Letter Format

1. 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 Full block style (every line flush with left margin)

2. Writer’s Address or Letterhead Type address with no name Official company letterhead

3. Date Spell out month and use complete numerals for the year (not 9/27/11) Examples September 27, 2011

4. Inside Address Recipient’s name, title, and address Use appropriate title, department, or company name if necessary Examples: Director of Human Resources, Human Resources Department, H & H Manufacturing

5. Salutation Dear _________: Use title, department, or company name if necessary Avoid anonymous and sexist greetings (To Whom It May Concern, Dear Sirs, Dear Sir/Madam)

6. Complimentary Close Use traditional closing followed by a comma Example: Sincerely,

7. Signature/Name Triple or quadruple space after the complimentary close and type your name Place comma between your typed name and title or place title underneath name Sign your name between the closing and your typed name using black or blue ink

8. Typist’s Initials Your initials/typist initials GB/pw

9. Enclosure Line If you are sending another item with the letter, include Enclosure, Enclosures, Enclosures (3), or Enclosure: Receipt NOTE: Also mention enclosure in the body of the letter

10. Copy Notation Use when a copy or copies of letter are being distributed to another reader or readers cc: Name(s), title(s) (appears on all copies of letter) bcc: Name(s), title(s) (appears only on blind copy)

11. Content Brief introductory paragraph that establishes context and states the letter’s purpose concisely. Middle paragraph(s) that convey the content of the message. Brief concluding paragraph that politely requests action, thanks the reader, or provides additional relevant information.

12. Organization Two approaches Traditional, Direct Approach Indirect Approach

13. Direct Approach Anticipates no resistance to message Communicates good news, straightforward information, requests likely to be granted Begins with an up-front statement of purpose

14. Indirect Approach Anticipates resistance to message Communicates “bad news” of some type Begins with a buffer—material designed to win trust and goodwill; postpones the “bad news” or negative message

15. Buffers Agreement Appreciation Cooperation Fairness Good News Praise Understanding

16. E-mail Use How many use it regularly? Why or when do you use it?

17. Advantages of E-mail Quick sending and replying Inexpensive Embedded internet addresses Attached files Easy distribution of copies

18. Potential Disadvantages Overuse Sloppy Habits Difficulty of Retrieval Security Concerns Less “permanent” paper trail

19. Limitations of E-mail E-mail in the workplace is generally not used for extremely important or formal messages or for personal use. Instead, use e-mail for routine communication

20. Format Modification of traditional memo: From, Date, To, Subject, CC Organize each e-mail the same way you would a letter. Use paragraph breaks if needed Include salutation if desirable and signature block

21. Guidelines for E-mail Avoid using fancy formatting (italics, boldface, tab spacing, and so forth) Check your message for spelling and grammar before you send it. DON’T WRITE IN ALL CAPITAL LETTERS. DOING SO IS OFTEN VIEWED AS “SHOUTING” AND ALL CAPS IS HARD TO READ.

22. Follow your company’s guidelines for using e-mail. Avoid “spamming” and “flaming.” Be brief. Follow-up.