Appendix A - Revised Pages A APPENDIX Formats for Letters,...

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Revised Pages APPENDIX A Formats for Letters, Memos, and E-Mail Messages Appendix Outline Formats for Letters Formats for Envelopes Formats for Memos Formats for E-Mail Messages State and Province Abbreviations loc77805_appA_636-653.indd 636 loc77805_appA_636-653.indd 636 7/31/09 1:10:01 PM 7/31/09 1:10:01 PM
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Revised Pages Appendix A Formats for Letters, Memos, and E-Mail Messages 637 L ±etters± normally go to people outside your organization; ±memos± go to other people in your organization. E-mails go to both audiences. Letters, memos, and e-mails do not necessarily differ in length, formality, writ- ing style, or pattern of organization. However, letters, memos, and e-mails do differ in format. ±Format± means the parts of a document and the way they are arranged on the page. Formats for Letters If your organization has a standard format for letters, use it. Many organizations and writers choose one of three letter formats: ±block± format± (see±±Figure±A.2±),±± modified±block±format± (see Figure A.3 ), or the ±sim- plified format (see Figure A.4 ). Your organization may make minor changes from the diagrams in margins or spacing. Figure A.1 shows how the three formats differ. Use the same level of formality in the ±salutation,± or greeting, as you would in talking to someone on the phone: Dear Glenn if you're on a first-name ba- sis, Dear Mr. Helms if you don't know the reader well enough to use the first name. Some writers feel that the simplified format is better since the reader is not Dear. Omitting the salutation is particularly good when you do not know the reader's name or do not know which courtesy title to use. (For a full discus- sion on nonsexist salutations and salutations when you don't know the read- er's name, see Chapter 3.) However, readers like to see their names. Since the simplified format omits the reader's name in the salutation, writers who use this format but who also want to be friendly often try to use the reader's name early in the body of the letter. The simplified letter format is good in business-to-business mail, or in let- ters where you are writing to anyone who holds a job (admissions officer, cus- tomer service representative) rather than to a specific person. It is too cold and distancing for cultures that place a premium on relationships. Sincerely and Yours truly are standard ±complimentary±closes.± When you are writing to people in special groups or to someone who is a friend as well as a business acquaintance, you may want to use a less formal close. Depending on the circumstances, the following informal closes might be acceptable: Cor- dially, Thank you, or even Ciao. ±In±± mixed±punctuation,± a colon follows the salutation and a comma follows the close. A ±subject±line± tells what the message is about. Subject lines are required in memos and e-mails; they are optional in letters. Good subject lines are specific, concise, and appropriate for your purposes and the response you expect from your reader: Learning objective After studying this appendix, you will know: 1 Formats for letters.
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This note was uploaded on 12/05/2011 for the course MGMT 2200 taught by Professor Johnheeder during the Fall '11 term at Utah Valley University.

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Appendix A - Revised Pages A APPENDIX Formats for Letters,...

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