FORMAT
Overview
Formatting business correspondence and technical documents means, normally, creating one of these basic kinds of documents: letter, memo, e-mails, reports, or instructions. These types of documents are covered in this style guide (the the drop-down menus) along with how to use headings and visuals.
Our Internet-connected-world keeps introducing new document types and new publishing methods that afford us new formats; however, this guide covers only the the basic formats and only a few variations of those because, of course, the point of a guide is to achieve conformity.
Quality Check

Rodgers Rule: Use the following formatting rules on full-page word document files (not booklets):
Page set up details:
Margins: Top, bottom, left, and right = 1
Gutter: 0
Orientation: Portrait
Layout: Header = 0.5 and Footer = 0.5
Page format details:
Font = Arial, 12 pt., regular, black
Paragraph Alignment = left
CAP Notes

Content, audience, and purpose drive format decisions.
When you wish to write to someone and are unsure of the type of document to write (memo or letter), you may read that if the occasion is formal you should use a letter and if the occasion is informal you should use a memo. I strongly disagree with that method of making that decision. The formality or lack of it in a document situation is not a reason to select a letter or memo. When we apply our writing CAP, we see that our relationship to the audience should drive our decision: If our audience is internal (we are both in the same organization), we normally choose memo. If our audience is external (not in the same organization as we) then we select a letter.
.
Rodgers Rule: If the primary audience is external, select letter format. If the primary audience is internal, select memo format.
When you wish to write to someone and are unsure of the type of document to write (memo or letter), you may read that if the occasion is formal you should use a letter and if the occasion is informal you should use a memo. I strongly disagree with that method of making that decision. The formality or lack of it in a document situation is not a reason to select a letter or memo. When we apply our writing CAP, we see that our relationship to the audience should drive our decision: If our audience is internal (we are both in the same organization), we normally choose memo. If our audience is external (not in the same organization as we) then we select a letter.
.
Rodgers Rule: If the primary audience is external, select letter format. If the primary audience is internal, select memo format.
For Discussion

What format and document design choices assist readers with navigating and accessing specific information in documents? and
Why should the paragraph alignment be left and not full justification?
Why should the paragraph alignment be left and not full justification?
Copyright 2012 Updated April 10, 2015
Ida L. Rodgers, See terms on Course Style Guide Home page.
Ida L. Rodgers, See terms on Course Style Guide Home page.