Due 2 hours work. english writing
Memo and Letter
Formats
1
Figure A – Memo Format
Every line begins at the left Right margin = ⅝”-1”
margin, which is usually 1”-1½”
Double
space
between
headings
Do not
indent
paragraphs
in memos
and letters
Use of headings is optional in memos. If used, capitalize the first letter of each major word in a
heading. Also use triple space before each heading and double space after it.
Line-up
DATE: December 2, 2004
TO: Pat Walker, Cecille Cabanne, Don Deonne, Gil Sweeney, and Kathy Pedroza
FROM: E.W. Lauderman, Store Manager Write initials after name
SUBJECT: STORE POLICY REGARDING OFF-PLANET DOLLS In capitals or capitalize first letter of each main word in the subject line
ADD TRIPLE SPACE OR A LINE AND DOUBLE SPACE
Because we anticipate heavy customer interest in the popular Off-Planet dolls, I would like
you to share the following information and newly developed GemMart policy with all our
employees.
I’ve just learned that a GemMart buyer recently appeared in a taped television interview that
will appear nationally this week. Apparently our buyer said that the Off-Planet dolls would be
available in some GemMart stores. Since we expect our stores to be swamped with telephone
calls from customers asking specifically about this series of dolls, we have decided that all
employees in all of our area stores should have the same policy information to help them
answer questions consistently. Please not the following points:
GemMart currently has no Off-Planet dolls.
We do not know if we will receive any in the future.
We will neither issue raincheques nor take any orders for these dolls.
Please discuss this policy with your employees. I’ll be sure to let you know immediately if we
receive a shipment of Off-Planet dolls.
2
Figure B – Memo Format with Letterhead
Fidelity Mutual
TO: Almeda Wilmarth, Supervisor DATE: January 24, 2005
FROM: Judy Leusink, Director
Personnel Services
SUBJECT: DENTAL-CARE BENEFITS SEMINAR
Please plan to attend a seminar February 8 at 4 p.m. in the Main Conference
Room to learn about options in our new dental-care plan.
At that meeting a representative from Fidelity Mutual will describe the
“Denti-Care” program. This plan is designed to provide the most cost-
effective form of dental care for you and your family. If you or one of your
dependents requires dental care, you will be able to choose from a variety of
options. The representative from Fidelity Mutual will discuss the options
available. At this meeting you will learn more about the following:
1. How “Denti-Care” works for Data General employees.
2. Options for major dental coverage.
3. Your responsibilities.
4. Our contract benefits
If you are unable to attend, please call Sherri Jones at Ext. 255.
3
● Island graphics 6423 King George Highway Phone (604) 275-5055
Surrey, BC V3W 4Z4 Fax (604) 275-3266
● September 13, 2004 line 13 or 2 lines below letterhead
2 to 10 lines
● Mr. T.M. Wilson, President
Visual Concept enterprises
2166 Ocean Forest Drive
Surrey, BC V3A 7K2 2 lines
● Dear Mr. Wilson 2 lines ● SUBJECT: BLOCK LETTER STYLE 2 lines ● This letter illustrates the block letter style, about which you asked. All typed
lines begin at the left margin. The date is usually placed two inches from the top
edge of the paper or two lines below the last line of the letterhead, whichever
position is lower.
This letter also shows open punctuation. No colon follows the salutation, and no
comma follows the complimentary close. Although this punctuation style is
efficient, we find that most of our customers prefer to include punctuation after
the salutation and the complimentary close.
If a subject line is included, it appears two lines below the salutation. The word
SUBJECT is optional. Most readers will recognize a statement in this position
as the subject without an identifying label. The complimentary close appears
two lines below the end of the paragraph. 2 lines ● Sincerely
● 4 lines
● Mark H. Wong
Graphics Designer 2 lines ● MHW:pil
● Enclosure
Business Letter Format (Block Style)
Letterhead
Dateline
Inside
Address
Salutation
Subject Line
Body
Complimentary
Close
Signature Signature
Block
Reference
Initials
Enclosure Notation
4
Block Style With Mixed Punctuation
All lines start at
left margin R. KAPPER INDUSTRIES 255 Cherry Street
Corner Brook, NF A2L 3W5
Letterhead
Letterhead is
aligned at left
margin as well
August 20, 2004
Dateline
Ms. Jane Mangrum, Manager
Vancouver Hilton Hotel
6333 North Scottsdale Road
Vancouver, BC V0H 1W4
Inside Address
Dear Ms. Mangrum: use colon after salutation Salutation
Can the Vancouver Hilton provide meeting rooms and
accommodations for about 250 Geotech sales representatives
from May 25 through May 29?
It is my responsibility to locate a hotel that offers both resort and
conference facilities appropriate for the spring sales meeting of
my company. Please answer these additional questions regarding
the Vancouver Hilton:
Body
Lists are optional
in letters 1. Does the hotel have a banquet room that can seat 250?
2. Do you have at least four smaller meeting rooms, each to accommodate a maximum of 75?
3. Do you provide public address systems, audiovisual equipment, and ice water in each meeting room?
I will be most grateful for answers to these questions and for any
other information you can provide regarding your resort facilities.
May I please have your response by September 1 so that I can
meet with our planning committee September 4.
Use double space
between items in a
list if possible
Use single space
within
paragraphs,
double space
between
paragraphs
2 spaces Sincerely, comma needed here if colon is used after salutation
Complimentary
close
4 spaces
Marlene Frederick
Corporate Travel Department
Author’s name
identification
mef Reference Initials
Leave bottom margin of 3-6 spaces. If the letter is short this margin
can be wider.
RMpkt