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Chapter 9 Formatting Letters, Memos, and E-Mails
Go Green Go Green
The USB fl ash drive is becoming a popular alternative to rewritable CDs (CD-
RWs). Even though CD-RWs are reusable, they can be easily damaged and may
end up in a landfi ll after just a few uses. USB drives, on the other hand, are more
durable, reusable, and easy to carry and store. Have you seen the new ecofriendly
bamboo USB drives? Bamboo is one of the fastest growing woody plants on the
planet, so this renewable resource is a good choice for the case of a USB drive.
1. Visit your local offi ce supply store or go online to research bamboo fl ash
drives. What did you fi nd out about how bamboo is being used for offi ce
products?
2. Do a price comparison of a standard fl ash drive compared to a bamboo fl ash
drive. Is there a price difference?
Reading
Prep
As you read this
chapter, stop at the
checkpoints and take
time to answer the
questions. Were you
able to answer these
without referring to the
chapter content?
Formatting
Business readers expect documents to be set up in a certain way.
Standard
formatting
is a generally accepted way to set up a document so its appearance
follows a convention. Writers use standard formatting so their business
documents are consistent in appearance with what the reader expects. Letters,
reports, graphics, headings, and other elements are visual cues that make
it easy for the reader to locate and understand information. A
visual cue
is an element the reader sees and interprets to have a particular meaning.
For example, a red octagonal sign is a visual cue to a driver to stop at the
intersection.
The appearance of a document is the fi rst impression your writing makes
on the reader. That fi rst glance at your message should be an open invitation
to the receiver. Format refers to how written information is presented on the
printed page or screen. Another term for format is layout. The arrangement
of text and graphics in relation to the white space on the page determines the
visual appeal to the reader.
White space
includes margins, space between
paragraphs, and any other blank space on the page. Without properly
formatted elements, the reader can easily become lost or distracted. If your
message lacks visual appeal, it may be discarded even before it is read.
Readability
is a measure of how easy it is for the reader to understand your
writing and locate information within a document. Readability is achieved
through a combination of clear writing and effective formatting. Together,
these elements help obtain the response you need from the reader.
Writing is most readable when it is presented in small segments
with adequate white space. Information presented in long paragraphs is
uncomfortable for the reader and physically tiring to read, since the eyes
are given few breaks. Putting all of these points together, you can use the
following techniques to enhance readability.
• Introduce the message with a short paragraph.
• Use headings.