Professional Documents
Culture Documents
s2 Letters and Memos-1
s2 Letters and Memos-1
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Table of Contents
Section 2: Business Letters and Memos
BASIC PAGE FORMATTING IN MS WORD....................................................................3
SETTING MARGINS.............................................................................................................. 3
CREATING SECTION BREAKS................................................................................................ 4
CREATING HEADERS AND FOOTERS.....................................................................................5
BLOCK LETTER STYLE WITH OPEN PUNCTUATION (COB STANDARD)............6
GUIDELINES FOR FORMATTING MEMOS....................................................................7
INTERNAL LETTERHEAD MEMO....................................................................................8
PLAIN PAPER MEMO...........................................................................................................9
INFORMATIVE/POSITIVE COMMUNICATION...........................................................10
BAD NEWS OR NEGATIVE COMMUNICATION..........................................................11
PERSUASIVE OR SALES COMMUNICATION..............................................................12
THE INDIRECT PATTERN FOR PERSUASIVE TASKS..............................................................12
THE DIRECT PATTERN FOR PERSUASIVE TASKS.................................................................13
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Position the cursor where you want the margin changes to take effect.
Select File, Page Setup to open the Page Setup dialog box.
Click on the Margins tab.
Use the Top, Bottom, Left, and Right spin box controls to set the amount of white
space on the top, bottom, left, and right of the document.
If you want to, use the Header and Footer spin box controls to adjust the size of the
header or footer from the top or bottom of the page.
Set the Apply To option to Whole Document (default) or This Point Forward. This
Point Forward applies to margin settings from the selected point of insertion to the end
of the document.
Click OK to return to the document.
2. In the Section Break Types area, select one of the following options to specify where you
want the new section to begin:
a. Next Page
b. Continuous
c. Even Page
d. Odd Page
3. Choose OK to insert the section break.
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Select View, Header/Footer from the Menu Bar to display the header (footer) toolbar
and text boxes.
2.
Make any necessary changes to the header (footer), including typing text and using the
Insert Date, Insert Page Numbers, and Insert Time buttons to place field codes in the
header (footer).
If you need to switch from the header to the footer, or vice versa, simply click the Switch
Between Header and Footer button on the toolbar.
If you wish to include different information on another pages header (footer), insert a
Section Break (Next Page) before the new page. Then turn off the Same As Previous
button by selecting it, and type the new information into the new pages header (footer).
If you wish to view the next or previous pages header (footer), simply select Show Next
or Show Previous.
When youre finished editing your documents headers (footers), click the Close button
on the Header / Footer toolbar and return to your document.
3.
4.
5.
6.
Source: Courter, G., & Marquis, A. Mastering Microsoft Office 2000, Professional Edition,
2000.
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Name and title (the title also serves as a record for reference)
Your name, title (sign your initials for verification)
(also serves as a chronological record for future reference)
Guidelines for Formatting Memos
An introductory paragraph provides the purpose of the memo and outlines the topics to be
covered. The guidelines on this page show and tell you one professional way to format a
memorandum that utilizes headings. Headings are used when more than one topic is covered
in the memo. Its important to pay attention to the subject line, topic headings, paragraph
spacing, second-page notation, and memo verification.
Subject Line
Utilize the subject line above to forecast or summarize the memo's content in the subject line.
A clear, concise subject title helps readers to focus on the subject and to gauge its importance.
A precise heading also makes filing by subject easier.
Topic Headings
When discussing a number of subtopics related to your subject, include headings (as we do
here). Headings help you organize, and help readers locate information quickly.
Paragraph Spacing
Do not indent the first line of paragraphs. Single space within paragraphs, and double space
between paragraphs.
Second-page Notation
When the memo exceeds one page, begin the second and all the subsequent pages with a
header. Place this information in Words header function. For example, when you are writing a
memo to Dr. Baxter, your header might look like this:
Dr. Baxter
June 12, 20XX
Page 2
Memo Verification
Don't sign your memos. Initial the "From" line after your name; this will verify that you are the
sender.
A conclusion paragraph is needed to tie the memo topics together and, when appropriate, to
ask for action and/or create goodwill.
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TO:
FROM:
SUBJECT:
1 blank line
1 blank line
2 blank lines
This memo illustrates a hard-copy style, which is a memo written using letterhead. Leave two
blank lines between SUBJECT line and first line of memo text. This paragraph should
announce good news directly and cordially. If a list is used, list data in columns with heading
for easy reading as follows:
1 blank line
Date
Speaker
Topic
November 14
Successful Performance
Appraisals
January 12
Jeanette Spencer
President, Spencer &
Associates
Conducting Legal
Employment Interviews
March 13
Avoiding Sexual
Harassment Suits
1 blank line
One space should be used before and after the list. This paragraph uses short, active-voice
sentences. If options are used, highlight with (1) and (2) as follows:
1 blank line
(1)
(2)
The final paragraph provides a deadline and the reason for the deadline. Additional tips for
writing a memo include: single space all memos, double space between paragraphs and use
one-inch margins. If a memo requires two pages, use a second-page heading that includes the
addressees name, page number, and date. Instead of a signature, your initials should be
handwritten after your typed name at the top of the memo. Include an enclosure line, if the
memo has an attachment.
1 blank line
Enclosure
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TO:
FROM:
SUBJECT:
This memo illustrates a plain paper style, which is a memo written on plain paper. The memo
should have one-inch margins. Leave two blank lines between SUBJECT line and first line of
memo text. This paragraph should announce good news directly and cordially. If a list is
used, list data in columns with headings for easy reading as follows:
1 blank line
Date
Speaker
Topic
November 14
Successful Performance
Appraisals
January 12
Conducting Legal
Employment Interviews
March 13
Avoiding Sexual
Harassment Suits
1 blank line
One space should be used before and after the list. This paragraph uses short, active-voice
sentences. If options are used, highlight with (1) and (2) as follows:
1 blank line
The final paragraph provides a deadline and reason for the deadline. Additional tips for
writing a memo include: single space all memos, double space between paragraphs, and use
one-inch margins. If a memo requires two pages, use a second-page heading that includes the
addressees name, page number, and date. Instead of a signature, your initials should be
handwritten after your typed name in the heading. Include an enclosure line if the memo has
an attachment.
Informative/Positive Communication
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Definition:
The anticipated response of the reader is positive; the sales task is minimal.
Examples:
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Explain reasons
Present in terms of reader benefits
Avoid hiding behind company policy
Refuse
Use positive language
Use subjective mood and passive voice
Imply refusal by referring to what can be done
Avoid putting refusal in its own paragraph
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Reduce Resistance
1. Do not ignore obstacles to your request. Instead, show that, even when considering such
obstacles, your request is reasonable.
2. Subordinate the discussion of obstacles by position and amount of space devoted to the
topic.
Motivate
1.
Although implied earlier, save the specific request for later in the message.
2. Make the desired action clear and easy for the reader to take. Include end date if
appropriate.
3. Ask in a confident tone. Consider restating key benefit.
4. End on a forward-looking note, continuing to stress reader benefits.
The Direct Pattern for Persuasive Tasks
1. Use a direct organizational plan when strong persuasion is not necessary (that is, when your
audience is predisposed to listen objectively to your request, you are writing a long or
complex proposal, or there are no obvious obstacles to your proposal).
2. Present your recommendation, along with the criteria and brief rationale, in the first
paragraph.
3. Continue by presenting credible evidence and minimizing obstacles; end on a forward-looking
note that continues to stress reader benefits.
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