(Format: 12 point “Times New Roman” block style)

January 1, 2008 (written in full – never abbreviated or represented by figures) Gregg 1314

(If used, this notation is typed 2 lines below date line at the left margin in bold caps.) Gregg 1315

PERSONAL or CONFIDENTIAL

(Start the inside address at the left margin on the fourth line below the date or below any notation that falls between the date and the inside address) Gregg 1319

Mr. John L. Smith

President

ABC Education Company, Inc.

P. O. Box 1234

San Diego, CA92101-1234

(Type the salutation, beginning at the left margin, on the second line below the inside address) Gregg 1346

Dear Mr. Smith:

(If used, the subject line appears between the salutation and text of the letter with one blank line above and below; can be centered for special emphasis and/or typed in all caps.) Gregg 1353

Subject: Office Manual Update on Letter Format

(Begin the text of the letter on the second line below the subject line, if used, or on the second line below the salutation) Gregg 1354a

This is a sample letter to show the district standard. Guidelines have been shown for spacing, font, and format. Letters are formal in nature, usually addressed to people outside the district, as opposed to memoranda that are informal, internal documents. If you are writing in response to a letter or some other document, it is helpful to refer to that document by date in the first sentence of your letter. Gregg 1354b

Use single-spacing and leave one blank line between paragraphs. Gregg 1355 (Exception: Draft letters are always double-spaced and clearly marked “DRAFT.”) Align each line of the message at the left margin. Do not justify the right margin as the insertion of extra space between words to make each line the same length can sometimes produce unintended “rivers” of white space running vertically through the text. Studies have demonstrated that text with a ragged (unjustified) right margin is easier to read. Gregg 1356a and 1356b

Refer to the Gregg Reference Manual for directions when including quoted material, tables, enumerated items in a list, or bulleted items in a list in the body of a letter. This information can be found in Section 13, 1357-1358.

Letter to Mr. John L. Smith

Page 2

June 26, 2001

(Leave one or two blank lines [two lines are preferred] below the last line of the continuation page heading and resume typing the letter.) Gregg 1385a

If you use the header feature in your word processing program, type a continuation page heading consisting of the following: the name of the addressee, the page number, and the date (must match the date on the first page). The three-line format is preferred. Gregg 1384

If a letter takes two or more pages, do not divide a short paragraph (with only two or three lines) at the bottom of a page. Always leave at least two lines of the paragraph at the foot of one page and carry over at least two lines to the top of the next page. Gregg 1356d, 1385b

Never use a continuation page just for the closing section of a business letter. The complimentary closing should be preceded by at least two lines of text. Gregg 1385c

(Type the complimentary closing on the 2nd line below the last line of the body of the letter) Gregg 1358

Sincerely, (Capitalize only the first word of a complimentary closing; i.e., Sincerely yours. Place a comma at the end of the line.) Gregg 1359a,b

(Type the writer’s name on the 4th line below the complimentary closing) Gregg 1362a

Terry Grier (Arrange the writer’s name and title on two or more Superintendent of Schools lines to achieve good visual balance) Gregg 1363a

(Type the initials of the typist at the left margin on the 2nd line below writer’s name and title) Gregg 1370b

kh

Enc. (If one or more items are to be included in the envelope with the letter, indicate that fact by typing the word Enclosure [or an appropriate alternative] at the left margin on the line below the reference initials.) Gregg 1373a

c:J. Doe

K. Nakamura

W. Kowba

G. Flores

K. Bachofer

(Start the copy notation on the line directly under any previous notation [i.e.,typist’s initials, enclosure notation] or on the 2nd line below the writer’s name and title.) Gregg 1376c

Alphabetize the names by rank: nondistrict addressees, board members, superintendent, Executive Committee members, then all other district staff.

NOTE: The mission statement should appear ONLY on the first page of correspondence, not on subsequent pages.