Letter Writing

Tamkeen Z. Shah
Spring 2022
Overview
• Memo
• Block Format for a Formal Letter
Memo Format (Memorandum)
• A memo is "brief written message or report"
• Memos are usually used for internal company communications.
• A memo might also go to an outside group, such as customers, if it is
reporting on a routine matter requiring action, e.g. bill payments coming
due.
• The format of a memo is simple. Write “Memo” or “Memorandum” at the
top, followed by a To line, a From line, a Date line, a Subject line, and then
the actual body of the message.
• A salutation and signature are not required, because the point is to convey
needed information, or communicate a call to action as quickly as possible.
MEMORANDUM
To: All Staff
From: Tanya Smith, CEO
Date: July 18, 2018
Subject: NewTech Software Issues

It has come to my attention that many employees are having trouble using our
recently acquired NewTech sales management software because it currently creates
duplicate client entries. Some of you have stopped using the system altogether. We
want this software to help you do your jobs better, not to take up more time.
Therefore, it is fine to hold off using it until we resolve the technical issues with
NewTech staff.
• The memorandum’s message should start with a declaration of purpose:
“I am writing to inform you….”
“The purpose of this memo is to….”
• Then summarize the information relevant to the matter at hand. You can
close the memo with a call to action, repeating the request you made at
the beginning.
• You don’t want to waste the reader’s time with niceties or by being overly
conversational. Avoid using emotional language—such as, “I would be
happy if everyone took turns doing [duty X].”
• The tone and content of memos can change depending on the
situation.
For example, a memo about organizing a summer picnic for the staff
will have a much more cheerful tone than a memorandum informing
everyone that the company has to skip raises due to a decrease in
business.
Example of a brief memo to a supervisor
(immediate audience)
March 19, 2020
Zeeshan

This is my formal request for $750 in travel money to give my speech

about widgets to the annual Society of Manufacturing Engineers
convention being held in Istanbul in May. Thanks for your help with
this.

Hamza
A memo with an expected secondary
audience
Next slide
MEMORANDUM
To: Zeeshan Khan
From: Hamza Ahmed
Date: March 19, 2020
Subject: Travel funds for speech to Society of Manufacturing Engineers
convention

As I mentioned to you in December, I will be the keynote speaker at the Annual Convention of
Manufacturing Engineers in Istanbul. I would like to request $750 to defray part of my expenses
for that trip.
This group, the major manufacturing engineering society in the country, has agreed to print the
speech in the conference Proceedings so that our work in widget quality control will receive wide
readership in M. E. circles. The society has consented to pay $250 toward expenses, but the whole
trip will cost about $1000.
I will be gone four days, May 1-4; Warren Lang has agreed to cover my normal duties during that
time. Work on the Acme Widget project is in such good shape that I can leave it for those few
days. May I make an appointment to discuss this with you?
Three Basic Letter Formats
• Block Format
• Modified Block Format
• Simplified Format
The Block Format
• See image on next slide….
Heading
• The ‘heading’ is your address
• This is often already given on the organization’s letterhead. If you are
not using pre-printed paper with the letterhead, you must write your
address as part of the letter format.
• Spell out words such as Avenue, Street, East, North, etc.
• Spell out numbered street names up to Twelfth
• To avoid confusion, put a hyphen between the house and street
number. E.g. 1021-14th Street.
Date
• Skip two lines after the Heading (i.e. your address) and write the date.
• Dates can have two forms:
February 24, 2020 or 24 February, 2020
• Spell out the month in full.
• Do not use ordinal indicators, such as 1st or 24th.
Inside Address
• The ‘inside address’ is the recipient’s address, which also appears on
the envelope.
Ms. Susan Wardell
Directory of Planning
Acme Bolt and Fastener Co.
23201 Johnson Avenue
Arlington, AZ 85322
Use the correct personal title (Ms., Mr., Dr., Professor) and job title
(Director, Manager, Treasurer, etc.)
Attention line
• Attention lines are generally used only when you cannot name the
reader. E.g.:
Attention Human Resources Manager
Attention Payroll Department
• Place the attention line two spaces below the inside address
• Place the word Attention against the left margin, and do not use a
colon after it.
Attention Operations Manager OK
Attention: Operations Manager X
Salutation
• The salutation always agrees with the first line of the inside address
If the first line names an individual (Ms. Susan Wardell), say, “Dear Ms. Susan
Wardell:” If the name is gender-neutral (Toseef Ali), say, “Dear Toseef Ali:”
If the first line names a company, repeat the name of the company (“Dear
Acme Bolt and Fastener Co.:”), or use a subject line (next slide).
If the first line names an office/position (Director of Planning), address the
office, use an attention line, or use a subject line.
Dear Director of Planning: (or)
Attention Director of Planning: (or)
SUBJECT: ABC CONTRACT
• If you know only a Post Office box (say, from a job ad), use a subject
line.

P.O. Box 4721 ML

The Daily Planet
Gillette, WY 82716
SUBJECT: APPLICATION FOR OIL RIG MANAGER
Subject line
• This is used to replace awkward salutations.
• It can be used along with the salutation also, to focus the reader’s
attention
• Follow the word Subject with a colon (Subject: )
• For emphasis, capitalize or boldface the phrase
• Use of the word Subject is optional. You may omit it, as long as you
capitalize the subject phrase.
Body
• Use single space
• It should cover the page’s imaginary middle
• Use several short paragraphs rather than one long one.
• Leave 1-inch margins on the right and left of the page
Complimentary closing and signature
• Close business letters with “Sincerely” or “Sincerely yours”
• Add the company name if policy requires it
Sincerely yours,
ACME BOLT AND FASTENER CO.

John K. Palmer
John K. Palmer
Treasurer
• Capitalize only the first word of the closing
Sincerely yours OK
Sincerely Yours X

• Place the company name immediately below the complimentary

closing (if necessary)
• Allow three lines for the handwritten signature
• Place the writer’s title, department, and contact details (phone
number/ email) below his or her typed name.
Optional lines
• Typist’s initials in lowercase letters
• Add an enclosure line if the envelope contains additional material. There
are two formats:
enc: (2)  put the number of enclosed items in parentheses, or
Enclosure: resume  place the name of the item after the colon
If copies are sent to other people, write “c:” (for copy) and then the names
of the other recipients.
c: Joanne Keller
Succeeding pages
• If the letter requires additional pages, place the name of the
recipient/addressee , the page number, and the date in a heading.

Susan Wardell -2- February 24, 2020.

The End