Typing Letters and Memos

At some point in your career, you will be called upon to engage in typing letters and memos. Here are some pointers for creating these common business documents. Memos and letters along with electronic mail (e-mail) are the main types of correspondence used today.

Slideshow:What_Are_the_Six_Parts_in_a_Business_Letter

Every business letter will include certain elements. These include:

• Date: Use the American date format when you are writing to companies in the U.S.A. For example, October 13, 2010. The date should be positioned about two inches from the top of the page. Left justify or tab to the center to type the date, depending upon the format you are using.

• Sender's Address: This is optional; however, if you include it, place it one line below the date. Include the street address, city, state and zip.

• Inside Address (the recipient's address): It is better to use a specific person's name rather than the company name alone. Call the business to ask for the person's name, title and correct spelling if you do not know. Include the correct courtesy title such as Ms., Mr., Mrs. and Dr. If you don't know whether a woman is married; use "Ms." Type the address left justified, using the U.S. Post Office format. For international addresses, write country name in all caps on the last line of the address. It begins one line below the sender's address, or one inch below the date.

• Salutation: If you know the person very well, you may address them without the courtesy title. However, if it is strictly a business letter, use the title "Dr., Ms., Mr. or Mrs." Follow the salutation by a colon. If you don't know the person's name or gender, then use "To Whom it May Concern." You may also use the full name if gender is uncertain; such as "Dear Chris Morgan."

• Body: In the block and modified block formats, use single spacing and left justification for each paragraph within the body of the letter. Separate paragraphs with one single space. In the first paragraph, use a friendly opening and then a statement of the main point of the letter. The following paragraphs will contain supporting details, while the final paragraph restates the main point, summarizes and makes a call to action (if appropriate).

• Closing: Begin the closing at the same point as your date. If it was in the center, put the closing at the center. If it was left justified, put the closing left justified. Capitalize the first word only. For example "Thank you" or "Best regards" Follow the closing with a comma, if you used a colon after the salutation. If you didn't use a colon after the salutation, then don't use any punctuation after the closing.

• Enclosures: Indicate there are enclosures if you include any. Simply place the word "Enclosures" one line below the closing.

• Typist initials: Put the initials in unless you typed the letter for yourself.

Times New Roman, size 12 is a standard font for general business use. Arial is also acceptable. Formal letters are not the proper time to try out decorative or cute fonts.

Generally, it is best to use a colon after the salutation and a comma after the closing. In open punctuation style, you will put no punctuation after the salutation or closing. This style is more informal.

There are several letter styles. These include:

• Block Style: The entire letter is left justified and single spaced. Double space between paragraphs.
• Semi-Block Style: Each paragraph is indented instead of left justified.
• Modified Block Style: The date and closing are typed at the center of the page, while the body left justified and single-spaced.

Define the audience for your memo first. It will help you create the body and correctly address the memo. The memo should be no more than one to two pages long. It should be single spaced and left justified. Separate paragraphs with a single space.

Heading

The heading segment follows this format:

TO:

FROM:

DATE:

SUBJECT:

Opening

The opening paragraph should contain the purpose of the memo, the context and assignment. It is usually one concise paragraph – just enough to let the reader know why he or she should read it and what to expect.

Context

Establish the background of why this memo is occurring. State the problem the memo aims to solve.

Task

Describe the action taken – or to be taken – to solve the problem you've outlined.

Summary

Include a summary only for memos longer than one page. You may include references and sources here. Summarize your key points. Important points are best put into lists.

Discussion

Include all the details to support your points in this section. Start with general information and move to specific facts, evidence and supporting text.

Closing

Close with a courteous statement and a call to action.

Typing letters and memos need not be complicated; simply gear your letter or memo style toward the intended audience. Each style has its own merits; select the style that you prefer. Spell check is considered by many to be one of the best tools of the century. Once you've finished your document, be sure to spell check for simple misspellings and typos.

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