Course Content

Letter and Memo Formats

Use a standard letter format.

Use a standard memo format.

Prepare Your Notes.

Prepare notes for your email, memo, letter, or report.

Organize the Writing.

Organize the notes.

Introduce the Content.

For emails and memos, always write a clear, meaningful subject line.

For letters, use a "Subject" or "Re" line if your company customarily uses it.

Write a clear, complete introduction.

For emails, letters, and memos, write a cordial beginning or buffer.

State the contents of the email, letter, or memo.

Write Explanations in Blocks

Write the explanations in blocks.

Keep explanations of a subject together in one block.

Check each block for focus.

Check each block for completeness.

Open each block with a statement of the contents.

Use headings to open blocks.

Bold field or data names to identify them as blocks.

Present Lists Clearly.

Create lists.

Open list blocks.

Mark the list items clearly.

Keep list items in a single list.

Keep list items in the same format.

Write Clear, Complete Explanations.

Use key words consistently.

Use full phrases to define words clearly.

Write Clear, Effective Sentences, Paragraphs, and Words.

Use paragraphs to organize information.

Write concisely.

Combine sentences to show relationships and use short sentences to be clear.

Write clear, simple, straightforward sentences.

Write strong, direct sentences.

Use words the reader will understand.

Prepare a Polished, Correct Final Draft

Use your spell checker and grammar checker.

Proofread.

Format the email to be readable.