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MGTA35H3 (38)
Lecture 3

Study Guide for Week 3

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University of Toronto Scarborough
Management (MGT)
Hugh Mac Donald

MODULE 9 J FORMATS FOR HARD-COPY LETTERS AND MEMOS - both letters and memos are brief business msgs, similar in formality, length, style, and organizations letters: go to ppl outside the organization memos: internal msgs sent to ppl within your organization What are the standard formats for letters - letters are written in block and modified block block format: the format most frequently used for business letters, readers expect it and it can be typed quickly things everything lines up at the left margin modified block format: creates a visually attractive page by moving the ate and signature block into what would otherwise be empty white space more traditional - they both share many elements [pg 151] letter head: Z]LZ]}L]ZZ}2L]]}L[ZLK7o}2}7ZZ7LZ}LLK continuation heading: when the letter runs on 2 pages, putting ht readers name helps the reader identify subject line: tells what the letter is about - required in memos they are optional in letters reference line: refers to the reader to the number used on previous correspondence or the order to invoice number that the letter is about complimentary closes: sincerely, cordially - in a two-point or mixed punctuation, a colon follows the salutation and a comma follows the close -in open punctuation J omit all punctuation after the salutation and the close enclosures accompanied by other docs - writers should refer to the enclosures in the body of the letter - sometimes you write to one person but send copies of your letter to other ppo - if you want the reader to know that other ppl are also getting the letter, list their names on the past page blind copies: sent copies to other ppl without telling the reader What courtesy tiles should I use - Z Z}[s preference :DZ}ZZ]}Lo]oZZLZ[oL 2. Careful with a woman, some prefer to be referred to as mrs. Or miss. - use courtesy tiles only when your audience requests them ZL}lL}Z[ZLKL}2L 1. Call the company and ask the receptionist 2. Use the readers full name in salutation ZL}}L[lL}ZLK}2L 1. Use the attention line ex. Customer service, human resources etc 2. Use the readers position or job title ex. Dear loan officer 3. Use a general group to which your reader belongs ex. Dear investor
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