FORMATTING A BUSINESS COMMUNICATION

BLOCK letter format

Block letter format is the most common and most formal format for business letters. *If you HAVE letterhead, then start with the date *If you DONT HAVE letterhead Either be creative and make one or start with your return address

The Heading->

[YOUR NAME] [YOUR STREET ADDRESS] [CITY, STATE, ZIP] [TODAYS DATE] [Re: WHATS THIS LETTER IN REGARD TO?]

*QS- 4 returns*

The Inside Address -> The Greeting ->

[RECIEPENTS NAME] [STREET ADDRESS] [CITY, STATE,ZIP] [SALUTATION, Dear]:

*DS- 2returns *DS- 2 returns*

The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening; then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next paragraph. *DS- 2 returns* Page Margins 1inch all around. Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of background information, statistics or firsthand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning. *DS- 2 returns* Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the reader's time. *DS- 2 returns* [CLOSING, Sincerely], *QS- 4 returns*

Sign Name
[NAME & TITLE- printed] [IDENTIFICATION INITIALS] [Enclosures: 5] *DS- 2 returns* *DS- 2 returns* *DS- 2 returns*

MR. BRIAN ALLEN, M.B.A., 2008

FORMATTING A BUSINESS COMMUNICATION

SEMI-BLOCK letter format

Modified Block Letter Format is the least formal, most friendly, and personable. Typically use this if you have an existing, friendly relationship or if you know the recipient prefers this style. *If you HAVE letterhead, then start with the date *If you DONT HAVE letterhead Either be creative and make one or start with your return address
[YOUR NAME] [YOUR STREET ADDRESS] [CITY, STATE, ZIP] [TODAYS DATE] [Re: THIS LETTER IN REGARD TO?] *QS*

[RECIEPENTS NAME] [ADDRESS] [CITY, STATE,ZIP] [SALUTATION, Dear]:

*DS- 2returns *DS- 2 returns*

NOTE! Several changes here: 1. Indented first line for each paragraph 2. The date, complementary close, and signature block move to the right. And, if there isnt letterhead, the return address would also move. These elements must line up on their left margins. Nothing else moves to the right...including optional elements. This is probably the format you learned years ago for friendly letter writing.

TAB-> The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening; then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next paragraph. *DS- 2 returns* TAB-> Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of background information, statistics or firsthand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning. *DS- 2 returns* TAB-> Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the reader's time. *DS- 2 returns* [CLOSING, Sincerely], *QS- 4 returns*

Page Margins 1inch all around.

Sign Name
[NAME & TITLE- printed] *DS- 2 returns* [IDENTIFICATION INITIALS] [Enclosures: 5] *DS- 2 returns* *DS- 2 returns*

MR. BRIAN ALLEN, M.B.A., 2008

FORMATTING A BUSINESS COMMUNICATION

Memos are written to inform or request action and act like business letters written internally. It is less
formal than a letter, however, this is not permission or an excuse to make common spelling and punctuation errors or you will lose credibility. Here's how to structure your memo. Include identifying information at the top such as "To," "From," "Subject," and "Date." The first paragraph should be a purpose statement that can be as simple as, "The purpose of this memo is to..." Then include a brief summary of the problem or need you are writing about. In the body of the memo expand on these two themes. Close with a list of action items. Tips on how to write a memo so that the recipient will read it include: 1. Simplify, simplify, simplify. Avoid phrases such as "in order to" when "to" will work. 2. Make it short, one page if possible. People are very pressed for time and they don't have a lot of time to read what you have written. Short sentences, even bulleted lists of points you want to make, are preferred over long, convoluted sentences that go on and on and on... you get the idea. Try breaking each sentence into about 20 words. If a sentence is too long, rewrite it to break it into two sentences. Keep the paragraphs short, too. 3. Write naturally. Write the way you would speak. This is not the time to show off a newly acquired vocabulary word and get it wrong. Tips on how to write a memo so that the recipient will respond to it: - Write from the reader's perspective. Be specific. Use statistics and percentages. - Don't use a lot of adjectives. You want the reader to take action based upon your memo. Therefore, action verbs and nouns should be used more than adjectives.
MEMORANDUM *QS*
Your handwritten Initials.

TO: (readers' names and job titles) FROM: (your name and job title)

*DS*

BA

*DS* *DS* *DS*

Page Margins 1inch all around.

DATE: SUBJECT: (specifically what the memo is about ALL IN CAPS!)

This paragraph should be a few, quick, to the point statements. The reader should know exactly what you are writing about within this paragraph. The best business memos have the reasons why the memo exists within the first two sentences. The next part, bullets should be statements on why the reader should be interested. Give the reader 3 to 4 bullets on why this is important to them. A bullet should be 1 to 2 sentences max! Make sure you convey the message that this benefits them too & how it benefits them. People react when there is a benefit for them! Give specifics on how idea (Memo) is good. Remember 3 to 4 are the best 5 bullets is the absolute max! This sentence should give the reader directions on when and how they should respond / react to your memo. Be specific! MR. BRIAN ALLEN, M.B.A., 2008