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ENG 1131 Study Guide - Quiz Guide: Signature Block, Master Sergeant, Vagueness

Course Code
ENG 1131
David Sacks
Study Guide

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Chapter 4: Roune & Good-News Correspondence Brian To | Jan. 21,
Idenfy all elements of a business leer
Use correct formang & punctuaon for leers & memos
Become familiar w/ Canadian addressing standards
Create posive, reader-based correspondence
Use direct approach in all forms of correspondence
Elements of a Business Leer
1. Return Address or “Company leerhead” (= YOU… the writer!)
Wring to employer = use staonery w/ company leerhead
Personal business leers = address at top le% of leer
2. Date
3. Inside Address
Readers name, tle, & company, & full company mailing address
4. Salutaon
Standard = “Dear _______,”; use person’s name & courtesy tle (ex. Dr., Professor, etc.)
When you don’t know the person’s name…
i. Plural salutaon = “Ladies and Gentlemen” | Single salutaon = “Dear Sir or Madam”
ii. Use “To Whom It May Concern”
iii. For a group, you can begin w/ “Sales Representaves, Colleagues, Members, etc.
iv. You can use a heading instead of salutaon (ex. RECALL NOTICE or NEW PRODUCT)
Unknown gender = use ?rst inial (ex. Dear D. Sacks) or use “M.” to cover both genders
Simpli?ed Style: omits salutaon & complimentary close NEVER USE “Mrs.”!!
5. Body
Vary spacing btw/ parts – namely between leerhead, date, and readers name
6. Complimentary Close
Simple ending = “Sincerely”, “Yours sincerely, “Yours truly, “Yours very truly
Less formal = “Cordially”, “Regards”
7. Signature & Signature Block
Allow 3-5 lines for your signature underneath complimentary close
If your name isn’t already part of leerhead, place full name below your signature
i. Add your tle OR name of posion below your name
8. Enclosures (or Aachments)
Put notaon below reference inials (ex. Enc., Enclosure 2, Aachment: resumé)
Full-Block Style Format
oEvery line begins at le% margin, including date, complimentary close, & signature block
oNew paragraph is formed by leaving an extra line rather than by indenng at margin
oNo punctuaon for return address, & inside address
oUppercase w/ no punctuaon unless its part of a name (ex. St. John’s)
oAddresses aligned le%; postal codes appear same line as city & province
o2 leer symbol for provinces (ex. Ontario “ON”, Yukon “YT”)
oMany business have company memo staonery for ease & uniformity in sending msgs
oNo salutaons, no complimentary close, & no signature (although some sign inials/name at boom)
oMemos convey important informaon or ask for something to be done in precise details
Memo Layout = (1) To: (2) From: (3) Date: (4) Re: (5) Body (6) Thank you (7) Enclosure
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