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Formats of Business Letter and Memorandum - PowerPoint PPT Presentation


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Formats of Business Letter and Memorandum. Memorandum Format Memo may be labeled at top center, or not, as you see fit. Place your handwritten initials after your typed name in “From” line. Triple space after “Re” line, which may be labeled “Subject” instead.

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Memorandum Format

  • Memo may be labeled at top center, or not, as you see fit.
  • Place your handwritten initials after your typed name in “From” line.
  • Triple space after “Re” line, which may be labeled “Subject” instead.
  • Single space within paragraphs; double space between paragraphs.

[Memorandum]

To: Mr. John Q. Public

From: Any A. Person AAP [handwritten]

Date: August 27, 2007

Re: Format of Memos

Paragraph 1…………………………….

……………………………………………

…………………………………………..

Paragraph 2…………………………….

……………………………………………

……………………………………………

……………………………………………

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Full Block Format

  • All lines begin at left margin.
  • No name line in return address--unless you are using preprinted stationery.
  • Double space between parts of letter; single space within parts of letter.
  • Quadruple space (i.e., 3 blank lines) between complimentary close and printed name, leaving room for signature.

123 Any St.

Cookeville, TN 38505

August 27, 2007

Mr. John Q. Public

456 Any Ave.

Cookeville, TN 38501

Dear Mr. Public:

Paragraph 1……………………………

……………………………………………

…………………………………………..

Paragraph 2……………………………..

……………………………………………

Sincerely,

[Signature]

Printed name

Notation

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Modified Block Format

  • Start return address, date, and signature block to right of center.
  • Otherwise follow format for full block format.
  • This format is sometimes referred to as Semiblock Format.

123 Any St.

Cookeville, TN 38505

August 27, 2007

Mr. John Q. Public

456 Any Ave.

Cookeville, TN 38501

Dear Mr. Public:

Paragraph 1……………………………

……………………………………………

…………………………………………..

Paragraph 2……………………………..

……………………………………………

Sincerely,

[Signature]

Printed Name

Notation

slide5

Modified Block with Indentions Format

  • Indent first line of each paragraph 5 spaces.
  • Otherwise follow modified block format.
  • This format is sometimes referred to as Semiblock with Indentions format.

123 Any St.

Cookeville, TN 38505

August 27, 2007

Mr. John Q. Public

456 Any Ave.

Cookeville, TN 38501

Dear Mr. Public:

Paragraph 1………………………….

……………………………………………

……………………………………………

Paragraph 2………………………….

……………………………………………

Sincerely,

[Signature]

Printed Name

Notation

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Simplified Format

  • Replace Salutation with “Re” (or “Subject”) line.
  • Otherwise follow one of the other letter formats exactly.
  • Use this format when no recipient name is known or when name is of ambiguous sex and actual sex of letter recipient is unknown (i.e., Pat Smith).

123 Any St.

Cookeville, TN 38505

August 27, 2007

Pat Smith

456 Any Ave.

Cookeville, TN 38501

Re:

Paragraph 1…………………………

……………………………………………

…………………………………………..

Paragraph 2…………………………

……………………………………………

Very truly yours,

[Signature]

Printed Name

Notation