Nofhi Isnuainy Alyssa Isnania APPEARANCE OF THE LETTER Overview
After studying this lesson, you will able to :
A. Tell any essential of a Stationery B. Tell any Various Formats for Letter Writing C. How to write at Envelopes letter D. How to write a Memorandum E. Advantages of Faxes F. How to send a good Email A. STATIONERY Considerate of stationery
Business stationery is usually white or some
other conservative color. The standard size of the stationery is 8 1/2 by 11 inches. Margins on the typed letter should be consistent. The margins on the top and the bottom of the letter should be the same. The side margins should also be equal to one another. Considerate of Head of Letter Business logo Business full, legal name Full street address and/or Post Office Box P.O. Box number City, state, and zip code Telephone number Fax number E-mail address Web site address The information included should be uncluttered and read-able. The design should be simple enough for the reader to nd the information. B. VARIOUS FORMATS FOR LETTER WRITING 1. Full Block 2. Block 3. Semi-block 4. Simplified Letter 5. Official Style 6. Hanging Indented 1. Full Block
The full-block format, sometimes called
complete block or simply block,. In this format, all the lines of the letter, from the dateline to the last notation, are ush with the left margin. Paragraphs are not indented but rather begin ush with the left margin. 2. Block
The block format, sometimes called
modied block . The block format is widely used because of the balanced look it gives to a letter. In the block format, since the date, complimentary close, and signature block are toward the right, the letter is balanced in place and not tipped to either side. 3. Semi-Block
The only difference between this and the
block format is that the paragraphs in the semiblock format are indented. 4. Simplified Letter
In a simplied letter, all lines are ush with
the left margin, including the dateline, reference line (if there is one), and the signature block. Paragraphs are not indented. 5. Official Style
The ofcial-style format is used mostly for
personal correspondence and is often written by executives on their personalized business stationery. This format is the same as the semiblock format with the exception of the placement of the inside address, which is typed two to ve lines below the signature block. 6. Hanging Indented
The use of the hanging-indented letter
format is reserved for sales or advertising letters. The rst line of each paragraph is ush with the left margin. The remaining lines of that paragraph are indented ve spaces. The main difference between the hanging- indented format and the semiblock format is the difference in the indentation of paragraphs. C. ENVELOPES The appearance of the envelope adds to the overall professional appearance of your letter. The address should be typed in the approximate horizontal and vertical center of the business envelope. Type the companys name on the rst line and the department name or attention line on the second line. The senders full name and address should appear in the upper-left corner of the letter. Usually the business name will be imprinted on the envelope. The stamp is placed in the upper-right corner of the envelope. D. MEMORANDUMS Memorandums are written as interofce correspondence. Businesses often have preprinted memo forms that resemble the companys stationery. Usually these forms will feature the following information at the top: TO: FROM: DATE: SUBJECT: A memo writer can use the above format on a blank piece of stationery. When you consider writing a memo, remember: Write a memo only when it is necessary. Keep your memos as brief as possible. E. FAXES Faxes are used as a method of getting letters and documents to recipients more quickly than the postal service or overnight deliverer can. Its important to remember If you want to maintain true condentiality, either call the recipient to make sure that he or she is the only one who will see the document transmitted. F. EMAIL E-mail can be a great way to have an interofce discussion with colleagues in or out of the ofce on an ongoing project. Some basic rules of thumb for e-mail usage:
The subject line of your e-mail is descriptive
and short. Keep the e-mail message short. Use the same good grammar and spelling that you would use in a letter. Avoid cute abbreviations and emoticons. Never write in all capital letters. Dont be too informal. Avoid spamming recipients by sending out mass e-mails about your business. Only send attachments that are necessary and make sure those you do send are free of any viruses. THANKS FOR ATTENTION