Académique Documents
Professionnel Documents
Culture Documents
i-----.flPPsndix
- --l
Trrparing
Business
4 ,
Documents
'
r"t' ,
V addressingbusinessenvelopes \
Y preparing nlenlos, reports, and proposals li
v forrnlttinpl letters p
v d o c u r n e n t i n gs o u r c c s
Nlechanics, refer to the "technical" aspectsof preparing a document, and they are
desigrred to imllrov.e comrnunication bv setting up clear standordsfor written doc-
unlents. These standards are used consistently throughout the business community.
Appendix I describesthe trusinesswriting mechanics that apply to the lemers,
memos, repor$, and proposals exarnined in this text. \\/e begin by focusing on the
irnportance of document appearance.
[orttrnertts
ofBusiness
Iheflppedtnncs
Before your readerreadsa single word you havewritten, dre appearanceof your
documenthascommunicateda message. It hastold your readcrhow much careand
concern you have put into your document,and it has testifiedto the profeisional-
ism of your approach.First of all, the appearanceof busines documentsis influ-
enced by paper qualirl' and the accuracyof your word procesing.
I',.11'EII
Paper qualiry is usually taken for granted-unless it is substandard.Paper that is
ttrnrpri.nt, foo light, colored,or oddly sizedmay not.be acceptablefor business
purpor.r. Here are the basicstandardsthat all businesspapershould meet:
ri;
i
Guide-
as unprofessional' !i i
iclendfycrocunrents
,a'uscripr errors are red flags.th-at throughyour word
li^es here are in fr;;ri;. ,tr^lghtfort"arcl'Rttn everydocurneni
copy o.fv<lurdocurnentas well'
prrcessor,s spell checfer.Then, p.oof..tcl a hard
Lgttgrs
of[usingss
Pnrts -------r'-----------r'-- -'--'
can
as seventeenindividualelements'fu you
Businesslettersmay contain as many letters,
.r.,,,.n$ are includedin ail business
seein Thble r-r, *rrrilJ;;;;;i,h.i.
optional. we have arrangedtheseitems in the order
ten othersmay be .onrid.r.d
in which they appearin trusiness leners'
I I f uI DI iV G .osu-
often consistsof the brsinesslettnhead,
The headingof the businessrerter,which
ally containsthe following elements:
Y the complete legal name of the business ]:
box number
v full sueet addressand/or post office ui
G I
v telePhonenumber nl
,l
salutation subjectline
middle identificanonline
close
cornplirnentary enclosurenotation
signarure mailnotation I
Apperuotx
copy notauon Bustruess
PnrpeRtttc
posscriPt
DocuueHrs
continuation-Pageheading 559
. ; ,.,.,*l
. '',,i
.. ,
,'.;t,,rii
,.Itii.
block format, it appearstwo to three charactersPacesto the right of the centerof
the page and is aligned with the complimentaryclose.Another option is to placc
the datelineflush againstthe right margin-
IA/S7DEIDDRESS
The insideaddress, whichidentifiesthe personand"/or companyto whomthe lener
is beingsent,is an obligatorypaft of all business leners. It canbebenreentwo and
twelve"linesafte1th. lL, .i.ggry-d-q!gli"e, reference line, or personalor corifi--
Alica noo,ion-of the lineiTL. *ort common spacirig allowsfour linesbefore
**'-#-* - +
U.ji""ing the inside addreqs.
**---The insideaddress ii alwap single-spaced andappeanin uPPeI:endlower-case
fu a rule,the insideaddress should
l letters.It is positionedflush.gri*ffi; left-margin.
;.-;; ;n,i' than fve lines.-Omitthe recipie-nt's title if ne&ssary to riiiintiin-tlils
-T-feng.h.
Xk
TllrCiie'io*eldciirional guidelineifor composingthe insideaddress:
FigureI-I SamPle
Letter:DualReference
Melro Molor CorPorollon -
Codes It50t S. FlguotooStrrcf
Corton, CA 907t16'tl50a t't"
(707)55s-9t92(phon )
(707)555'919t (for) 'l'hc
mmcoxxx.com (o.moll)
the
ven
ava
May21, 199X
:tlt rl
OurrsfennceA8C33221'4 :t si
YourrlferenceciCccu*{
I
Apperuotx
BustHess
Pnepnntruo
Docullterurs ..-F-
's6o
I addressshould cross over the ccnter 'oint of the pagq' Lines
lin-e.-1n.tl.re
,,No ln half arrtl iontinued
contarnrng roo many charactcrsshould lle broken
two spaces'
g ,ih._-n.*I11. 3fte1 an indent of
-I'he with the person's courteryritlr, follorvetl
f inside adclressshould bcgin
fry his or her full name. If the recipient's professlmaltitle is short enottgh,
ir'c.n be includecl on the sanre line as the name' For cxamplc:
Ms. AlexandraBcnninglon,Tieasuier
exantple:
Longer dtles should appear on separate lines. For
..t/"/'/t.\'I'lON L/\'Ii
to a companybut directedto
ithe anentionline is used when a letter is adclressed
The purpose of the attention li'e id to pre-
the arrentionof , ,p..in. indivi<lual.
immediate artention: If the person nanredin the line is not
*"r-a.r.ys and ensure
elsein the company'
,*ilrbl. io ,e..in. the letter, it will be opened by someone
It always.appcars flush left
The attentionline ,horri,lfollow the insideaddress.
with rinc ,pr..r-L.f,ir. .n,l?i.i. tn
ancrshouldbe set off frorn the other crcnrenrs
forrnitf triple-Splcebeforerrnclaftcr'ihd attention line:
a sin',plifiecl
r\{cDonald'sCorPoration
McDonald's Plaza I
Apprruotx
'O ak
B r o o k ,I L 6 0 5 2 1 Bustruess
PnepRRtruc
Docuuerurs
Attention MargaretO'FIara,Public l{clations Departnrent
561
:.' r,,
...'llr:;,
i '1-' ;, ,rr{i i l
SALL]TATION
The official greeting that appears immediately before the body of the letter, the rslrr-
tiltiurt, follows eidrer thc inside address or the anention line. As you will see later in
this appendix, s'.rlutationsappear il all fenels 3gg-ep--t-$ose usillg the sjmpl!fied f,qlmrt.
In nrost cases,uritcri should double-spa-ce-0.*ine on. bl*k lin.) befoie'and }f
woiilD-car foli6wed by the P"
after thc salutation. Salutation, urrfrily Ggin tidithi
l)ro[)cr form of address for thc recipicnt. The specific saluution that you usc rvill
depend on threc factors: whcther the rccipient of the letter is known or unlmown
to you, rvhether a titlc precc<lcsthe recipientts name, and whether you rrc writing
ro onc or more than one person. The salutationjg a business letter is always fol-
lowecl [r], a c<-,lorrunless tlic u'ritei it uti\g-0.W.^poo@LOpen Puncnration is I .
I
funcruaiion*iryle in which drcTritcr does not use a colon aher the salutation or a t
.orn,rl. after ihc complirrrentary close. Examples of salutations puncruated with I I
colons follow: tt
,1
SUBJECT LII{E
The sattjcctline summarizesthe purposeof the letter. ln most formatswriters usea
doublc-spacebeforeand after the subjectline,.lg3glggge !!ank-!inea&er-{e salu-
Jatloh and one blank line before the body of thA lener. In a sinplifiedformat (which
?oei not'-iiclude a saiutation),wriiilrs-triilelspicf6ifottfrI tft.i-ih. subigqqlinc.
'fhe
subject line begini flu5[-'againstt]re left marginlli *tf U.gin *ith the
word SUB|ECT follorvedby a colon, or it may state the subiectwithout inuoduc-
-lo
tion. ernphasize its irnportance,sonlewriters capitalizeall or pan of the subject
line. (In the simplifiedforrnat,the subjectline is usuallycapitalized.) For example:
l)carAIr. L.vcrhartlt:
I
Apperuotx A N N U A I.S ALISI{E Ii I' IN G
PnrpRRrruc
Busrruess J
Docularurs
for Februaryl.
for the annualsalesmeetingscheduletl
IIcrc arc prclirninan'plans
562 I r r c l u d e r li l r c . . .
s
1
u
c
Or:
Dear Mr. I'lverhardt:
SUBJECT:Annual SalesMeeting
tt
. MIDDLE
rThe middleof the letter contains the letter'smessage. It follows.t::lt"oggl.ot ,
' subiectline and is separatedfrom the previouselemint by a 1i1gfe-lin1!p1e' Line
-!-.-
***;1i#
:--.- - --- .1--. _:--L
---J-
;." gaph;".d-bafo
ti;-f:;;'*L^ close-
rEtheaoinplimenEfu 11
^^,-^limantanr nlncp
;p.;fif*;;;--''.t
, Prrrgrrph linesare almost alwaysryp.q in single-spaced format. ')
, In the full-block and rirnptin.i formats,paragraphsbegin_flush left. In'the
il moain.a-UIo"f. format, writers may chooseto begin paragraphsflush left or indent
jlx tojgl characterspacesfrom the left \
, . paragraphs.If indented, start paragraphl
r l -
margln.
COMPLIMENTARY CLOSE
of the lener' It is
The cwnplinancry closeappearsone line space-1fter the middle
,"os€din att lett.r'for-ro,.*..p, the simplified format. It appears flush left in the
modified-block sry19,it appe.ars two to three characterspaces
n fl-lio.f. sryle;in the
rishiof ,h, ..n,.. of the page. The complimentary close is a.lwap aligned
to the
t;ir;;t[.n.r* is flush with the right margin. In
the date, .*..p, *li.n the date
ithat casealign the close direcdy beneaththe inside address'
of
The first word'of the complimenrarycloseis capitalizedand the last word
Ithe closeis followed by a commr. Not., however,that the comma is omitted when
relationshipwith the reader,the close
,.,usingopen puncruador,.Depending on your
used closesin businessletters are
:i[, ts"?o#rr or informa!. the r6rt commonly
;rtltOr. in the "Less Formal" categoryof the following examplecloses:
Itss Fonnat
SincerelY, :
'
SincerelYYours,
CordiallY,
CordiallY Yours'
Least Fonul
Best wishes,
Ilest regards,
Regrrds,
Kindest regards,
I
Apprruotx
SIGNATURE Bustrursso
PREpRntrue
closc' The Docuurrurs
The letter writer's signatureappearsdirectly under the cornplimentary
rhen"typed belo* the signamre-usually fogr line spaces after the
writer,s neme is
close. fth.n the letterhead does not include the rvriter's'business '{ 563
;;;Iil;;ry
ri,l;,. ,. i
title, a sccorrdtine rnly alsobc addedto includethis information.In all letter styles,ggB.
'rFrt tlie gypeclnanri-anclii,l" ;r.. aligneclclirectlybelow the cornfliinenteiy'cltis6."Tor (Jr:
exantple:
Sinccrcll',
Ql,ce 0. 4ro/n,,
Altet
Alicc l). I;clttotr
\ 4 c c I ) r e s r t l c r r t ,l { c c r t r i t i n g
sigrrature blocks clo not include courtesy titles such as IVIs.,Mrs., Mr,
M6st
and Miss. An c.rccptir>n, horvcver, can llc nrade when the titlc is needed to clari$r MA.
gerrclcr(Mr l;rm Ban'onor Ms. Bilty Dian,on\.In businessthe preferredtitle for : Ant
'I'hat
*.r,rl",r is I4.i. unlessthe signer indicatesMissor Mn.
titlc is assurned i thel
n If thc writer'sletterheaddoesnot identify the nameof his or her company,the i For
| .onlprny name should bc typed in capital letters rwo lines below dre complimen-
example:
I ,rry closc.Iiour lines below dris is the qped signahrre.For
l, 5tncercl\'.
ELVIM ELECTRONICS
Her
loaallarl / ?'Bo,;a-
JonathanJ. O'Brian
\tce President
Iltcl<lsttrc
L,nc.
Ilncl.
I
ApprNotx Illii
Pnepnnrtre
Bustness 'l'hc
Docuurrurs nor;rtion ntav als<ltcll tlrc rcadcr solncthing about the cncloscd.Filr cxattrplc:
trvo clrccks
I'.nclosurcs:
y€, C)r:
Enclosures
l. conract
2' rnectingagenda
of itenls enclosetl:
may simply indicate the nurnber
Alternately, the notadon
3 enclosures
MAIL NOT/TION
indicatesdrat
the enclosurenoration. This enrry
[, mair not'tionmay appear after that is of interestto the recipicnt'
*;; ;;;;""t"
the letter was mailed in a special
For examPle:,
fhb
Enclosures
Certified
used mail notations:
Here are some other commonly
BY messenger
Bv Federal ExPress
Bi United Parcel Service '
fyfax . '
; copies and added to file coPies'
rr Mail'notadons are frequently left off original
COPYNOTATION ] t ,,..^-
whom a letter is addressed is not the only personrecelvrge
often, the personto individuals other thanthe addressec' a
.r. ;;;;"
copyof the letter.Wh;;;"pi., flushleftafterthe endo-
copynototimrry o.'riil*!a; end.This notationapPears
,...iu.'.opies, the n3mesares*&ed
sureandmailnotations.wher, ,*.ri;;.0]. tht' nttt: list to indi-
pfJ." cf,ectmarks
on top of_one.n",t.i. iufrny*rit"r, h-,t. pas, most
T:
coS.npaniet::,1"":i-
catewhich,copygoesto which.indiffi;. fu--o:t:t::sses makecarboncopiesany-
which starrdwforq;;b"" *py"'.Btttu" to&y's
to copy notationthat accuratelyreflects
more, many firms t r". ,*i,.lr.d
copying technology. . | ,-r^ :- -orraral'r'wq.
made in several w8|s'
The copy n6tation can be
* CoPY to
CoPiesto:
copy:
di- c:
his pct (standsfor "PhotocoPY")
lines and
various combinations of identification
The following examples show
notauonsr
enclosure, mail, and coPY
br
Enclozures
l. check I
APPeHotx
,le: 2. conuact BustHrss
PnepmtHo
DocuturHrs
By FederalExPress
565
c: John'McCoY
, l ' :!. r .!
btt
\\AA:nra
Iinc.
POS'TSCRIPT
Some letters end with postsoipts-afterthoughtsabout subjectsessentiallyunreleted
to the rnain topic of the lettersthemselves.Posecriptsshould not containcomments
directly relatedto the topic of the lener: Relegationof relevantmaterialto a post-
script may be perceivedas an indication of a poorly organizeddocument.
A single posscript beginswith the initials PS. If a secondpostscriptis neces-
sary use the initials PPS. All postscriptsshould end with the ryped initials of the
writer. For example:
P.S.The budgetmeetinghrs beenrescheduledto May l. MRB
P.P.S.
Call me nextweekto ulk aboutthe Andersondeal.MRB
Or:
EdithSakura,
April 14, 199X,page2
O r:
Apprruorx
I The continuationaageheadingshould appeartwo to six linesfrom $e top of
Pneplnrrue
Busrnrss the pirgeand at leastwo line spacesshould be allowedbeforeresumingthe body
0ocur'leHrs of the lctter.
566
.,t.,'
flddressing
Business
[nvelopes
First impressionsare fclrmednot rvhen vour recipient llegirrsreaclingvour lettcr, but
rvhen he or she receivesthe envelope containing it, Tb lnake thc best impression,
be sure that your envelopelooks professional.rvith every elernentcorrectly forrnat-
ted in its proper place.
'I'he
U.S. Postal Service reconunends the follorving sn'lc fr;r the varigus ele-
re m e n t s o f t h e e n v e l o p e .U n l e s so t h e n v i s ei n c l i c a t e da, l l l i n e s s h o u l d b e s i n g l e - s p a c e d .
h-
v Place the addressblock, rvritten in lll capital lerrers, in the approximate
?v
tst vertical and horizontal center of the envelope.
v The addressee's name appearson the first line. If there is space,include
a- the person'stitle on that line as well, using a comma ro separatethe name
:d and tide. Place long titles on the second addressline.
v The company name comes next, followed by the conrplere street address
or post office box nunrber.
V The last line of the addressblock showsthe ciry and the nvo-letterstate
:d abbreviation. Use a cornnlato separatethe city and state.Nlow rwo spaces
itS after the stateabbreviation,then add the ZIP code.fu a generalrule, the
rt- envelopeshouldbe adclressed in the samemannerasthe insideaddress on
the letter itself.
s- Follow the samepatrern for the rerurn address,which is placedin the
1e upper-left corner of the envelope.Unlike the addressblock, the rerurn
addressneednot appearin all capitals. Most companies imprint the busi-
nessnameon their envelopes, and writersneed only add their own names.
V Place deliverynorations-for example,SPECIAL DELIVERY or F/RST
Crlss-in all capirallettersseverallines below the posragearea.
Placeforwardingand rerurn-postage notarionsflush againstthe left nrar-
rd gin of the envelope,about rrvo or three lines belorvthe renlrn address.
rh These notationsshould be to the left of and abovethe addressblock.
:d v Place confiCentialor personal notarjons in the bottom-left corner of the
is envelope.
Ie
FigrrreI-2 shows how theseelemcnts are nrrangeclon the cnvelopc's[ace.The nrodel
sh<rwnis for a standardNo. l0 businessenvelope. Fign'e I-2 Elementson
anEnvelooe
l-/,*-f
-l ltttr' .r'l,,ttt:'
litttt lrtlt --
Cynthla Deal
Antlques and CollecUbtcs,Inc.
255 Flrst Straet
Los Angeles, CA 9005$5678
SPECIAL DELIVERY
\.o'
i lttt( ,1,,r,Ls f)rtnt t'(lut't,l
ADDRESSCORRECNONREOUESTED
ln.s
ns.
JSt
w. Societyof ManufacturingEngineers
Societyof ManufacturingEngineers
OneSMEDrive' Dearborn, Ml 48128
OneSMEOrive' Dearborn'
Ml 481281
(phone)'(313)
(313)555-1695 (fax)' 36t6*t''com (e'mail)
555-1696
' (313) (fax)'arne@xxx'com
555'1696 (e-mait)l
(phone)
(313)555-1695
For
lL To:
To: Date:
red
n '' l '' ' Subject:
From: (:, nii '^!i' - "
lb-
9nt From:
Date:
rde
rd- Subiect:
the
nr-
ord
out
rnd
lt.
)o- ,rnv
at-
lnt.
ers. Headings
FigureI-3 MemoGuide
;in.
are
bl-
lph
Proposols
nnd
fleports
Preporing
nronths to researchand rvrite can still nlake
A report or proposal that takes wccks or
by doctttttentis sloppy or inconsistent'A pro-
a bad impression if the appearanceof thc
, of. ,n.l .u,,ett use of margins' heacl-
fessional ,pp"rrrrr.. .o,r',., fronr the consistcnt
'ad-
ings, line spacing, and page nttttrbcrs'
;.
ers.
,f{,rlR(;INS
iltr, in thc bocly 9f a rel)ort should be I ipcl'r
Unless your report is bguntl' lll ttrrtrgins
or fl section. T'h"rt pllge reqtrircs a 2- ttl
nes rvide, except for the first pagc of ,r c6',rptcr
ials. 2l -inch top rnnrgin'
is l.st in thc 6i'ding 'rocess' As "'r
ifir If binding is usctl, :rllout i inch of prr'cr
loss'
ple: result, margins rnust be rrtljustctlfirr thc
'lt
v Top-bortnd: In top-botttrclttt:ttrttscripts' lclve r r l ] - i n c h t r t a r p g i n t h e t o p o f
or sectiott.r\fter binding, thc
aa.l', p.g. exceptthe first p''rgc of :r chrrptcr-lir
ensrrreth'.rta 2- or 2!-inch nrar-
p.ge tuilishow I inclr of toll tttrtrqittsllrrcc' I
ApPeruotx
2J to l-inch ttt:rrgin for the first
-
gin t"ntrins aftcr the bintlirtg, 'tllou' rr Bustltess
PRrpRRtruo
page of a clrapter or il scctlotl' DOCUtr,ttrufS
a I l - i n c h l c f t r n a r g i r rs o t h a t a
Y Left-Bormd:In lcft-lr<ltttttlttrrtntlscrll)ts'
569
l-inch margin rctnirinsafter bintling'
IIr.,{DINGS
Likc thosc itt lcttcrs nncl rnernos, thc hcarlingsin rcprlrts ancl pnlposrls rnust lrc
lllanncclin advanccand rtrust be irnplcnrentcclconsistently.I{eadings shoul<lalso usc
p:rrallclstrurcftre.You can use any clcirr and rersonablc hcading systcnl,lrut rcrncrn-
For
'l'he
bcr that yclu havc onc g<lal in rnind: to nukc infrlnnation casy to fincl. /
on rh
rlatcli
I.INE SI",ICII\,IG letter:
I)cpcnding ul)orl citltcr yorlr pcrsonal prcfcrenceor the choscn srvle of X)ur orga- perso
nization, your report or prol)osal can bc single- or double-spacccl.
Sirrglc-spacingis
Illore cotlttllon. In double-spaceddocunrenls,I)aragraphsarc indcnted fivc spaces;in FUL]
singlc-spaccdclocurncnts,paragraphs usually begin flush lcft and arc scparatedfrorrr Every
onc anothcr by single line spaces. left n
Prollcr spacing around primary', secondary and paragraph headings nrakes graph
thcm ttrore lloticeallle-and more effective.Here are some gcncral guidelines fcrr
spacingarouncl hcadings: NIOL
Unlili
Y Ti'iple-spacebefore and after llrirnaryheadings.
'lriple-space choot
Y before secondaryhcadings;double-spaceaftcr secondary five t
headings.
Do not add any extra line spacingbeforeor after paragraphheadings. Iine,
usual
\A/hereas quotations of fewer than four lines generally are incorporated into
-fhey Thesr
the tcxt, quotations longer than four lines rre typically set apart frorn the rexr.
bewt
appear below the regular text and are indented five to ten spacesfrorn both thc left
all th
and right margins. When the text is doubfe-spaced,the excerpt is generallv single-
grapt
spaced. In addition, at least one blank space is added above and one blank space
with
bclow the excerpt to separate it further from the regular text.
*f. SIM)
PAGE NUMBERS Lette
two f
Obviously,page numbers are crucial in long reports and proposals.Placement
dependson whetheryour documentis left-boundor top-bound.
SIMPLIFIED
Lettersusinga simplifiedformat look somewhatdifferentthan lettersusingthe other
two formats.There are three main differences:
Iocumenlin0
$ources
Apprruorx
I
VVh.r, your report or proposal relies on secondary sources for information, you PReplnrrvc
Busrrurss
must acknowledgethese sources.You can rnake your acknowledgment either by Docuurrurs
571
BlllowsReolEslolo
Comm0rclolReolEsloleDoportmsnl
'123 BlngAvenue
lrvlne,CA92733
( 7 1 4 ) 5 5 5 - 7 1 1 3( P h o n o )
( 7 1 4 ) s 5 s - 7 1 1 4( l o x )
Jeofilippe@blllows.com (e'moU)
thc insidc ndth'cssto four' senae to cholal thc rogt quallfied Porton for thc Job' I)
lincs lty climiutting o Callneonceyougetrettled.lJe'llhavclunchanddigcusg
for both our
fl
sel)ariltcline Jin' tlte leveral deala that look llke opportunltlcr n,
conpanice.
ndtlrcssec'stitle il.
C or d l a l 1 Y Ir
6//rff" lt,
fen/4etlp
Jeanette FtllPPc
lrecutlvc Presl'dent
ln
't
('l,
tl
F
Lr
FigureI-4 SamPle Fc
Letter: Format
Full-Block In
inserting parentheticalreferenceswithin your text or by footnoting.or endnoting
includ-
you, ..F.i"nce material. Footnoresand endnotescan also add meaningby M
should appear at the end of your
ing adclitionalcommentary.Complete sourcelists p2
document. pt
I'A R I',1,{TI I ET I CA L RDFTRENCT'S
at which
ParentheticalrcferencesspeciStfor readersthe points in a document
summarized' They also give re'rders
rnatcrial has becn quot.d, prraphrased,or N
fully cited listed
sources at the cncl of your
cnoush inforrnation'tofincl'rp..ifi., th
i
tlocurncnt ap
wrinen in
Both parentheticalrcferencesand concludingsourcelists are usually
I
Apprruotx sgles: the ML4 developed
style, by the Modern I'anguage re
one of rwo {ocumentation
Bustruess
PnrpeRtruc Asocia-
Docul.ttrrurs fusociation; and the APA stylc,developedby the American |tfthgtoqcal Fc
wbrks cited; in Al'A
tit-rrr.In MLA style the end-of-docum;nt source list is called
572 sn'le it is calledRcfcrenccs.
'
I'1.,rI t t r, tuttrpl i tttctt lrtr'.1'
{lo.st',tt tt,l si uttrtI ttt'c ltlocA'
rrrc phrul tu tltc rialtt o.l'
tltc cctttt'r'of'rlrt pttttc
'
r,,,, ri rrrt iotr rrnl
l'll a i 11
t'tt t'lostt t'c t t ot rtt io tt rtt'c
t lttys t.y,
ltul .l/ usb ltJi
FigureI-5 Sample
Letter:
Modified-Block
FormatwithoutParagraph
lndentation
Notice that the author's name and the page nunlber are enclosedin parenthesesand
that the reference includes no internal puncfuation. Note also that the reference
appears before the puncruadon that ends the sentence.
When the author's name is used in the documented sentence, you need not
repeat it in the parenthetical reference, which will include only the page number. Apperuorx
I
For example: PnrpnRruo
Bustruess
Docurr,teHrs
According to Deborah Tannen, men and women often mffer from a form of cross-
cultural communication (14). 573
Lark and Loltlsh CorPoratlon
56 Denvllle Road
Nashua. Nll ()3()6()
(603) 555-7 I l5 Plrone
(603) 555'71lO fax
mwllcl@llc.com e-mnll
Aptl I 1, 199X
between paragraphs.
la thers another Amerlcan Cancer SocletTfunctlon at wttlch I can rpeak? I
have encloged open dates In my achedule onr lhe nsxt three months.
Call me after you have looked at the achcdule. I look fonvard to the
opportunlty to epeak belora an organlzauon arworthwhlle a8 your own.
Slncaly,
l1a,n/toWi//p,
MartraWllder
Chld ExecutlveOfflcer ,l
lr .f/
Enclosurs ((
l(
FigureI-6 SamPle
Letter:Modified-Block
Format withParagraph
lndentation
Referencesto works written by ruo mthors cite both names (oined by and) and
the pagenumber. When the source has too or threeauthors,all the namesare cited
in the ieference.\4rhen a work hasmoretfun tlme oathors,use the first author'sname
plus the Latin abbreviation et al, For examPle: v.
F
Culruraldifferencesin the workplacemustnot be takenfor granted;theymustbe
rnanaged (FlarrisandMoran 3).
Adjustment lenersshouldavoidemphasizing in the
the negativesiruationdescribed
originalcomplaintletter,but shouldfoarson the actionsbeingtakento correctthe
situation(Brusarvet al. 23). sl
al
If you must cite nDQ0r riore worksby the sarneoutbn4youl parentheticalrefer- rl
I
Apprruotx encesmust differenriateberweenthe worla. Do this by providing the author'slast
Bustruess
PnepnRrrue name,a shortenedtitle of the worlq and pagenumbers.For example:
Docuurrurs
I ll) I
ffannen, Understand
(fannen,Contersational StYle89) u
574
''rj
. I ll tlrrtrL'ul.t tt ltlttrrt' f/ trtlt
, t q ( t i t t i l t l , c l t ' l t t t t t t t ' . \t t
',i
FigureI-7 SamPle
Format
Simplified
Letter:
end .Notice, by the way, that a comma separetesthe author's name and the tide and
ited that the title is either italicized or underlined.
n$e If the author of the work is a corporation or other organization, and if no indi-
vidual author is cited, use the organization's name in your parenthetical reference.
For example:
(Xerox Corp. 57)
lill s
'I'herc
are tirnes, of course, when nrore than one sourcc rvill contribute to an 1l C
iclerrcirccl in vour clocurnent.In this casc both sources(separatedby a semicolon) :,, /
shoulcl bc incluclcclin your parentheticalreference:
I
(-Fannen167;Ilaron 6'l) I
\,Vhcn your source cites another source, the names of both authors should be
ntentioned in your parenthetical reference.For example:
( G i l l i g a nq t d . i n T h n n e nl l 3 )
In this citation, the abbreviation qtd. tells the reader that Deborah Tlnnen's book
includes a quote by Carol Gilligan rnd that the source list at the back of the docu-
ment includes an entry under Thnnen's name.
Always place parenthetical reftrences immediately after quoted material, even
if the quote ends in the middle of a sentence.For example:
If the quote ends the sentence, place the parenthetical reference immediately after
the quoted material, but before the closing period. For instance:
This format gives the reader enough information to locate the source of the quote
in your Worla Cited list.
APA Sryr-r, In APA style parentheticalreferencesalso point the reader to the full
citation at the end of your documenLThe purpose,then, is the sameasthat of MLA
sryle; it is format that differs.
t
First, APA referencesdistinguishbeween quotedmaterialon the one hand and t,
paraphrasedor summarized material on the other. When citing quotedmaterial, lr
include the author'sname, the year of the work's publication,od page nurnber(s),
rvhich should be inuoduced with p, for one page andpp, for wo or more pages.For
example:
(Thnnen,
1990,p. 101)
576 (lannen,1990a,
P.39) lt
tl
. 1 ., ' h
r'-
I
t/sr.s
.5()L/R(;n
references are coorcrinated with a rist of sourcesthat
Both parentheticar a'd er.rdnote
att. tources for footnotes are found at the bot-
appearsat the end of your.docut'.,.ni, the source list as WorksCited;
sryle refers to
tom of pages.e, *" not.d earlier,MLA your list Notes'
in ApA sryle, i, ;;ii;- nrsy*1ii \Arhenyou 'all use endnotes'label
rhesourcesactually cited in your doc-
In eachcaseyour list should contain quoution' paraphrase'
do not cite it in a
ument. If you .onJult a sourcebut "ru'lly
it in your so11c1-]ist'
or summery you need not include arrengedalphabeti-
your sourcelist shouldbegin on a new page,with enuies
\lhen ,n *,In, is not named on a work' alpha-
cally.according,o ,.*t,o.r, namis.
the title (Tle' A' andAn erenot con-
ffi#;; ."6' ;t ,i* n*, tignificantword of
sideredsignificantwords)'
Wewillnlrnnexttothell:rsiccitatiorrsrylestrscdtocreatelistsofWorksCited,
Raferenccs, anclMrr's'
\A/<lnxs(]l'l.t,t; I,ls.t.
MLA Docultl,N.IXl.l()NS.t.t.t,t,:
rrutrr.r,titrc, rr'tl 1;trrllication infonrati.n ('lrrce
Books citati<lnstor rr''ks i'cr'trc l )\' ' r
rrn tltl a tc,,f 1r,,l ,l i .,,ti ' rr)'l l ' ' l cl rcl crl tcnri s scl )l l rrte(l
, . I llu l l l i c a ti o nPu
, l l l i s h e r, a.e c:r'italiz'ctl' \4/lrerr t'c s'ttrcc
All rrl'.ri.rtr,,r,l, ,f'tlrc titlc ApprltotxI
llcri,cl rlrltlr*,. sl)..lccs. ti r., l ' l srrshl cft a' tl l l l fi tl l ' * ' i rrgl i rrcs
ri r.,.l l l )r)c1rt' Bustrurss
l
r c t lt r i rc s .ro rc ,,.,' r,.,,,,.,.i rrc trrc
, Pnrpnntnc
I"or t:x''tlttplc: rutS
DOCUt,lf
rrrcintlcntctllive sl)1lccs'
Ilarris,lrhilipl{.,rrrrtlliobcrt'1.}l'rr':rrt"\ltttttt,qitt'q("rthtrmlDi'l'lhuxts'llottst{)tr: 577
C l u l f P , , 1 , 1 1 5 h i ; 1l (s),( )l '
( l i t : r t i ' r r s , l ' r t r t i c l c s f i ' , t t t t t r l r g r r z i l r ej s' u, r n a l s ,
"lt'trrlr't a n t l n c * , s 1 ) l l p c rl rsl s . c , ' t a i l r
t l t r c c t t t ; t i o rl ) i t r t s :; t t t l l l o r , ; r r t i c l ct i t i e . , r r r t l p r r l r l i c l t i o n
i n l i r r r r r r r t i ' n .I ) r r l r l i c a t i ' '
i l r l i r r t r r r t t i ' ti lrt t ' l r r t l ct sl r c t i t l c t l ' t l r c
l l c r i , r r l i c r rrl,,o l r r r n nc r r r r r l r crr.,c r r ,r f ' l l r r l r l i c a t i ' n ,
r r r r t lr r p l l l i c : r l r llel r r g cr r u r r r I r c r sI i. o r c . v r r n l l l c :
Appenorx AI,A sryle the last nillne of each autlor always appears
I first. The date of
PRrpRnrrue
Busrrurss ptrblication appears-ne.\tin parcnthes.es,followed by the
tiile, which is italicized (or
Docurumrs underlincd)'-Only the Iirst wonl of thc-title is capitalized,
as is any *o.d following
I colon' If the reder.is likely to be unfamiliar with the
ciry of puLlication (as rvith
578 Gatrlen City, Nrw York),the U.S. Postal Service state abbr.uir.ion
can be added.
Articles APA articlc citatior"rs
also includc frrur rnajor parts:author, datc, articlc titlc.
and pulllication infornration. Publication infornration inclurlesthc publication titlc,
rtarn volume nurnllcr, anrl applicablepagcs. lior exarnple:
tion ' il
:ion,
r# Cox,'ll, and Nkoltto, S. M. (1990).Lrvisilllclncn rrrrrl\r'onren:
A statusrcport oll
racc :ls a variablcin <lrganizatiort
bchitviorrcscarr:h.
.'fonmnlof Orvnnizntionnl
lJchm'iot',
I I, 1990.2.lf.l-2.s6.
to Notc that quotrttic.rn nrarks rl<l zol cnclosc thc titlc of thc article :rnd th'.rtthc
inclusivc llage nutttbcrsare given in full. Pagc referencingcontrastsrvith MLA sn,lc:
frot MLA uses tlte full sccond nunrber through 99 (for cxarnplc,26-37) but then onli'
bli- t h c l a s t t w o d i g i t s ( 1 8 7 - 9 3 ) u n l e s sc o n l ' u s i o nc o u l d r c s u l t ( l 9 l - 2 0 3 ) .
In sonre journals page nurnbers run continuously throughout an annual vol-
late urne: That is, if the first issueof a volume ends on page 125, the second issuestarts
'lir
on page 126. In rnost iournals, however, llagination is separatefor each isstrc.
cite articles from journals in the latter group, include both the uolumenuniltu and
ry the isnrc nuntber.
In APA sryle the volume numtrer is italicized (or underlined) and the issue
t4 number follows immediately after within parentheses.For example:
For further information about citations using APA sryle, contact the APA at its
home page: http.//www.apa.org or consult American Psychological fusociaaon, Pub-
lication Manual of the American PrychologicalAssociation, 4rh ed. flVashington, D.C.:
APA,'1994).
li,
Foo.rworES AND Exnruores When you use a note fornrat, your source can
appear either at the bottom of the page with the footnote or listed on separatepagcs
at the end of the clocurnent. \A&en you usc cndnotes, ccntcr tlre s'ord Notc.r (no
underlining or quotation marks) at the top of a separatepage.Thcn skip four lincs
before starting the 6rst notc. Inclent the 6rst line of each note fivc charactcrsl)accs;
a l l o t h c r l i n c s s t a r t a t t h c l e f t r n a r g i n . I i a c h n o t c n u n r b e r i s r a i s c ds l i s h t l ) ' a b o v ct l r c
cntry and is rvrincn rvithout a lleriorl.
'l'hc
M L A s r y l c i s t r c q u c n t l y t r s c < lt o f r r n r r : r tl i x r t n o t c sa n < lc n r l n o t c s . , \ 1 1 , , \
Apptrvorx
I
s t y l c i s s l i g h t l r 'd, i f f c r c n t f r < l r 1t h a t u s e t l i p t h e \ A t r r k s( l i t c t l l i s t t 6 l t i s u s u a l l t ' c t 1 , r -
Pnepnnrrvc
Busrr,rrss
,i tlin:rtctlrvitlt llrrrcnthcticalrcf'crcttccs.Iior cx:utrplc.tlrcrc is no rcvcrsalin tlrc orticr Docuvrrui
s
r < l f a u t h o r s ' n A n l c s ,a r t r l t h c p u l l l i c r r i o n i r r f r r r t r t a t i o (r lrl l e c c o f p u b l i c r r t i o np, u l r l i s h c r .
g a n r l r l a t c ) i s c n c l < l s c <i n1 p a r c n t h e s c s . 579
)
f
I
I BII.
I
I d,
i
ten
firrrrrs for cot.rn.n tr'1lcs'I
rrc s()lrle rirst-rctcrcnce
'otc in
r;irst Rc.rit.r:ttttsI Icrc
tio
S()tlrCcS.r\sy<lttrvilIscc,su|tsetlttetttrcteretrccsllscllshtlrtenedfornr'
l9tt6) I i{' no
rl)ctrtris ll:trotr, (irtnutdr rtnrl ( \ c s t l r l v c n : - Y a l cU n i v e r s i n ' P r e s s '
-(ictriar culttn'nlDifl'erints' 'lrtl etl'
ir,,r,.r, Il ril,;";r, I lu,,usi,,,(t
rPhilirrR. rr,..r,.ir'.L,i na
Rcwrotc
tii:ntl,ll'ii.l",rll;';fii,fii),i,tfir,,n,',,r Accrc'lrrtr-
inI;a*etr
l{cp.rt-s th,
'l'ima
,i,,n lli,l,"'Ncrl )irrl ll M';rrch1992:.\l "' US
';ffictive Conr'un'
Lff'ectiveConrlltuntcator:
oK..r1'J. fr.,i".il"rg.i "Crn a'''tyt"tt IJcc'tnca i\lorc rh
n'
SnIes lt hL''iii ng-'rto"'-g*'n'r.AugustJ,o^?l
;,1k so
JrHllitt,if fi '}:L:Til'Lt'fi
"i;iil*::a-:j::lyl?1",i#,iusincss
Co**ttnicttion55'4(1992)10-12'
of tbeAssuiorirr'i{r"ilrt;'rri
Writing,,,Bultetiri
Y i b i d . ( L a t i n m e a n i n g . . i n - t h e s a m e p l a c e 'preceding
' ) . T h i s a bit;bwhen
r e ' r i apage
t i o nnum-
isusedwhen
,n .n..iir';;;.J * *. tt" immediaiely number
entry i, tht same[ut the page
bers foilow the abbrevir,ion,the
is different'
v o p . c i t . ( L a t i n m e a n i n g . . i n t h e w o r k c i,"[.,.n.e
t e d ' ' ) T hfrom
i s a bits
b roriginal
e v i a t i ocita-
nisused
when one or more referencesseparate.,
ti o n ;to c o o rd i n a tc rr,.r.r.* cew i ththeori gi nal ci tati on' i ncl udethel ast
namesoftheaudrorsaswellaspagenumbers. is usedin
the flace cited") This abbreviation
v loc. cit. (I-atin merning "in I
tJ
thesamewayasoP.clt.'.*."p.thatitreferstoexacdythesamepagenum-
ber as the Previomcitation' T
actualsources:
how theseabbreviationsapply to t
The follorving examplcsshow
ri
rD e n n i s B a ro n ,G rn mmmandGenderQ* i ervLl aven:Y al euni versi tyP ress' 1986)l 14 ' ci
'Ibid',47. Srded'
rphilip R. I-IarrisandRobert-I'.l,{oran,Nlonnging culnral Diftrences, tl
(Houston: Culf Publishing'1991)256' (?
^4LAstylecloesnotrrseLatinexpressions.toind i c a t e s uwhen e n t r e f e r or
b s e q ufootnotes ences'
referencesto original sources'
Rrrther,lvtlA rclies on shortened references neecl include
*uru ;;;; ^",hur, ,utrr.,1uent
encln.tes ir.rcludeo'ly one
nanre a'tl thc page rcftrcncc:
i".'ii irt. .uti''"'l' lttst
to'N"ill, 199'
by the s:rrttc
-lo cite rttore thln one rvork
'eachlllust
ar'oitl ctlltfirsion rryhen)'otl. narrc p''ruc
ftrrn*f title, ..rrclngrvith the author! "r'rl
i*rthor, use a slrorte.crr
ttttntbcrs:
')SnrYthc, 234'
Conmunicntion
I
ApPtruotx Culwe 49-54'
'iliti"fi., Corporotc
Bustltrss
TEPARING is to grride
Docuturrurs
A t l x r r l a l r c p o r t r n a y a l s o - i n c l t r c l e a bbitrliographies
i b l i o g r , a p l r ynext'
whosepurpose
We rvill examine
580 renclersto adtlitior;;i:";;;"t
BIBLIOGMPHIES
L bibliograpby is n alphabetizedlist of the sourcesused to prepare a body of rvrit-
ten material.A bibliographydiffers frorn lists of works cited, ,.f...n..r, and notes
in that it may include worla not specificallyreferred to in rhe document. In addi-
tion, the bibliographyusesinclusivepagenumbersfor entire articlesin periodicals,
not iust the pagesspecificallyreferredto as sourcesof citcd infornrarion.
Eachentryin thc bibliography bcginsat the lefr margin,with the author'slast
appearingfirst. L,ntriesrvith no authorare listeclalphabetically bv title (use
1t-9
the first significantword). Nl subsequent lines are indent.d 6u. ,pr..r. Entriesare
usually-single-spaced,with a doubleline spacebetu,ecnentries.fu you can seefropr
the following examples,the tlate in a billliographyappcarslater than it does in a
sourcelist:
Adler,litnqJ "CulruralSlnergy:Managingthe Irnpact_of CulruralDiversiry."In
The1986-A!!yl:p*rlopiris Humai R-rrourrrr. SanDiego:universityfusoci_
ates,1986,229-jB.
Copeland,-l*nnie. "ValuingDiversity:Makingthe Most of CulruralDifferences at
peionnel,42
the Workplace,,' fuu"ef lfSy, iZ_AO.
Hymowitz,Carol."One Firm'sBid to KeepBlacks,Women:CorningBanlesto
overcome Ingrained Biases."
walt sieetJournal,l6Februaryiqg9, gr.
Intcrnatianal
Dimensionsof Organizationdl
BehaalbrBoston:Kent Publishing,19g6.
Johnston,William3., andArnoldE..Packer. Worlforce2000:Workand Workers
Twntyfm century.Indianaporis: for the
HudsonInstirute,June 19g7.
Leffler,Ann,DianeGillespie,andJoanC. Conary."The Effec6of StarusDifferenri-
ationon NonverbalBehavior,"Srial Psychilog Quanerty45:3 l5i-61.
Thnnen,Deborah.Tltat'sNotWat I Meant!HoatConaenational SryleMakes
- or Breaks
YourRdttionswitb othm. New york wlliam Morrow, lggi6.
Apprruorx
I
PRrpRRrrue
Busrruess
Docuuerurs