BU
BostonUniversity
University
SchoolSchool
of Management
Boston
Questrom
of Business
ES275: Management Communications
Style and Formatting Guide
3.0 On Formatting.
3.1 Written Documents: Follow these guidelines for emails and memos
All of your written documents should adhere to specific and clear guidelines in order to be fully
successful. Below you will find the formatting components that are most pertinent to any
written document:
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Header material: Every written document should have an appropriate header, which
should include your reader’s contact information, your contact information, the date,
and your subject line (for specific formatting concerns, see section 3.3).
Subject line: Your subject line should be clear and concise, synthesizing the meaning of
the entire document (see section 1.3).
Salutation/Valediction: For emails only, you should include a salutation (i.e.: To Whom
It May Concern) and a valediction (i.e.: Sincerely,). For memos, salutations/valedictions
are not included.
Introduction/Conclusion: Every document you write should include a clear, concise
introduction and a clear, concise conclusion.
Headlines: Your headlines should be bolded, be clear and concise, and synthesize the
meaning of the paragraph/section above which they sit (see section 1.3).
Citations: Any document you write in this course should include citations for outside
sources that you use to complete the assignment (see section 4.0).
In addition, please meet the following deliverable requirements when crafting written
documents, such as emails and memos:
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Font: Choose a professional font (e.g.: Calibri, Gill Sans Light, Georgia, or even Times
New Roman) 1
Font size: Main text – 12-point; Citations – 10-point
Paragraph spacing: Single spaced within paragraphs & double spaced between
Paragraph indentation: None
Document Margins: 1”
Document file format: .doc or .docx
1. Marguerite Ward, “The Best Fonts to Use on a Resume, According to Typographers and Designers,”
CNBC, August 9, 2017, https://www.cnbc.com/2017/08/08/the-best-fonts-to-use-on-a-resume-according-todesigners.html.
3.2 Presentation Documents: Look to the following guidelines before you upload
All of your Slide Decks should adhere to similar guidelines to the Written Documents noted in
section 3.1. Follow these guidelines to ensure that you have met the standards for the deck you
are about to submit:
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Executive Summary Slide: Every deck that you submit this semester should have an
Executive Summary Slide ordered first. This slide should be simply formatted, and
include a Main Idea Headline, and bullet points that include each of the headlines for
the forthcoming slides.
Main Message Headline: Your Main Message Headline should be clear and concise, and
synthesize the full meaning of the deck (see section 1.3).
Headlines: Your headlines should be clear and concise, and synthesize the meaning of
the individual slide on which it sits (see section 1.3)
Compelling Visuals: Remember that PowerPoint is a visual medium. It isn’t enough to
provide only simple text for the full deck without also providing graphic content that
advances your argument. Choose to use visuals (e.g.: graphs, tables, images) that add
to and enhance the argument you wish to make.
Visual Structure: Every slide in your deck should adhere to a clear grid structure (e.g.: 3column, 4-column, 5-column, or Fibonacci). This grid structure will allow your audience
to better understand and digest the content you provide.
In addition, please meet the following deliverable requirements when crafting Slide Decks:
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Font: Choose a professional font (e.g.: Calibri, Gill Sans Light, Georgia, or even
Times New Roman) 2
Font size: Headlines – 20 point; Text – 16 to 18 point (see assignment prompt);
Citations – 8 to 10 point
Slide size: Standard 4:3 format (set at 10 inches by 7.5 inches)
Document file format: .ppt or .pptx
3.3 Document Formatting Templates: Set up your submissions based on these templates
Below you will find formatting templates for each of the document types that you will
encounter during the ES 275 course: emails, memos, and slide decks. Each image will provide
you with an indication of how your documents should appear prior to submission.
2. Ward, “The best fonts to use on a resume.”
Email formatting guide:
To: contact@information.here [Jane Doe]
From: contact@information.here [Your name]
Date: October 35th, 2100
Subject: Your subject line should be specific to the purpose of your memo
Dear Ms. Doe,
Subject lines should be
less than one line of text
Provide an appropriate salutation
The introduction to any professional document, including a memo, should be clear and concise. You need
to provide enough context for your reader to fully understand your key message. The last sentence of this
paragraph should communicate your key message, and provide a road map for how to move forward.
Headlines should be less than a single line of text
Remember to keep your paragraphs concise and to the point. If you go on at length your reader will not be
able to access the information that you intend to provide. Limit your paragraphs to less than 8 lines of
text, and your sentences to 25 words or less. If you choose to use bullet points make sure there is a lead in
phrase and:
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Keep your bullets brief; less than two lines of text is appropriate
Remember that bullets are there to punctuate and accentuate, so the information you provide
needs to be vital to your reader's understanding1
Help your reader understand by communicating the narrative through your headlines
Remember to keep your paragraphs concise and to the point. If you go on at length your reader will not be
able to access the information that you intend to provide. Limit your paragraphs to less than 8 lines of
text, and your sentences to 25 words or less.2
Your reader should understand each paragraph only by reading the headlines
Remember to keep your paragraphs concise and to the point. If you go on at length your reader will not be
able to access the information that you intend to provide. Limit your paragraphs to less than 8 lines of
text, and your sentences to 25 words or less.
The concluding paragraph for professional documents should be clear and concise. No more than three
sentences are needed in a concluding thought. You should indicate to your reader that you are open to
communicating with them again.
All the best,
Your name
--------------------Your name
Position
Company
Address
Phone #
Provide an appropriate valediction
Provide an appropriate signature
All text should be:
- Left-aligned
- Single spaced within paragraphs
- Double spaced between paragraphs
Headlines should be:
- Bolded
- Placed directly over their paragraphs, without any space
Citations in an email should be included using CMS footnotes.
1. Author Name, “Use CMS Citations,” Website, Date, url.shouldgo.here.
2. Author last name, “Use CMS Citations.”
Memo formatting guide:
Memo
To:
Jane Doe
Jane Doe’s title
From: Your Name
Your Title
Your contact information
This really should read
“Memo” at 20 – 26 pt font
Include your
audience’s title
Include your title &
contact information
Date: October 35th, 2100
Re:
Your subject line should be specific to the purpose of your memo
Subject lines should be
less than one line of text
The introduction to any professional document, including a memo, should be clear and concise. You need
to provide enough context for your reader to fully understand your key message. The last sentence of this
paragraph should communicate your key message, and provide a road map for how to move forward.
Headlines should be less than a single line of text
Remember to keep your paragraphs concise and to the point. If you go on at length your reader will not be
able to access the information that you intend to provide. Limit your paragraphs to less than 8 lines of
text, and your sentences to 25 words or less. If you choose to use bullet points make sure there is a lead in
phrase and:
•
•
Keep your bullets brief; less than two lines of text is appropriate
Remember that bullets are there to punctuate and accentuate, so the information you provide
needs to be vital to your reader's understanding1
Help your reader understand by communicating the narrative through your headlines
Remember to keep your paragraphs concise and to the point. If you go on at length your reader will not be
able to access the information that you intend to provide. Limit your paragraphs to less than 8 lines of
text, and your sentences to 25 words or less.2
Your reader should understand each paragraph only by reading the headlines
Remember to keep your paragraphs concise and to the point. If you go on at length your reader will not be
able to access the information that you intend to provide. Limit your paragraphs to less than 8 lines of
text, and your sentences to 25 words or less.
The concluding paragraph for professional documents should be clear and concise. No more than three
sentences are needed in a concluding thought. You should indicate to your reader that you are open to
communicating with them again.
All text should be:
- Left-aligned
- Single spaced within paragraphs
- Double spaced between paragraphs
Headlines should be:
- Bolded
- Placed directly over their paragraphs, without any space
Citations in a memo should be included using CMS footnotes.
1. Author Name, “Use CMS Citations,” Website, Date, url.shouldgo.here.
2. Author last name, “Use CMS Citations.”
Deductive slide deck template:
ES275
For Your Deductive PowerPoint Presentation
Resolution headline
Complication headline
Situation headline
Executive summary headline (not just a title)
§ Situation, expressed as a headline
§ Complication, expressed as a headline
§ Resolution, expressed as a headline
Inductive slide deck template:
ES275
For Your Inductive PowerPoint Presentation
Closing (Next Steps)
Bucket 3 headline (and so on, to…)
Bucket 2 headline
Bucket 1 headline
Executive summary headline (not just a title)
§ Bucket 1, expressed as a headline
§ Bucket 2, expressed as a headline
§ Bucket 3, expressed as a headline
§ Bucket 4 (if needed)
§ Bucket 5 (if needed)