Formats for
Letters
and Memos
Module Nine
©2014 The McGraw-Hill Companies, Inc. All rights reserved
McGraw-Hill/Irwin Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved.
Learning Objectives
LO 9-1 Apply principles for correct letter formats.
LO 9-2 Apply strategies for professional image
creation with documents and beyond.
LO 9-3 Recognize courtesy titles for
correspondence.
LO 9-4 Apply principles for correct memo
formats.
9-2
Formats for Letters and Memos
Letters normally go to Format
people outside your the parts of a
organization document and the
way they are arranged
Memos go to other
on the page.
people in your
organization
9-3
How should I set up letters?
Block vs. Modified Block
Salutation
Complimentary Close
Mixed vs. Open Punctuation
Subject Line vs. Reference Line
9-4
How should I set up letters?
When you have good news, put it in the
subject line.
When your information is neutral, summarize it
concisely in the subject line.
When you must persuade a reluctant reader,
use a common ground, a reader benefit, or a
directed subject line that makes your stance on
the issue clear.
9-5
Differences between Letter Formats
9-6
How should I set up letters?
9-7
How should I set up letters?
9-8
Creating a Professional Image
The way you and your
documents look
affects the way
people respond to
you and to them.
9-9
Creating a Professional Image
To make your document look professional.
Use good visual impact (◀◀ Module 5).
Edit and proofread to eliminate errors and
typos (▶▶ Modules 14 and 15).
Make sure the ink or toner is printing evenly.
Use a standard format.
9-10
What courtesy titles should I use?
Use Ms. or Mr. unless the reader has a
professional title.
Professional titles include Dr., Rev., Prof., and
Senator.
9-11
What courtesy titles should I use?
When you know your reader’s name but not
the gender, either:
1. Call the company and ask the receptionist
2. Use the reader’s full name in the salutation
9-12
What courtesy titles should I use?
When you know neither the reader’s name
nor gender:
1. Use the reader’s position or job title
2. Use a general group to which your reader
belongs
3. Omit the salutation and use a subject line
in its place:
9-13
How should I set up memos?
Memos omit both the salutation and the
close.
Memos never indent paragraphs.
Subject lines are required; headings are
optional.
Never use a separate heading for the first
paragraph.
9-14
How should I set up memos?
9-15
How should I set up memos?
If the memo runs two
pages or more, use a
heading at the top of
the second and
subsequent pages
9-16