Common Message Formats

Common Message Formats

[Note: in the print version, the various letters appear on separate pages. Figure 4 goes to a second page where the page 2 notation is shown. In some cases, spacing and indents have been altered from the original in this web version. The original has been e-mailed to students in Business Writing classes.]

Formats for letters, memos, reports, and other written messages may vary from one organization to another although certain characteristics do recur. A memo, for example, generally includes date/to/from/topic information in a heading and presents a message (usually an internal one) next. Letters contain such traditional elements as return and inside addresses, salutations, complimentary closes, and signature blocks. Both letters and memos are normally typed single spaced, with double spacing between paragraphs. (Figures 1 through 5 provide examples of some typical memo and letter formats, but in some cases spacing is compressed. Word processing programs also contain sample templates.)

Reports tend to vary in format more than do letters or memos. Some consist simply of brief forms to be completed, while others, especially long, formal reports, start to resemble books, having title pages, contents pages, abstracts, headings, graphics, and other specialized elements. A range of report formats exists between these extremes; memos with enumeration and/or headings and multiple page reports with headings and subheadings are two common variations. Organizational style guides and standard handbooks can provide other useful examples.

If you work for a particular organization for any length of time, you'll probably find yourself using correct formats almost automatically in familiar situations. Otherwise, format should be one of your last concerns in the "shaping" process. Until you know the final content and structure of your message (down to the exact wording), you could be wasting time by worrying about correct format for material you may never use. Perhaps more important, concern about format at the start of your writing process can lure you into viewing as final text what may really be preparing materials--free writing, potential subject matter, or random jottings.

Of course, format does matter. By creating a favorable appearance through appropriate formats, you can produce writing that displays professionalism and creates a favorable impression upon its readers.


Figure 1. Memo Format.
_____________________________________________________________
DATE: March 2, 20xx
TO: Mike Motta
FROM: Professor Rita Rhodes
SUBJECT: Writing the Memorandum

This message illustrates a typical memorandum, probably the most common variety of administrative communication. Most memorandums are relatively brief and intended for use within an organization. However, memorandums can vary widely in length and purpose, sometimes extending to multi-page reports.

1. This example uses a customary format, but different organizations will have their own modifications. Some formats, for example, eliminate such heading labels as "date" or "subject." Here, the date is in U.S. format. Often, memos will be written upon pre-printed forms. Most memos do contain at least the information shown in the headings above. Few contain salutations or complimentary closes.

2. Don't feel you must slavishly imitate this sample or any sample or model used in this class (unless, of course, you're asked to use a particular format for a specific assignment). For example, not all memos will contain a numbered list.You should use recognized formats of some sort. Handbooks and your other textbooks may contain additional useful examples of some.

3. Memorandums may or may not include lists, enumerations, headings, tables, and other guides to readability. The communication situation usually determines whether you should use such aids.

4. The style of a memorandum should be conversational, yet professional. Since you'll often be sending memorandums to people you know well, you have greater flexibility in adapting style to audience when you write memos than you would for many other communication contexts.

5. If your instructor asks you to do so, use correct memorandum format to write the message he or she assigns.

Figure 2. Letter in Full Block Format.
____________________________________________________________

4510 Winston Road
Portland, OR 97205-4321
8 July 8 20xx

Ms. Felicia Dushane
3422 Christopher Lane
Terra Haute, IN 47818-1234

Dear Ms. Dushane:

Here are the sample formats you requested when we spoke at the American Communication Association meeting last Friday. This series of letters illustrates some frequently used methods.

This letter is written in full block format, a simple format to remember and to type. All parts of the letter start at the left margin. Instead of a letterhead (which would also be acceptable), this version begins with your return address/date block. Your name would not appear here; it does, of course, appear below. Located four lines below is the inside address,the address of the person to whom you're writing. An alternate date format would be "20 March 20xx": because usage in some countries varies, avoid "3/2/xx" or 3.2.xx." This letter also illustrates use of the full nine-digit zip code.

A courtesy title (here Ms., although, of course, you could use Mr., Miss, Mrs., Dr., Doctor, Professor, Lieutenant, etc.) precedes your addressee's name. Letters usually include a courtesy title if the appropriate one is known to the writer. Sometimes names indicate the gender of the addressee and thus often suggest the appropriate courtesy title. In the case of names, like "Leslie" or "Chris," that could refer to either men or women, you may choose simply to use the full name without a courtesy title (for example, "Chris Kramer").

The salutation appears two line below the inside address. While the exact salutation may vary, the pattern shown here--"Dear" + a courtesy title + the addressee's last name--is the form most commonly used for business correspondence in the United States.

The text of the letter begins two lines below the salutation. Most letters (except for very short ones) are typed single-spaced with double spacing between paragraphs. Paragraph length varies, but four to sixteen lines is workable and easily readable.

The letter ends with a complimentary close, followed by four lines (for the signature) and a typed signature, often followed by the writer's job title. Frequently used complimentary closes include "Sincerely," "Yours truly," and "Cordially."

Sincerely,


Anthony Garcia
Communications Specialist


Figure 3. Letter in Semi-block Format.
____________________________________________________________
CCI [This letterhead is pre-printed and centered in the print version.]
Communications Consultants, Inc.
4510 Winston Rd., Portland, OR 97205






July 8, 19xx



Ms. Felicia Dushane
3422 Christopher Lane
Terra Haute, IN 47818

Dear Ms. Dushane:

This sample letter uses "semi-block" or "modified block" format and letterhead stationery. As in many variations of full block form, the main differences are in the placement of the date (or, if letterhead is not used, of the entire date/return address block) and of the complimentary close/signature block. Here, these sections begin at the center of the page. The result is a letter that is more balanced in appearance than that produced using the full block format.

If one of these "center line" elements (for example, a long address if no letterhead is used or a long job title) will not fit on the page using this format, all the elements can be started a few spaces to the left of the center line. Another approach locates the longest line in any of these elements, counts back this number of spaces from the right margin, and begins all lines in these elements at that indent setting.

The first two letters use "mixed punctuation" for the salutation and the complimentary close: a colon follows the salutation, and a comma follows the complimentary close. (The next letter in this series will illustrate "open punctuation," a practice which uses no punctuation in these positions.) Although so-called "friendly" personal letters may use a comma after the salutation as well as after the complimentary close, business letters generally do not, except for some sales and promotional messages.

Sincerely,




Anthony Garcia
Communications Specialist

Figure 4. Letter in Indented Semi-block Format.
____________________________________________________________

CCI
Communications Consultants, Inc.
4510 Winston Rd., Portland, OR 97205
(503) 555-6789






July 8, 19xx


Ms. Ingrid Weill
Director of Publications
Media Production Associates
8841 Eastwood Avenue
Scranton, PA 18547

Dear Ms. Weill

SUBJECT: SEMI-BLOCK FORMAT WITH INDENTED PARAGRAPHS

Here is an example of a semi-block letter with indented paragraphs, another step toward more attractive page make-up. This sample also illustrates use of "open" punctuation, a practice which eliminates the punctuation after the salutation and the complimentary close. If the name of the addressee were unavailable for this message, the position title ("Dear Director") could be used instead. If the writer and reader knew each other, in some cases "Dear Ingrid" might be acceptable.

In this form, each paragraph is indented 4-8 spaces (in the case of this sample, five spaces). The margins in these sample letters, 1" on all sides, are the default settings of several word processing programs and work well for most situations; some authorities suggest 1 1/4" for right and left margins and 1" for top and bottom. With letterhead stationary, the first line (usually the date) begins 2 to 2 1/2" from the top of the page.For A4 paper, the margins are metric and will differ. For short letters, the space between date line and inside address and that between complimentary close and typed signature may be adjusted; the margins may also be widened.

An optional "subject line" like that used here can be incorporated into most standard formats; it provides an easy way of indicating a message's topic without slowing the letter's opening. The actual word "subject" needn't always appear.

In practice, many organizations will have their own margin requirements, often contained in the organization's style manual. The margins suggested here apply to the standard 8 1/2" x 11" stationary used by U.S. private firms. The United States government and foreign organizations may use different paper sizes (such as A4) and margins. In any case, the most attractive letters result from having an appropriately wide "picture frame" of white space around the "picture" of the letter text itself.

Sometimes letters will extend beyond a single page. In such cases, the second (and subsequent) pages should be written on plain paper, not letterhead. While various

Ms. Ingrid Weill, July 8, 20xx, page 2 [A new page starts here in print version.]

heading formats are used, pages beyond the first, most include certain elements: the name of the addressee, the date, and the page number.

If you would like more information about possible formats or if you have any further questions, call me at the number above any day between 8:30 a.m. and 4:30 p.m.

Sincerely



Anthony Garcia
Communications Specialist


Figure 5. Letter in AMS Simplified Format.
____________________________________________________________

CCI [This letterhead is pre-printed and centered in the print version.]
Communications Consultants, Inc.
4510 Winston Rd., Portland, OR 97205
(503) 555-6789






July 8, 20xx



Ms. Ingrid Weill
Media Production Associates
8841 Eastwood Avenue
Scranton, PA 18547
U. S. A.

AMS SIMPLIFIED FORMAT

Here, Ms. Weill, is another in the series of letter formats you requested.

Some years ago, the Administrative Management Society developed this style. Although this format has been used in only limited situations, it can be quite useful, especially for routine situations where salutations and complimentary closes (both of which this format eliminates in favor of a topic line and a typed signature) are inappropriate. For example, a request for a catalog or for reservations, especially when not addressed to any particular individual, lends itself well to this format.

Notice that the word "SUBJECT" does not actually appear in the subject line. The format uses open punctuation and capital letters in both the topic and signature lines. If the letter goes to an individual, that person's name can be mentioned early in the message, possibly in the opening sentence.

The letters following the typed signature indicate that Anthony Garcia dictated the letter and that it was typed by someone else with the initials "D.S." The letter "c" (for "copy"; "cc" is sometimes used to indicate a "carbon copy" or "courtesy copy") shows where copies of the letter were sent.




ANTHONY GARCIA, COMMUNICATIONS SPECIALIST

AG/ds
c: Scott N. Willard