Business Letter Categories
DIRECT
Generally good for business messages: efficient and clear
INDIRECT
Often a better approach for negative or persuasive messages
Determined by purpose of the writer
and anticipated reactions of the reader

15. The DIRECT Approach…
Puts the main point (purpose) in the first paragraph
Explanation and details are provided in the following paragraphs
Direct and efficient – good for most business writing.

16. The INDIRECT Approach…
Explanation and details come BEFORE main point
Allows you to ‘cushion’ bad news, or state arguments when you expect resistance.
Good approach for negative or persuasive messaging

17. The INDIRECT Approach…
If message is negative… (ie. complaint, refusal, bad news):
Prepares the reader
shows diplomacy and consideration
Allows you to emphasize the positive
If message is persuasive…
overcomes resistance by stating reasons and background first.
Leads reader logically to desired conclusion

18. Use DIRECT Approach… When bad news is not so damaging
To make sure receiver does not overlook the bad news
When there are legal, ethical, or procedural reasons to use directness
When receiver prefers directness
When clarity or firmness are necessary

19. Business letters and memos
Formatting Review
Business letters and memos