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Chapter 9 Formatting Letters, Memos, and E-Mails
Use Headings
Headings
are words and phrases that introduce sections of text. They
organize blocks of information in a document. For example, the heading for
this section is Use Headings.
Headings can be used effectively in both short and long documents. When
the topic covers more than one key point or important issue, consider using
headings. They serve as guideposts to alert the reader to what is coming.
Use Standard Fonts and Sizes
The font, also called the typeface, is the defi nition of the characters that
make up a set of letters, numbers, and symbols. Standard fonts and sizes vary
by organization or business. Often, the default font of the word processing
application used by a business determines the preferred standard.
The default font and size for body text in Microsoft Word 2007/2010 is
11-point Calibri. Many organizations have adopted this as the standard.
However, the traditional standard is 12-point Times Roman (or Times New
Roman). Always follow the standard set by your instructor or organization.
For e-mails, it is often accepted to use the default font in e-mail software.
Many e-mail–reader applications strip out all formatting. This leaves the reader
with “plain text,” so any applied formatting is lost.
Use Varying
Heading Font
Styles
Vary the font size and
style in headings to clarify
organizational structure.
Main headings, which divide
long topics into sections,
should have the largest font
size. Use a smaller font size
for subsections or paragraph
headings. Bold, italic, and
underlining can also be
used to show difference in
headings.
Too much variation in
font size and style within a
document is distracting to
the reader. A single font is
usually suffi cient for most
business documents. It is
rarely necessary or desirable
to use more than two or
three different fonts in one
document.
Readability of a message is important. In business, often a
reader has only a brief time to read the message. It must be
clear and concise.
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