Assignment 13

Confirming pages

Module 9 Formats for Letters and Memos 129

left margin. Modified block format creates a visually attractive page by moving the date and signature block over into what would otherwise be empty white space. Modified block is a traditional format; readers are comfortable with it.

The examples of the formats in Figures 9.2 and 9.3 show one-page letters on com- pany letterhead. Letterhead is preprinted stationery with the organization’s name, logo,

Figure 9.3 Modified Block Format on Letterhead (mixed punctuation; letter of recommendation)

1"–1 "

September 14, 2012

Ms. Mary E. Arcas Personnel Director Cyclops Communication Technologies 1050 South Sierra Bonita Avenue Los Angeles, CA 90019

Dear Ms. Arcas:

Sincerely,

Jeanne Cederlind Vice President, Marketing

Encl.: Evaluation Form for Colleen Kangas

2–6 spaces

2–4 spaces Line up date with signature block

or of the way over to the right.

Zip code on same line

Colon in mixed punctuation

Indenting ¶ is optional in modified block.

Single-space par agraphs.

Double-space between par agraphs.

Headings are optional in letters.

2–3 spaces

2–4 spaces

3–4 spaces

Comma in mixed punctuation

Leave at least 3–6 spaces at bottom of page—more if letter is short.

Line up signature block with date.

" - 1" Let me respond to your request for an evaluation of Colleen Kangas. Colleen was hired as

a clerk-typist by Bay City Information Systems on April 4, 2008, and was promoted to Administrative Assistant the following August. At her review in June, I recommended that she be promoted again. She is intelligent with good work habits and a good knowledge of computer software.

As an Administrative Assistant, Colleen not only handles routine duties such as processing time cards, ordering supplies, and entering data, but also screens calls for two marketing specialists, answers basic questions about Bay City Information Systems, compiles the statistics I need for my monthly reports, and investigates special assignments for me. In the past eight months, she has investigated freight charges, phone systems, and firewalls. I need only to give her general directions: she has a knack for tracking down information quickly and summarizing it accurately.

Although the department’s workload has increased during the year, Colleen manages her time so that everything gets done on schedule. She is consistently poised and friendly under pressure. Her willingness to work overtime on occasion is particularly remarkable considering that she has been going to college part-time ever since she joined our firm.

At Bay City Information Systems, Colleen uses Microsoft Word and Access software. She tells me that she has also used WordPerfect and PowerPoint in her college classes.

If Colleen were staying in San Francisco, we would want to keep her. She has the potential either to become an Executive Secretary or to move into line or staff work, especially once she completes her degree. I recommend her highly.

1 2

151 Bayview Road San Francisco, CA 81153

2 – 3

1 – 2

5 – 8

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Confirming pages

Module 9 Formats for Letters and Memos 131

many letters at a time, to make sure the right second page gets in the envelope. Even when the signature block is on the second page, it is still lined up with the date.

Reader’s Name Date Page Number

Figure 9.4 Modified Block Format without Letterhead (open punctuation; claim letter)

Mr. Tom Miller, President Miller Office Supplies Corporation P.O. Box 2900 Lincolnshire, IL 60197-2900

Subject: Invoice No. 664907, 10/29/12

Dear Mr. Miller

My wife, Caroline Lehman, ordered and received the briefcase listed on page 71 of your catalog (881-CD-L-9Q-4). The catalog said that the Leatherizer, 881-P-4, was free. On the order blank she indicated that she did want the Leatherizer and marked "Free" in the space for price.

Nevertheless, the bill charged us for the Leatherizer.

Please remove the $3.19 charge for the Leatherizer from our bill. The total bill was for $107.53, and with the $3.19 deducted, I assume the correct amount for the bill should be $104.34. I have enclosed a check for $104.34.

Please confirm that the charge has been removed and that our account for this order is now paid in full.

Sincerely

William T. Mozing

Encl.: Check for $104.34

1"–1 " 2 – 6 spaces

11408 Brussels Ave. NE Albuquerque, NM 87111 November 5, 2012

6 – 12 spaces (1" – 2")

Single space

Subject line is optional in block & modified block.

No punctuation in open punctuation

Indenting paragraphs is optional in modified block.

" – 1"

No punctuation in open punctuation

3 - 4 spaces

2 – 4 spaces

Line up signature block with date.

1 2

5 8

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