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Chapter 9 ReviewReview Chapter 9
Chapter Summary
Formatting
• Making a professional impression with your
written correspondence is important in any
business situation.
• The use of white space and graphics will
make the information easy to read.
• Readability is a measure of how easy it is for a
reader to understand your writing and locate
information within the document.
Formatting Letters
• Letters may be block style or modifi ed-block
style and either open or mixed punctuation
can be used.
• Business letters have standard elements that
include date, inside address, salutation, body,
complimentary close, and signature.
• Additional elements in a business letter may
include an attention line, subject line, and
notations.
Formatting Memos
• Memos are generally used for interoffi ce
communication.
• Memos have a heading that consists of the
guide words TO, FROM, DATE, and SUBJECT.
• There is no salutation or closing for a memo,
but special notations may be used.
Formatting E-Mail
• E-mails are commonly used in business and
are formatted similarly to a memo.
• Business e-mails should have a salutation and
closing.
• Use good business judgment when sending
e-mail and observe the rules of netiquette.
• Take advantage of the productivity tools
offered by most e-mail software.
Review
Your Knowledge
1. Explain standard formatting.
2. What is parallel structure?
3. How does a block-style letter differ from
modifi ed-block-style letter?
4. List the seven common elements of letters.
5. What is the difference between open
punctuation and mixed punctuation?
6. List the three additional elements that may be
used in a business letter.
7. What is a postscript?
8. Describe a memo and its purpose.
9. Related to formatting, what is an e-mail
similar to?
10. Explain netiquette.
Apply
Your Knowledge
1. Rewrite the following draft of a business letter
so that it is properly formatted to increase
its readability. Use a block format with open
punctuation.
Ms. Genevieve LeMond 7214 Mulberry
Street DeKalb, IL 61616 June 20, 20--
Dear Genevieve. I am sorry I cannot be
at the PER meeting for the fi nal, offi cial
goodbye to you as a fellow pollution-
control champion. I personally want to
communicate how strongly I feel about
you as a mentor. No one can prepare
better waste-containment strategies,
rally support for earth-friendly activities,
or use her knowledge more effectively
1 R