2. 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

3. DATE Spell out month and use complete numerals for the year (not 9/27/00) Examples: September 27, 2002 27 September 2002 (European Style)

4. TO and FROM Full name Title and/or Department

5. 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

6. 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

7. 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

8. Letterhead or Return Address Official company letterhead Or type address, flush left or center, with no name

9. 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)

10. 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

11. 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)

12. Complimentary Close Place center or flush left Use traditional closing followed by a comma

13. 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

14. Typist’s Initials Your initials/typist initials (both lower case) gb/kl

15. Enclosure Notation If you are sending another item with the letter, include “Enclosure(s)” or “Encl.”

16. Distribution List Type “c.” or “cc.” if a copy or copies of letter are being sent to other readers