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