PPT Module 9 Formats for Letters and Memos

PPT Module 9 Formats for Letters and Memos Mc. Graw-Hill/Irwin © 2007, The Mc. Graw-Hill Companies, All Rights Reserved.

9 -1 Formats for Letters and Memos ¨To learn how to § Choose and use standard formats. § Use nonsexist courtesy titles. § Create a professional image.

9 -2 Formats for Letters and Memos Start by answering these questions: § What are the standard formats for letters? § What courtesy titles should I use? § How should I set up memos? § How should I set up e-mail messages?

9 -3 Standard Components for Letters ¨Block vs. Modified Block ¨Salutation ¨Complimentary Close ¨Mixed vs. Open Punctuation ¨Subject Line vs. Reference Line

9 -4 Courtesy Titles ¨Use Ms. or Mr. unless the reader has a professional title. § Professional titles include Dr. , Rev. , Prof. , and Senator. ¨Use a complete name if you don’t know gender. § Robin Sanders instead of Mr. or Ms. Sanders.

9 -5 Courtesy Titles continued ¨When you don’t know the reader’s name or gender, use § The reader’s position or job title. · Dear Human Resources Manager § The general group to which the reader belongs. · Dear Concerned Citizen

9 -6 Courtesy Titles continued § Omit the salutation and use a subject line instead. · Subject: An investment opportunity

9 -7 Standard Formats for Memos ¨Standard memo format mimics block letter format, but § Use Date/To/ From/Subject block. In general, initial next to your name. § Requires subject lines. § Doesn’t indent paragraphs or use headings for the first paragraph.

9 -8 Standard Formats for E-Mail ¨ Standard formats are evolving. § The format depends on the e -mail program. § Most programs prompt you to supply the address and subject line. § Most programs allow you to send attachments, as well as computer copies (cc. ).