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