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Business Communication: Building Critical Skills
Kitty O. Locker, Ohio State University
Steven Kyo Kaczmarek, Columbus State Community College
Kathryn Braun, Sheridan College
Formats for Letters, Memos, and Email Messages

E-Learning Session

  1. What are the standard formats for letters? Block and modified block.
    1. Two formats:
    2. Common components of a letter:
      • Salutation.
      • Complimentary close.
      • Mixed punctuation.
      • Open punctuation.
      • Subject line.
      • Reference line.
      • Enclosure.
      • Letterhead.
      • Attachments.
  2. What courtesy titles should I use? Use "Ms." unless a woman has a professional title or prefers a traditional title. Use "Mr." unless a man has a professional title.
    1. Letters require courtesy titles in the salutation unless you're on a first-name basis with your reader. TRANSPARENCY MASTER
      • CONCEPT CHECK True or False: Finding out ahead of time what courtesy title someone prefers is a good idea. CONCEPT CHECK
    2. Use the first name only if you'd use it talking to the person on the phone.
  3. How should I set up memos? The standard memo format mimics block format but has no salutation, close, or signature.
    1. Memos:
      • Omit both the salutation and the close.
      • Never indent paragraphs.
      • Require subject lines.
      • May use headings.
        1. Each heading must cover all the information until the next heading.
        2. Never use a separate heading for the first paragraph.
    2. Some organizations use special letterhead for memos.
    3. Some organizations alter the order of items in the Date/To/From/Subject block.
      • CONCEPT CHECK True or False: Memos follow the same formats as letters. CONCEPT CHECK
  4. How should I set up e-mail messages? Formats are still evolving.
    1. Most e-mail programs prompt you to supply the various parts of the format.
    2. Some formats for e-mail are still evolving.
      • Some writers treat e-mail messages as if they were informal letters.
      • Some writers treat e-mail messages as if they were memos.
    3. If you compose your message in a word processor, use two-inch margins to keep line lengths short; then cut and paste the message into your e-mail system.
      • CONCEPT CHECK True or False: All email programs use the same formatsCONCEPT CHECK
  5. Go to the Self-Quizzes section if you would like to test your understanding of this module.




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