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This section contains two examples of the LETTER doctype tags. The first example shows a sample memo and the second example shows a sample letter. You may find these sample files useful in understanding how the tags all fit together to create memos and letters.
5.1.1 A Sample Memo
This is the SDML code for a memo.
<MEMO_HEADER> <MEMO_FROM>(Mr. Thurlow Smith\Corporate Company Accounting) <MEMO_LINE>(Phone\181-1546) <MEMO_TO>(Jack Jones\Payroll Accounting) <MEMO_DATE>(March 17, 1989) <CCLIST> <CC>(Jim Walker) <CC>(John Beam) <CC>(D. M. Bones) <ENDCCLIST> <CC>(Departmental Distribution) <SUBJECT>(Conference Report) <CHEAD>(DEVELOPMENT OF ACCOUNTING TECHNOLOGY) <P> This conference was hosted by Numbers Inc. in Seattle, Wash., March 4 through 7. The goal of the conference was to stimulate the development of accounting technology. <P> My goals for attending the conference were to learn as much as I could about accounting technology and to find out about existing products or projects related to accounting methodology. <SUBHEAD1>(Summary of Presentations Attended) <P> Major opening and closing presentations were directed at all conference attendees. In between, there were choices between technical sessions and general sessions, and I almost always felt a conflict. It was especially annoying because there were not many clues as to what the differences were. Sometimes technical seemed excessively technical, while general seemed at times overly general. <DISTLIST> Bert Tom Harry Lisa Jim Melinda Walter Jess *All Trainees* <ENDDISTLIST> |
Should you wish to create the output file yourself, you can obtain the file MEMO_SAMPLE.SDML from directory DOC$ROOT:[EXAMPLES] and process it using the MEMO doctype. Comparing the output to this SDML file may be helpful in understanding how to use these tags.
5.1.2 A Sample Letter
This is the SDML code for a letter.
<FROM_ADDRESS>(Harvard University\Cambridge, MA\January 1, 1990, 10:00 A.M. EST) <TO_ADDRESS>(Carol Jones\World Wide Wicker Co.\Seattle, WA) <SALUTATION>(Hi Carol,) <P> This is a short excerpt from a symposium I went to on letter writing. I thought you might find it interesting. We really ought to have lunch some time. <P> The excerpt follows: <P> There are generally two kinds of letters: <LIST>(UNNUMBERED) <LE> Business letters <LE> Personal letters <ENDLIST> <HEAD>(Writing a Business Letter\19_WritingaBusinessLetter) <P> When writing a business letter, form can be very important. In many cases, the form of the letter can be nearly as important as the content of the letter. <CHEAD>(Writing a Letter to Request Information) <P> A business letter is often used to request information from an official source. It is important to specify very clearly what information you need, and for what you need it. If your information needs are unclear, your request may not be filled. <CLOSING>(Best Wishes,\Bob Smith\Chairman, CZZA Committee) |
Should you wish to create the output file yourself, you can obtain the file LETTER_SAMPLE.SDML from directory DOC$ROOT:[EXAMPLES] and process it using the LETTER doctype. Comparing the output to this SDML file may be helpful in understanding how to use these tags.
5.2 LETTER Doctype Tag Reference
This part of this chapter provides reference information on all the
tags specific to the LETTER doctype.
Lists the name of someone who is to receive a copy of a memo or letter.
<CC> (receiver name)
receiver name
Specifies the name of someone who should receive a copy of the memo or letter.
- <CCLIST>
DESCRIPTION
The <CC> tag lists a single name of someone who is to receive a copy of a memo or letter. Use this tag by itself or in the context of the <CCLIST> tag.If you use the <CC> tag alone, it places the heading cc: on the left margin and places the receiver name argument on the same line as that heading.
If you use the <CC> tag in the context of the <CCLIST> tag, it places the text of the receiver name argument in the same location as when it is used without the <CCLIST> tag, but omits the cc: heading.
Examples
The following example shows the beginning of a letter using the <CCLIST> tag with the <CC> tag.
#1
<MEMO_FROM>(Bob Smith\Harvard University) <MEMO_TO>(Carol Jones) <CCLIST> <CC>(Mr. A. Square) <CC>(Ms. B. Box) <ENDCCLIST> <SUBJECT>(Ted Fields and Alice Johnson) <P> This is some text to show you where the text begins. . . .
The following example shows the beginning of a letter using only the <CC> tag.
#2
<MEMO_FROM>(Bob Smith\Harvard University) <MEMO_TO>(Carol Jones) <CC>(Mr. A. Square) <SUBJECT>(Ted Fields and Alice Johnson) <P> This is some text to show you where the text begins. . . .
<CCLIST>
Begins a list of persons to whom you want to send a copy of a memo or letter.
Syntax
<CCLIST>
ARGUMENTS
None.
- <CC>
- <DISTLIST>
<ENDCCLIST>
The <CCLIST> tag begins a list of persons to whom you want to send a copy of a memo or letter. The <CCLIST> tag places the heading cc: on the left margin. Specify the names using the <CC> tag.The names format such that the argument to the first <CC> tag outputs on the same line as the heading, and the text arguments associated with any following <CC> tags are placed immediately beneath the argument to the first <CC> tag.
The following example shows how to use the <CC> tag with the <CCLIST> tag.
<MEMO_FROM>(Bob\Harvard University) <MEMO_TO>(Carol) <CCLIST> <CC>(Mr. A. Square) <CC>(Ms. B. Box) <ENDCCLIST> <SUBJECT>(Ted and Alice) <P> This is some text to show you where the text begins. . . . <CLOSING>(Best Wishes,\Bob\Chairman, QZZA, Inc.) |
Specifies in one to five lines the closing of a letter.
<CLOSING> (closing line-1[\closing line-2...[\closing line-5]])
closing line-n
Specifies in one to five lines the closing of a letter.
- <FROM_ADDRESS>
- <MEMO_FROM>
- <MEMO_TO>
- <SALUTATION>
- <TO_ADDRESS>
DESCRIPTION
The <CLOSING> tag specifies in one to five lines the closing of a letter. The closing line-n arguments are all placed to the right of the center of the page. Four blank lines are placed between the first and the second closing line-n arguments to allow room for the signature of the writer of the letter.Typically, the first argument is the name of the sender, and the second through fifth arguments are information about the sender (for example, the sender's position, title, and so on).
Example
The following example shows the closing of a letter using the <CLOSING> tag.
. . . This is the end of the letter text. <CLOSING>(Best Wishes,\Bob\Chairman, QZZA, Inc.)
<DISTLIST>
Begins a list of persons to whom you want to distribute a memo or letter.
Syntax
<DISTLIST>
ARGUMENTS
None.
<ENDDISTLIST>
The <DISTLIST> tag begins a list of persons to whom you want to distribute a memo or letter. The <DISTLIST> tag places the heading Distribution: on the left margin. The names of the people on the distribution list appear beneath the heading, formatted exactly as you entered them between the <DISTLIST> and <ENDDISTLIST> tags.The <DISTLIST> tag retains all spacing and capitalization exactly as entered. This lets you place asterisks before certain names, indent certain names, and so on. Compare this tag to the <CCLIST> tag.
The following example shows the end of a letter using the <DISTLIST> tag. The format of the text in the context of the <DISTLIST> tag will be retained exactly as entered.
<DISTLIST> *Bob Carol *Ted Alice Pete Jon *Art * - Indicates primary reviewer <ENDDISTLIST> |
Places the name and address of the sender of a letter flush left at the right margin.
<FROM_ADDRESS> (address line-1 [\address line-2 ...[\address line-5]])
address line-n
Specifies one to five lines of text that contain the name and address of the sender of the letter.
- <MEMO_FROM>
- <TO_ADDRESS>
DESCRIPTION
The <FROM_ADDRESS> tag places the name and address of the sender of a letter flush left at the right margin. The <FROM_ADDRESS> tag outputs one to five lines of text based on the number of address line arguments specified. Each of these arguments outputs flush left on a new line near the right margin.Alternatively, you can use the <MEMO_FROM> tag to specify this same information, but in a different format. See the description of the <MEMO_FROM> tag in this chapter for more information on that tag.
Example
The following example shows the beginning of a letter that uses the <FROM_ADDRESS> tag.
<FROM_ADDRESS>(Bob Smith\Harvard University\Cambridge, MA) <TO_ADDRESS>(Carol Jones\World Wide Wicker Co.\Seattle, WA) <SUBJECT>(Ted and Alice) <SALUTATION>(Hi Carol,) <P> This is the text of the letter... . . . <CLOSING>(Best Wishes,\Bob Smith\Chairman, QZZA, Inc.)
<MEMO_DATE>
Creates a line in a memo or letter that displays the date after the heading Date:.
Syntax
<MEMO_DATE> (date argument)
ARGUMENTS
date argument
Specifies the date of the memo or letter. This argument can be the global <DATE> tag (which returns the date the file was processed on), or a date that you specify.
- <FROM_ADDRESS>
- <MEMO_LINE>
- <MEMO_TO>
- The global <DATE> tag
DESCRIPTION
The <MEMO_DATE> tag creates a line in a memo or letter that displays the date after the heading Date:.If you want the date to be the date on which you processed the file, use the global <DATE> tag as the argument to the <MEMO_DATE> tag.
If you want a date that does not vary each time you process the file, or a date that follows a different format than the format output by the <DATE> tag, enter that date explicitly as a text argument to the <MEMO_DATE> tag.
Examples
The following example shows the beginning of a memo using the <MEMO_DATE> tag with the global <DATE> tag as an argument.
#1
<MEMO_HEADER> <MEMO_FROM>(Bob\Dept. of English) <MEMO_TO>(Carol\Dept. of Archeology) <MEMO_LINE>(Req No.\ARC-132) <MEMO_DATE>(<DATE>) <SUBJECT>(Awards for Ted and Alice) <P> This is the text of the memo...
The following example shows the beginning of a memo using the <MEMO_DATE> tag with a text string as an argument.
#2
<MEMO_HEADER> <MEMO_FROM>(Bob Smith\Dept. of English) <MEMO_LINE>(Phone:\9-5151) <MEMO_TO>(Carol Jones\Dept. of Archeology) <MEMO_LINE>(Req No.\ARC-132) <MEMO_DATE>(January 1, 1987, 10:00 pm) <SUBJECT>(Awards for Ted and Alice) <P> This is the text of the memo...
<MEMO_FROM>
Places the name and address of the sender of a memo flush left on the left margin and adds the heading From:.
Syntax
<MEMO_FROM> (address line-1[\address line-2]...[\address line-5]])
ARGUMENTS
address line-n
Specifies one to five text lines for the sender's name and address.
- <FROM_ADDRESS>
- <MEMO_TO>
DESCRIPTION
The <MEMO_FROM> tag places the name and address of the sender of a memo flush left on the left margin and adds the heading From:. Each additional argument formats its text directly beneath the beginning character of the first address line-n argument.Alternatively, you can use the <FROM_ADDRESS> tag to specify this same information, but in a different format.
Example
The following example shows a typical use of the <MEMO_FROM> tag.
<MEMO_HEADER> <MEMO_FROM>(Bob Smith\Dept. of English) <MEMO_TO>(Carol Jones\Dept. of Archeology) <MEMO_LINE>(Req No.\ARC-132) <MEMO_DATE>(<DATE>) <SUBJECT>(Ted and Alice) <P> This is the text of the memo... . . . <CLOSING>(Yours Truly,\Bob Smith\Chairperson, Harvard English Dept)
<MEMO_HEADER>
Centers the heading Interoffice Memorandum in bold letters on the page.
Syntax
<MEMO_HEADER>
ARGUMENTS
None.
- <MEMO_FROM>
- <MEMO_TO>
DESCRIPTION
The <MEMO_HEADER> tag centers the heading Interoffice Memorandum in bold letters on the page. This tag accepts no arguments.
Example
The following example shows a typical beginning of a memo using the <MEMO_HEADER> tag.
<MEMO_HEADER> <MEMO_FROM>(Bob Smith\Dept. of English) <MEMO_TO>(Carol Jones\Dept. of Archeology) <MEMO_DATE>(<DATE>) <SUBJECT>(Ted and Alice) <P> This is the text of the memo...
<MEMO_LINE>
Lets you create your own titled informational lines.
Syntax
<MEMO_LINE> (heading text\memo line-1
[\memo line-2...[\memo line-5]])
ARGUMENTS
heading text
Specifies the heading of the <MEMO_LINE>, which is placed on the left margin. This text must be no more than seven characters, and will have a colon appended to it.memo line-n
Specifies one or two lines of text that follow the heading text argument. The first line formats on the same line as the heading text and the optional second line formats beneath it.
- <FROM_ADDRESS>
- <MEMO_DATE>
- <MEMO_FROM>
- <MEMO_TO>
The heading text argument cannot be more than seven characters without over-writing the text specified to the memo line-1 argument.
The <MEMO_LINE> tag lets you create your own titled informational lines. You can define your own single-line heading and, optionally, place one line of information after it. For example, you could define a heading of Corp and follow it with the name of the corporation to whom you are sending the letter or memo. The <MEMO_LINE> tag creates a heading on the left margin. You specify this heading with the heading text argument. Whatever text you supply as this argument will have a colon appended to it upon output.This is followed, on the same line, by the text specified with the memo line-1 argument. Text of an optional second argument formats beneath the first argument.
See the description of the <MEMO_FROM> tag to compare the output of the <MEMO_LINE> tag with other tag formats.
The following example shows how to use the <MEMO_LINE> tag to create an additional line of information with a heading. In this example, the heading Corp: is created with the text following it being Drofnats Ltd. Note that the heading text argument does not exceed seven characters; note also that even though you want a colon in the heading, you do not specify it as part of the heading text argument.
<MEMO_HEADER> <MEMO_FROM>(J. Simpson\Accounting Consultant) <MEMO_LINE>(Corp\Drofnats Ltd.) <MEMO_TO>(Mr. Smith\ACME Corporate Accounting) <MEMO_DATE>(March 17, 1986) <CC>(Departmental Distribution) <SUBJECT>(Conference Report) <P>This conference was hosted by Numbers Inc. in Seattle, Washington . . . |
Places the name and address of the receiver of a memo flush left on the left margin with a heading To:.
<MEMO_TO> (address line-1[\address line-2 ...[\address line-5]])
address line-n
Specifies one to five lines of text that contain the name and address of the receiver of the memo.
- <MEMO_FROM>
- <TO_ADDRESS>
DESCRIPTION
The <MEMO_TO> tag places the name and address of the receiver of a memo flush left on the left margin with a heading To:. The tag outputs the heading on the left margin and places the text from its first argument on this same line. Each additional argument formats so its text begins directly beneath the beginning character of the first address line-n argument.Alternatively, you use the <TO_ADDRESS> tag to specify this same information but in a different format.
See the description of the <TO_ADDRESS> tag in this chapter for more information on that tag.
Example
The following example shows a typical beginning of a memo using the <MEMO_TO> tag.
<MEMO_HEADER> <MEMO_FROM>(Bob Smith\Dept. of English) <MEMO_TO>(Carol Jones\Dept. of Archeology) <SUBJECT>(Ted and Alice) <P> This is the text of the memo...
<SALUTATION>
Specifies the salutation for the letter.
Syntax
<SALUTATION> (greeting text)
ARGUMENTS
greeting text
Specifies the text of the salutation, including any punctuation.
- <FROM_ADDRESS>
- <MEMO_FROM>
- <MEMO_TO>
- <TO_ADDRESS>
DESCRIPTION
The <SALUTATION> tag specifies the salutation for the letter. The opening greeting of your letter or memo, for example, might be Dear Sirs:. This text begins at the left margin.You must specify any punctuation that is part of the salutation (such as a comma, colon, or semicolon) as part of the greeting text argument.
Example
The following example shows a use of the <SALUTATION> tag in the beginning of a letter. Note that you must provide any needed punctuation, such as the comma, after Hi Carol in this example.
<FROM_ADDRESS>(Bob Smith\Harvard University\Cambridge, MA) <TO_ADDRESS>(Carol Jones\World Wide Wicker Co.\Seattle, WA) <SUBJECT>(Ted and Alice) <SALUTATION>(Hi Carol,) <P> This is the text of the letter...
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