memo and letter format
Memo
-(memorandum "remembered") is a brief informal written means of communication used by individuals within the same organization.
Personal-business letter
a letter written by an individual to deal with business of a personal nature. Personal-business letters begin with the return address and are not keyed on business letterhead stationery.
Large (No. 10) envelope
a standard business envelope measuring 9 ½" x 4 1/8" just large enough to hold a sheet of standard 8 ½" x 11" letter stationery folded in thirds.
Small (No. 6 ¾) envelope
a standard envelope measuring 6 ½" x 3 5/8", just large enough to hold a check.
Block format
every paragraph in the memo or letter begins flush with the left margin.
Enclosure notation
if a document is included but not attached, i.e. a book, the word "Enclosure" is keyed at the left margin a DS below the reference initials.
Reference initials
if someone other than the writer keys the memo or letter, this person's initials should be keyed in lower case letters at the left margin DS below the last paragraph.
Modified Block format
in a letter, this format indents each paragraph ½ inch and indents the return address, date, complimentary close, and the writers name to the center of the page
Memo Heading
includes TO, FROM, DATE, and SUBJECT which is keyed in ALL CAPS and begins at the left margin with a double space between each heading component.
Copy notation
indicates that a copy of the letter/memo is being sent to someone other than the addressee. Use "c" followed by the name of the person(s) to receive a copy. Place a copy notation a DS below the enclosure notation or reference initials (if there is no enclosure).
Closed punctuation
punctuation style that includes punctuation (a comma or colon) after the salutation and complimentary close.
Open punctuation
punctuation style that omits all non-essential punctuation, even the colon or comma after the salutation complimentary close.
Subject line
specifies the topic or purpose discussed in the memo or letter. Both parts of the subject line are keyed in all caps.
Memo/letter body
the message of the letter or memo keyed SS with a DS between paragraphs.
Attention line
used when the writer does not know the name of the person who should receive the letter, i.e. Attention: Special Collections Director.
Attachment notation
If a document is included but not attached, i.e. a book, the word "Enclosure" is keyed at the left margin a DS below the reference initials.
Blind copy notation
If you do NOT want the recipient to know that you have sent the memo or letter to others, key (bc) and the name of the person(s) receiving the blind copy at the left margin a DS below the last letter part on all copies of the letter except the original.
Return address
In personal business letters, the address of the sender keyed at the top margin.
Date line
In personal-business letters keyed on the line below the return address. In a business letter the date is keyed at the top margin.
Salutation
A greeting in a letter using the receiver's name keyed a DS below the letter address.
USPS letter address style
A letter address (on letters and/or envelopes) keyed in ALL CAPS with no punctuation.
Business letter
A letter written by an individual representing a business or organization to deal with business. A business letter is keyed on letterhead that includes the return address. Therefore, the return address does not need to be keyed.
Letterhead`
A sheet of stationery used for business letters that includes the name, address, phone & email, and usually a logo of the organization printed at the top.
Complimentary Close
The "farewell" or closing at the end of the letter just before the writer's signature such as Sincerely Yours... keyed a DS below the last line of the body.
Letter address
The address of the receiver keyed a QS below the date line.
