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Chapter 9 Formatting Letters, Memos, and E-Mails
CASE
spacing between the date, inside address, greeting, letter body, and signature
block need to be followed.
The
modifi ed-block-style letter
places the date, complimentary close, and
signature to the right of the center point of the letter. All other elements of
the letter are fl ush with the left margin. Figure 9-4 shows a letter formatted
in the modifi ed-block style. The decision to indent the paragraphs needs to be
considered, depending on the guidelines of the workplace.
Policy Change
Drew Fitzgerald, the manager of a restaurant, needs to have his employees
follow the policies established by company headquarters. Recently, he was
informed of several changes in the hygiene policy. To relay the information to his
employees, Drew reviewed each policy change at an employee meeting. He also
planned to write a letter to the employees and post it on the employee bulletin
board. Drew drafted the following notice.
NOTICE: CHANGES IN HYGIENE POLICY
Effective August 15, all employees will use a new hand-washing procedure
prior to the start of a shift and following any breaks. Workers are to use
the new disposable scrub brushes along with antibacterial soap for no less
than fi ve minutes of washing. Use the foot-operated sinks and air dryers for
washing and drying, respectively. For those whose hands are sensitive to
repeated scrubbing, use the antibacterial lotion in the wall dispenser. Also,
food handlers must wear disposable gloves for all stages and phases of food
handling. This includes preparing soft drinks, which formerly was handled by
cashiers. These new procedures will increase our overall level of cleanliness
and the safety of our food products. We appreciate your compliance.
1. What format would you recommend that Drew use for his letter, block or
modifi ed-block style?
2. Revise and format the letter to improve the readability of this message.
Standard Letter Elements
Block-style and modifi ed-block-style letters have the same line spacing and top,
bottom, and side margins. Both also contain the same standard letter elements:
• date
• inside address
• salutation
• body
• complimentary close
• signature
• notations