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Guidelines Writing LettersIn a letter, your goal is to communicate your message and give a positive impression of yourself and your organization.
“Be yourself when you write. You will stand out as a real person among robots.” 163 Professional Appearance of LettersBefore your readers catch a word of your message, they’ve already read your letter’s overall appearance. What does it say to them? Use the guidelines on this page to ensure a good impression. First ImpressionsChoose your look.Do you want your letter format to look traditional and conservative or friendly and contemporary? Frame your letter in white space.Make your margins 1 to 1.5 inches left and right, top and bottom. Create a balanced, open look by centering the message vertically and adjusting the space between the parts of the letter. Make reading easy.Use sensible type sizes and styles.
Print for quality.Use a quality printer and avoid any handwritten editing changes. Always print a clean final copy. Letter PerfectUse 20- to 24-pound bond paper.The 20- to 24-pound bond paper folds cleanly, takes ink crisply, and works well in most printers. Use 8.5- by 11-inch paper.It’s standard and files easily. Other sizes may be used for personal correspondence, executive letters, or mass mailings. Use white or off-white paper.Be careful with other colors. Light, subtle colors mean business. Bold colors scream, “I’m an ad!” Match, don’t mix.Letterhead pages, continuation sheets, and envelopes should match in paper weight, size, color, and design. Letterhead DesignIf you are asked to design or redesign your company’s letterhead stationery—or if you want to design a letterhead specific to your position—be sure to include the following:
Note: Make sure your design reflects your company’s mission and character. 164 Parts of a Basic LetterAll letters should include a clear message and information about the writer and the reader. Details for basic and expanded formats follow. Basic Letter Tips
165 Writing Basic LettersCopy this template. 1R & J Law Office 105 East Bay Road Bar Harbor, ME 04609-6327 2August 5, 2019 3Ms. Abigail Bruins, Manager Rena’s Restaurant 3706 Chamberlain Avenue, SE Bar Harbor, ME 04609-3427 4Dear Ms. Bruins: 5Early last week, we received your letter, along with a drawing of the deck that you want to add to the east side of your restaurant. Opening In that letter, you described your building plan and asked that one of our attorneys advise you on how to proceed. Middle I studied the plan and found it attractive. However, the drawing shows that the east edge of the proposed deck would extend within six feet of your side property line, thereby violating Article X in the city’s building code. That article requires ten feet between a building and a side property line. (I have enclosed a copy of Article X.) Closing Given this restriction, you could proceed with your building plan in one of two ways: (1) present your plan to the Planning and Zoning Commission and ask for a variance to Article X, or (2) adapt the plan so that it conforms to the code. Please call me at 217-555-0654 to discuss this matter. 6Yours sincerely, 7Sydney George Attorney-at-Law 8Enclosures: 1. Drawing 2. Article 166 Parts of an Expanded LetterAdding InformationWhen you, your reader, a typist, a filing clerk, or future readers need additional information, include one or more of the items from this list.
167 Writing Expanded LettersCopy this template. August 5, 2019 1Via facsimile 2Reference: Article X 3CONFIDENTIAL 4Ms. Abigail Bruins Mr. Paul Meyer Rena’s Restaurant 3706 Chamberlain Avenue, SE Bar Harbor, ME 04609-3427 Dear Ms. Bruins and Mr. Meyer: 6BUILDING PERMIT Early last week we received your letter, along with a drawing of the deck that you want to add to the east side of your restaurant. I studied the plan and found it attractive. However, the drawing shows that the proposed deck would extend within six feet of your property line, thereby violating Article X in the city’s building code. That article requires ten feet between a building and a side property line. Given this restriction, you could proceed with your building plan in one of two ways: (1) present your plan to the Planning and Zoning Commission and ask for a variance to Article X, or (2) adapt the plan so that it conforms to the code. Please call me at 555-0654 to discuss this matter. Yours sincerely, 7Ms. Sydney George Attorney-at-Law 8SG/mb Enclosures 2 cc: Leah Theodore (Senior Partner) 9168 Letter FormatsYou can arrange a letter in a full-block, semiblock, or simplified format. Choose the letter format that best fits the situation and your organization’s guidelines. Note: For quick formatting, use the letter templates in your word-processing program. Full-Block Format
Semiblock Format
Simplified Format
169 Full BlockCopy this template. SemiblockCopy this template. SimplifiedCopy this template. 170 Letters and EnvelopesFolding LettersA Standard Fold: To put a letter in its matching envelope, place the letter face-up and follow these steps:
A Large Sheet in a Small Envelope: If you must place a letter in a small envelope, follow these steps:
A Window Envelope: Position the inside address on the letter so that it will show through the window. Then place the letter face up and fold it as follows:
171 U.S. Postal Service (USPS) Envelope GuidelinesTo be sure that your letters are delivered quickly and correctly, follow all United States Postal Service (USPS) guidelines when you address an envelope. See the envelope and helpful guidelines below.
Tips for International MailWhen sending international mail, print the country name alone on the last line. As long as the country, city, and state or province are in English, the name and address may be in the language of the country listed. Pattern:Name of Receiver Street Address or PO Box City, State/Province, Code Country (Caps, English) Examples:MR BRUCE WARNER 2431 EDEN WAY LONDON W1P 4HQ ENGLAND MS TAMARA BEALS 56 METCALFE CRES MONTREAL QC J7V 8P2 CANADA 172 Standard Postal AbbreviationsStates, Provinces, and TerritoriesU.S. States
Canadian Provinces, Territories
Abbreviations for Use on Envelopes
For mass mailings and other specialized business services, go to www.usps.com. 173 Faxing DocumentsFaxing may still play a key role when official signatures are needed on paper documents, for example with legal, medical, or government communications. When sending a fax, use your organization’s cover sheet. If no cover sheet is available, create your own using some or all of the items below. (Most word-processing programs include templates for cover sheets.)
A trouble-shooting statement asking the receiver to call if a transmission problem occurs If you encounter any problems during transmission, please call 702-555-8100. Important: This message is intended for the use of only the individual or entity to which it is addressed. The message is confidential and protected under applicable law, and any distribution or copying of this document is prohibited. If you receive this document by mistake, please notify us by telephone and return the document to the above address through the U.S. Postal Service. Thank you. 174 Forms of AddressUsually, you can rely on common sense to tell you how to address your reader with respect. When you’re unsure, use the guidelines below and on the following pages to find a fitting title, salutation, and complimentary closing. Professional TitlesProfessional Titles
Business
Education
Legal
Medical
175 Courtesy Titles
One Woman (avoid showing marital status)
Two or More Women (alphabetical)
One Man
Two or More Men (alphabetical)
One Man and One Woman (alphabetical)
Married Couple
One Reader (gender unknown)
Mixed Group
176 Government Officials and RepresentativesTo properly address government officials (national, state, local, judicial, and so on), follow this pattern:
Official Titles
National
State/Local
Military
Religious TitlesTo address religious leaders from any faith with titles that fit their positions, follow these guidelines. Religious Titles
Roman Catholic Clergy
Protestant Clergy
Jewish Clergy
178 Guidelines Writing MemosYour goal is to make your point quickly, clearly, and effectively. If possible, keep your memo to a single page.
Prepare to draft. Gather necessary facts, figures, and attachments. Brainstorm for more details and make a list of your main points.
“I have received memos so swollen with managerial babble that they struck me as the literary equivalent of assault with a deadly weapon.” —Peter Baida 179 Writing Basic MemosCopy this template. Center “Memorandum,” or company name. Memo
Opening: Expand on the subject line. For the past 18 months, Mona Veal has done outstanding work as a part-time graphic artist in our Marketing Department. I recommend that she be promoted to full-time status and be given the necessary $2.50 per hour wage increase and full benefits. The promotion is warranted for two reasons:
Closing: Focus on action. Please let me know by August 16 whether you approve this promotion. I’d like Mona to begin full-time work on September 1. 180 Parts of an Expanded MemoWhile each memo includes the basic elements, sometimes you may need to add more elements. The guidelines and models below show your options. Heading
Closing
If your memo is longer than one page, carry over at least two lines of the message onto a plain sheet of stationery. Use one of the heading formats shown. 181 Writing Expanded MemosCopy this template. 1Slenk Manufacturing 2C O N F I D E N T I A L 3
For the past 18 months, Mona Veal has done outstanding work as a part-time graphic artist in our Marketing Department. I recommend that she be promoted to full-time statusand be given the necessary $5.50 per hour wage increase and full benefits. The promotion is warranted for two reasons:
If you approve the promotion, please initial below and return this memo. 4Yes, proceed with Mona Veal’s promotion to full-time graphic artist. ____ 5IH/gm 6Attachment: Evaluation report of Mona Veal 7c: Elizabeth Henry Mark Zoe 182 Checklist Writing Letters, Faxes, and MemosYour goal is to create a letter, fax, or memo that clearly communicates your message. My writing . . .
“I have made this [letter] longer, because I have not had the time to make it shorter.” —Blaise Pascal What are the characteristics of a simplified letter?Like the full-block format, the simplified format left-justifies every line except for the company logo or letterhead. The date line is either slightly right of center or flush with the center of the page. Letters written in the simplified format have fewer internal sections, such as the body, salutation and date line.
What are the characteristics of a simplified letter quizlet?What are the characteristics of a simplified letter? -The salutation and complimentary closing are omitted. -The text is typed flush left. -The sender's name and title are typed in all capital letters in a single line at the end of the letter.. Clarity.. Concise.. Editing.. Proofreading.. What is the most common letter style used in medical offices?Chapter 9. What part of a letter will contain the date line quizlet?A format for business letter in which the date line, complimentary close, and printed signature line are on a tab at the center or right justified and all other parts of the letter are left justified.
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