9/12/2021

PPT

Module 9

Formats for Letters

and Memos

McGraw-Hill/Irwin ©2007, The McGraw-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.

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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

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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

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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.

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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.).