OFFICE SERVICES DEPARTMENT

GUIDE
TO STANDARD LAYOUT
FOR COMPANY CORRESPONDENCE

JUNE 2003
 GUIDE CONTENTS

The following sample documentation is contained in this guide for your

reference and use:

• Introduction to Guide

• Screen Shot of Page Setup for Internal Letters

• Sample of Standard Layout for Internal Letter

• Screen Shot of Page Setup for Letters to Outside Companies

• Sample of Standard Layout for Letters to Outside Companies

• Important Information on Letters to Outside Companies

• Screen Shot of Page Setup for Company Memorandum

• Sample of Standard Layout for Company Memorandum

• General Information on Company Correspondence

• Correspondence Addressed to Saudi Arabian Government Agencies,

The Saudi Aramco Board of Directors and The Saudi Aramco Executive
Committee

• A Guide to Writing Your Letters

• Signature Authorities
 OFFICE SERVICES DEPARTMENT

INTRODUCTION TO GUIDE

STANDARD LAYOUT FOR COMPANY CORRESPONDENCE

The following pages are intended as a helpful guide for your reference
and use with respect to adopting a standard layout for Company
correspondence.

We recommend using formal style punctuation (full or partial) and the

following Fonts and Font Styles:

Font Style Font

Size
Century Gothic 11
Century Gothic 12
Verdana 11
Verdana 12
Arial 11
Arial 12

Screen shots of “page setup” layouts for internal letters, letters to outside
companies and memorandum, have also been included in this guide.

For more information on Corporate Identity pertaining to corporate logo

guidelines and Company publications, please see the Corporate Identity
website http://prd.aramco.com.sa/corpidentity.htm on the Home Page
under “Handy Links”.
Screen Shot of Page Setup for Internal Letters
 DEPARTMENT NAME
Full address
Telephone and Fax numbers
Date

RESTRICTED (if required)

Letterbook Reference

STANDARD LAYOUT FOR

COMPANY CORRESPONDENCE – INTERNAL LETTERS

Name, Job Title

Room Number
Address

The standard layout for internal letters is as follows:

• For internal letters, department name (in bold type), address,

telephone number, fax and date are centered under each other at
the top of the page – as this sample letter indicates.

• If the correspondence is classified as restricted, this should be typed on

the left-hand margin, capitalized and underlined, typed two lines
below the heading. Bold type is optional.

• If a letterbook reference is included, this is typed two lines below the

classification or two lines below the heading respectively.

• The subject heading is typed two lines below the letterbook reference
on the right of the page. If the subject heading uses two lines, the
shorter line of the two should be centered above the longer line. The
longer line should not extend beyond the right-hand margin. All
subject headings are in capitals and underlined, bold type is optional.

• The addressee’s name, job title, room number and address should be
typed two lines below the subject heading on the left-hand margin.

• The opening salutation is usually omitted for internal letters.

• The body of the correspondence should begin two lines below the
address in block form with no indented paragraphs.

• Sub- and sub-sub-paragraphs should be indented at regularly spaced

tab intervals. If you wish to list items in descending order of
importance, numbers or letters should be used. If you wish to create a
 list in which items are equally important, use bullets or dashes instead.
If the list is short (fewer than six items) and you do not wish to
emphasize the items, use a number/letter list within a paragraph.

• Company standard is to justify text. One font type is preferable with a

maximum of two font sizes used throughout the letter.

• The second and subsequent pages of a letter should have the page
number centered at the bottom of the page. Use headers and footers
on other documents with the page number blocked to the right-hand
side of the page within the footer area.

• The signatory’s name is usually typed in capital letters two spaces

below the last sentence of the letter on the right side of the page.
Depending upon its length, the signatory’s title may be typed on the
same line as his/her name; otherwise the job title is blocked under the
name. Job title is typed in lower case with initial capital letters. The
signature line is blocked underneath the signatory’s name and title,
two or three lines beneath, this sometimes varies depending on font
size. It should be long enough for the signature and should not extend
beyond the right-hand margin.

• Type the originator’s initials on the left-hand side two lines below the
signature line. Use capitals followed by a colon. If the letter is not
typed by the originator, the typist’s initials are inserted after the colon
and in lower case, this is however optional.

• If there are attachments or enclosures, type “Attachments” or

“Enclosures” on the left-hand margin two lines below the originator’s
initials.

• If copies are being sent to other individuals, type “cc:” in lower case on
the left-hand margin. Titles should be listed in descending order of
seniority.

Signatory’s name and job title

ARB:pk

Attachment(s) and/or Enclosure(s), (if any)

cc: Administrator, Admin. Services

Supervisor, Training Coordination Group

-2-
Screen Shot Of Page Setup For Letters To Outside Companies
Date

CLASSIFICATION (if required)

Letterbook Reference

STANDARD LAYOUT FOR

LETTERS TO OUTSIDE COMPANIES

Mr. Said A. Al-Dossary, Vice President

UAE Trading Company,
Dubai, United Arab Emirates

Dear Mr. Al-Dossary,

Re: Bullet Points on Layout

The standard layout for Company correspondence - letters to outside

companies is as follows:

• Letters to companies or individuals not specifically designated as owner,

subsidiary or associated companies shall be considered outside
correspondence.

• Such letters are normally prepared for the signature of a department head
or higher authority.

• For letters to outside companies on Company letterhead that includes the

organization’s personalized heading (usually blocked to the left hand side
of the page above the logo), the date should be typed on the left-hand
margin approximately four spaces below the organization’s personalized
heading, parallel to the starburst logo on the right-hand side of the page –
as this sample letter indicates.

• If the correspondence is classified as restricted, this should be typed on the

left-hand margin, capitalized and underlined, typed two lines below the
date. Bold type is optional.

• If a letterbook reference is included, this is typed two lines below the

classification or two lines below the date respectively.
• The subject heading is typed two lines below the letterbook reference on
the right of the page. If the subject heading uses two lines, the shorter line
of the two should be centered above the longer line. The longer line should
not extend beyond the right-hand margin. All subject headings are in
capitals and underlined, bold type is optional.

• The addressee’s name, job title and address should be typed two lines
below the subject heading on the left-hand margin.

• The opening salutation beginning “Dear Mr…..,” should be typed two lines
below the addressee.

• Reference lines are optional, but are sometimes used for letters to outside
companies. Use them whenever you are responding to prior contacts.
Mentioning documents or information in the reference lines will eliminate
the need for you to include such references in the opening lines of the text
of the letter. Some letters include a subject heading as well as a reference
line as this sample letter indicates. Reference lines usually begin with Re:
followed by initial capital letters typed two lines below the salutation,
blocked to the left side of the page.

• The body of the correspondence should begin two lines below the
reference line, in block form with no indented paragraphs.

• Sub- and sub-sub-paragraphs should be indented at regularly spaced tab

intervals. If you wish to list items in descending order of importance,
numbers or letters should be used. If you wish to create a list in which items
are equally important, use bullets or dashes instead. If the list is short (fewer
than six items) and you do not wish to emphasize the items, use a
number/letter list within a paragraph.

• Company standard is to justify text. One font type is preferable with a

maximum of two font sizes used throughout the letter.

• The second and subsequent pages of a letter should have the page
number centered at the bottom of the page.

• Use a complimentary close respective of the opening salutation similar to

that used in this sample letter.

• The signatory’s name is usually typed in capital letters two spaces below the
last sentence of the letter on the right side of the page. If the signatory’s
title is included in the letterhead, this is repeated in the signatory block.

-2-
• Depending upon its length, the signatory’s title may be typed on the same
line as his/her name; otherwise the job title is blocked under the name. Job
title is typed in lower case with initial capital letters. The signature line is
blocked underneath the signatory’s name and title, two or three lines
beneath, this sometimes varies depending on font size. It should be long
enough for the signature and should not extend beyond the right-hand
margin.

• Type the originator’s initials on the left-hand side two lines below the
signature line. Use capitals followed by a colon. If the letter is not typed by
the originator, the typist’s initials are inserted after the colon and in lower
case, this is however optional.

• If there are attachments or enclosures, type “Attachments” or “Enclosures”

on the left-hand margin two lines below the originator’s initials.

• If copies are sent to other individuals of the outside company, this should be
indicated by “cc:” in the normal manner. If copies are sent to other Saudi
Aramco individuals, these copies are indicated by “bcc”. Titles should be
listed in descending order of seniority.

Yours sincerely,
(Name and title of the authorized signatory)

ARB:pk

Attachment(s) and/or Enclosure(s), (if any)

cc: Mr. Abdul E. Karim, Area Manager - Middle East Liaison

-3-
 IMPORTANT INFORMATION ON LETTERS TO OUTSIDE COMPANIES

• Letters directed to companies in Saudi Arabia or to Saudi Arab

Nationals must be translated into Arabic.

• The English copy may accompany the Arabic translation.

• Before sending an outgoing letter, please contact the

Correspondence Division of the Saudi Aramco Affairs Services
Department.

• For more information on Corporate Identity pertaining to Company

publications, etc., please see the Corporate Identity website
http://prd.aramco.com.sa/corpidentity.htm listed under the Handy
Links.
Screen Shot of Page Setup for Memorandum
Memorandum from (Sender’s full name or Initials)
Job Title and Department Name

Date
_______________________________________________________________________________

To: (Full Name or Initials)

Subject: Standard Memo Layout for Internal Correspondence

• Memos are essentially letters written to persons within a writer’s company or

organization. Hence they are often called “interoffice correspondence”.

• In this sample memo, we have used two font sizes, 10 and 12 in addition to
bold type for emphasis on Memorandum from and Job Title and Department
Name. The sender’s full name or initials can be used. The date is typed two
lines down, blocked to the right margin. A solid line from left to right margins
separates the heading section from the rest of the memo.

• “To:” is typed two lines down after the solid line, followed by two lines then
type “Subject:”.

• The body of the memo begins two lines down after Subject and should be
justified to the right margin.

• The second and subsequent pages of a memo should have the page
number centered at the bottom of the page. Headers and footers are
optional.

• If there are attachments or enclosures, type “Attachments” or “Enclosures”

on the left-hand margin two lines below the originator’s handwritten initials.

• If copies are being sent to other individuals, type “cc:” in lower case on the
left-hand margin, two lines down after Attachments. Titles should be listed in
descending order of seniority.

• The originator’s handwritten initials follow two lines below the last line of the
memo, slightly off center towards the right margin.

(WRITER’S HAND WRITTEN INITIALS)

 GENERAL INFORMATION ON COMPANY CORRESPONDENCE

• Company standard is to justify text. One font type is preferable with a

maximum of two font sizes used throughout the letter.

• When personal or departmental letterhead is used for

correspondence, the signature block should not repeat information
printed on the letterhead. For example, if the signatory’s details, i.e.,
name and job title are already printed on the letterhead, then this
information should not be repeated in the signature block, only a
signature line is necessary.

• Correspondence standards and formats of letters addressed to

organizations outside Saudi Aramco are the responsibility of the
initiating department head.

• Correspondence standards and formats of letters addressed to Saudi

Aramco Subsidiary Companies, Domestic and Joint Venture
companies, SCECO and Tapline are the responsibility of the initiating
department head.

• Letters addressed to companies in Saudi Arabia or to Saudi Arab

nationals must be translated into Arabic. The English copy may
accompany the Arabic translation to the addressee. Before sending
an outgoing letter, please consult with the Correspondence Division,
Saudi Aramco Affairs Services Department.
 CORRESPONDENCE ADDRESSED TO
SAUDI ARABIAN GOVERNMENT AGENCIES

• Inquiries on format and style for such letters should be addressed to

the Correspondence Division of Saudi Aramco Affairs Services
Department.

CORRESPONDENCE ADDRESSED TO
THE SAUDI ARAMCO BOARD OF DIRECTORS

• Inquiries on format and style for such letters should be addressed to

the Corporate Secretariat.

CORRESPONDENCE ADDRESSED TO
THE SAUDI ARAMCO EXECUTIVE COMMITTEE

• Inquiries on format and style for such letters should be addressed to

the Corporate Secretariat.
 A GUIDE TO WRITING YOUR LETTERS

• Determine your purpose – why are you writing?

- Are you informing or are you requesting action?

• Analyze your reader. Who will read your document, why should he be
interested in what you have to say?

- Write for your reader, not for yourself

- Remember that most readers ask themselves,
“why should I read this?”
“what does he want me to do?”
“when does he want me to do it?” and
“what can I skip?”

• Resources – can anyone help you? What other sources of information

could be of use?

• Format – should you write a letter or would it be better as a memo, a

report or a proposal?

• Tell the reader straight away what he is looking at. If you want him to
do something, ask him up front.

• Be clear

- Use strong verbs.

- Do not use jargon.
- Cut the fat.
- Use paragraphs, lists and headings. This will create white space in
your letter and make it more visually attractive, less overwhelming
and easier to read.

• Be concise

- Use only one major idea per paragraph.

- Keep your paragraphs short.

• Be correct

- Do not make yourself look like an idiot – get it right.

- Proof read and spell check your document.
- If necessary, use dictionaries and reference books for accuracy.
 SIGNATURE AUTHORITIES

• Department and Division Heads are responsible for all correspondence

produced by their organizations. They determine and approve the
type of correspondence for each communication.

• Originators of correspondence at subordinate levels get direction

regarding letter styling from their immediate supervisors.

• The person who signs the letter, i.e. the signatory, is generally at the
same level of authority as the addressee.

• The signatory signs under his name and job title. If the holder of the job
title cannot sign because of absence, the letter is signed by:

- The person sitting in or the acting incumbent – in this case type (A)
after the position title, or
- Someone else specifically authorized to sign on behalf of the job
holder – in this case the signatory writes “for” in front of the job
holder’s name and title, and then signs his own name.

• The letter’s addressee, who is usually the same level of authority as the
signatory, can be addressed by title and not by name. This reduces
the difficulties created by acting assignments, however this is optional.
- Note: (A) is not used for the addressee because the letter is
addressed to the job holder.

• Correspondence at an informal level does not follow strict lines or

organizational authority. It is generally used within the same
organization, mainly at department or division level by:

- Superior to Subordinate
- Equal to Equal
- Subordinate to Superior (less often; for example, for routine matters
for the attention of the immediate supervisor).