Business communication building critical skill 3rd by locker module 9

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PPT PPT Module Module 99 Formats Formatsfor forLetters Letters and andMemos Memos McGraw-Hill/Irwin ©2007, The McGraw-Hill Companies, All Rights 9-2 Formats Formats for for Letters Letters and and Memos Memos ♦To learn how to  Choose and use standard formats  Use nonsexist courtesy titles  Create a professional image 9-3 Formats Formats for for Letters Letters and and Memos Memos Start by answering these questions:  What are the standard formats for letters?  What courtesy titles should I use?  How should I set up memos?  How should I set up e-mail messages? 9-4 Standard Standard Components Components for for Letters Letters ♦Block vs Modified Block ♦Salutation ♦Complimentary Close ♦Mixed vs Open Punctuation ♦Subject Line vs Reference Line 9-5 Courtesy Courtesy Titles Titles ♦Use Ms or Mr unless the reader has a professional title  Professional titles include Dr., Rev., Prof., and Senator ♦Use a complete name if you don’t know gender  Robin Sanders instead of Mr or Ms Sanders 9-6 Courtesy Courtesy Titles Titles continued continued ♦When you don’t know the reader’s name or gender, use  The reader’s position or job title • Dear Human Resources Manager  The general group to which the reader belongs • Dear Concerned Citizen 9-7 Courtesy Courtesy Titles Titles continued continued  Omit the salutation and use a subject line instead • Subject: An investment opportunity 9-8 Standard Standard Formats Formats for for Memos Memos ♦Standard memo format mimics block letter format, but  Use Date/To/ From/Subject block In general, initial next to your name  Requires subject lines  Doesn’t indent paragraphs or use headings for the first paragraph 9-9 Standard Standard Formats Formats for for E-Mail E-Mail ♦ Standard formats are evolving  The format depends on the e-mail program  Most programs prompt you to supply the address and subject line  Most programs allow you to send attachments, as well as computer copies (cc.) .. .9- 2 Formats Formats for for Letters Letters and and Memos Memos ♦To learn how to  Choose and use standard formats  Use nonsexist courtesy titles  Create a professional image 9- 3 Formats... Start by answering these questions:  What are the standard formats for letters?  What courtesy titles should I use?  How should I set up memos?  How should I set up e-mail messages? 9- 4 Standard... Dear Concerned Citizen 9- 7 Courtesy Courtesy Titles Titles continued continued  Omit the salutation and use a subject line instead • Subject: An investment opportunity 9- 8 Standard Standard Formats
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