Modules 9 & 10

Formats for Letters and Memos
                                                  
The two main points illustrated in Module 9 is how to set up letters and also how to set up memos. When setting up a letter it is important to use block or a modified formatted. These are the two most common formats to use when writing a letter. You will still use the formality in the beginning as you would use in a greeting or when talking to someone. When closing you will use sincerely or cordially or if it is less formal you can close with your own choice of closing. As subject line is very important when writing a memo because it tells you what the memo is going to be about. Subject lines are optional when writing letters.

A Letterhead is a reprinted stationary with the organizations name, logo, address, and phone number. When using courtesy titles in letters you should always use Ms. or Mr. unless you are on a first name basis with the person. When you know the readers name and gender do not use courtesy titles that indicate marital status. If you know the readers name but not the gender either call the company for the gender or put the person's full name. When you are not aware of the person’s name or gender you can either use their position or job title, use the general group they belong to, or omit the salutation and use a subject line in its place. When using a Memo you should omit both the salutation and the close.

Effective, Informative, and Positive Mesages

When you have an informative or positive message they usually include several purposes. There is usually a primary purpose which gives good information or news and a secondary purpose to build a good image.  The best subject line for an informative or positive message is the subject line. This aids in telling the reader why they need to read the document. The subject line should be specific enough to separate it from others but broad enough to cover everything in the message. Subject lines should be concise and no more than about ten words. An organization should put the good news and a summary of the information first.  Then give the clarification and details and present any negative elements in a positive light. They should continue by stating the benefits to the readers and end by using goodwill.  The most common types of informative and positive messages are Transmittals, confirmations, summaries, adjustments, and thank-you notes.