Creating Documents Document Types and Their Uses Use memos to address people within the Library or the University about a specific topic. At the top of the page, type the recipient s name and title, the writer s name and title, the date, and the subject. Type the body of a memo as you would a letter, but instead of signing it, initial your name. If you want others to receive copies, list their names and titles after cc at the bottom of the page. Use letters to communicate with people in other organizations.
Letters can range widely in their degree of formality and complexity.
Use reports when you wish to communicate in a formal way with a broad audience, such as the whole Library staff, Library users, the University at large, or a web-page audience. All documents, whether memos or reports , should clearly indicate at the beginning who the document is addressed to, who it is from, the subject, and the date. If a document is from a committee, name each committee member in or near the from statement. Letters should show the name and title of the person writing the letter. Form letters should include the sender s name and a contact point, not just a department name or function name.