Formatting Letters, Memos, and E-Mails

2. 9 “The more elaborate our means of communication, the less we communicate.” ― Joseph Priestly, 18th-century English theologian Formatting Letters, Memos, and E-Mails

3. After 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 e-mails.

4. Formatting Standard formatting—how to set up a document so its appearance follows a convention Visual cue—an element the reader sees and interprets to have a particular meaning White space—includes margins, space between paragraphs, and any other blank space on the page Readability—a measure of how easy it is for the reader to understand your writing and locate information within a document

5. Formatting Shutterstock • 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.

6. Formatting • 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.

7. 1. What is another term for layout? Answer: format 2. What function do headings serve? Answer: to introduce sections of text 3. What is another term for typeface? Answer: font (continued)

8. 4. What is the maximum number of fonts that should be used in a document? Answer: two or three 5. What is the purpose of a parallel structure? Answer: to show that similar sections or elements are of equal level

9. Formatting Letters • Block-styleletter: all lines are flush with the left margin

10. Formatting Letters Modified-block-styleletter: date, complimentary close, and signature to the right of the center point of the letter

11. Formatting Letters • Standard letter elements • date • inside address • salutation • body • complimentary close • signature line

12. Formatting Letters • Date line • consists of the month, day, and year. • month is spelled in full • day is written in figures and followed by a comma. December 18, 20--

13. Formatting Letters • Inside address is the name, title, and address of the recipient. Ms. Denise Rodriquez President & CEO Urban Development Council 150 Grosvenor Avenue Washington, DC 30005

14. Formatting Letters • Salutation • greeting in a letter • begins with Dear followed by the recipient’s first name or title and last name • Mixed punctuation • colon is placed after the salutation • comma is placed after the complimentary close • Open punctuation • no punctuation after the salutation • no punctuation after complimentary close

15. Formatting Letters • Body of the letter is the message • Complimentary close is the sign-off for the letter • mixed punctuationSincerely, • open punctuationSincerely

16. Formatting Letters Writer’s name and title are called the signature or signature block Enclosure notation alerts the reader to materials that are included with the letter Reference initials indicate who keyed the letter Copy notation indicates others are being sent a copy of the letter

17. Formatting Letters • Additional letter elements • Attention Line—part of inside address Attention Marketing Manager • Subject Line—appears after salutation Dear Mr. Ramito: SUBJECT: MINUTES OF MEETING • Postscript means after writing and is information included after the signature P.S. Remember, our sale ends this Thursday

18. Formatting Letters • Envelopes • Standard size-10 envelope, 4 1/8 9 1/2 • Address in all capital letters with no punctuation

19. 1. What style of letter formatting has all elements flush with the left margin? Answer: block-style letter 2. Whose initials are the reference initials? Answer: the person who keyed the letter (continued)

20. 3. 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 listed 4. 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

21. Formatting Memos • Memos are intra-office communication. • generally printed on forms with the company name and logo • usually use templates, which are predesigned forms with the guide words to, from, date, subject

22. Formatting Memos • Parts of a memo • guide words (TO:, FROM:, DATE:, SUBJECT:) • body or message • notations at the bottom of the memo indicate specific things such as c or cc for copies • no complimentary close

23. Formatting Memos Parts of a memo

24. 1. What guide words appear at the beginning of a memo? Answer:to, from, date, and subject 2. List the five elements of a memo. Answer: TO:, FROM:, DATE:, SUBJECT:, body 3. In addition to the standard elements, what else may appear on a memo? Answer: notations of confidential, attachments, and enclosures

25. Formatting E-Mail • E-mail is a message that is created, sent, and received digitally (electronically). • Use netiquette • guidelines for appropriate behavior on the Internet • Standard English • spell check • Use the salutation “dear” as in a letter, depending on if you are writing a formal or informal e-mail. • Format the e-mail message the same as you would a letter or memo. • Include a complimentary close as in a printed letter.

26. Formatting E-Mail • Parts of an e-mail: • header (to and copy lines) • salutation • body • complimentary close and signature

27. Formatting E-Mail Shutterstock If you address the person by first name face-to-face, it is generally okay to do so in e-mail. Be cautious when sending attachments to ensure the recipient can handle the size and type of file. Respond as quickly as possible to e-mails. Stay with the original topic in your e-mail reply.

28. Formatting E-Mail • E-mail features • address book • send options • reply options • forward • folders • views • trash/recycle bin • calendars and planning tools

29. 1. 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 the e-mail 2. What is the general rule used to determine if you can address somebody by their first name in an e-mail? Answer: If you address the recipient by first name in person, do the same in written communication (continued)

30. 3. 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 file 4. In addition to following netiquette, what should you do in an e-mail? Answer: use Standard English and the spelling check feature before sending

31. Making 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. E-mails are commonly used in business and are formatted similarly to a memo.