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Business communication building critical skill 3rd by locker module 9

PPT
PPT

Module
Module 99
Formats
Formatsfor
forLetters
Letters
and
andMemos
Memos

McGraw-Hill/Irwin

©2007, The McGraw-Hill Companies, All Rights


9-2

Formats

Formats for
for Letters
Letters and
and Memos
Memos
♦To learn how to
 Choose and use standard formats.
 Use nonsexist courtesy titles.
 Create a professional image.


9-3

Formats
Formats for
for Letters
Letters and
and Memos
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?


9-4

Standard
Standard Components
Components for
for
Letters
Letters
♦Block vs. Modified Block
♦Salutation
♦Complimentary Close
♦Mixed vs. Open Punctuation


♦Subject Line vs. Reference Line


9-5

Courtesy
Courtesy Titles
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.


9-6

Courtesy
Courtesy Titles
Titles continued
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


9-7

Courtesy
Courtesy Titles
Titles continued
continued
 Omit the salutation and use a subject line
instead.
• Subject: An investment opportunity


9-8

Standard
Standard Formats
Formats for
for Memos
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.


9-9

Standard
Standard Formats
Formats for
for E-Mail
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.).



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