Presentation on theme: "Personal Business Letters and Common documents"— Presentation transcript:
1 Personal Business Letters and Common documents Document FormattingPersonal Business Letters and Common documents
2 Purpose of Document Formatting Our focus will be to learn how to format personal business letters, business letters, and memosThis is important regardless of your future occupationThese are the rules you must follow in order to communicate effectively,Pay careful attention to spacing between document parts (that includes any margin changes)
3 What is a Personal Business Letter? A letter written from a person to a companyCan be used for any purpose that requires written communication from an individual to a companySuch as:To accompany returned goodsComplaint letterThank you letterRésumé cover letter
4 Personal Business Letter Styles and Punctuation There are 2 acceptable letter styles in business:Block style – all lines in the letter begin at the left margin (no tabbing or indenting)Modified block style – date line, complimentary closing and writer’s identification begin at midpointSemi-modified block style - date line, complimentary closing and writer’s identification begin at midpoint and all body paragraphs are indented (or tabbed over) ½”
5 Letter Punctuation Mixed punctuation Open punctuation there will be a colon (:) after the salutation and a comma (,) after the complimentary closingThe color formatting guide is an example of Mixed Punctuation.there will be NO punctuation after the salutation or complimentary closingThe “Parts of a Letter” worksheet is an example of this style.
6 What is a Business Letter? Represents a company not an individualUsually prepared on company letterheadCompany letterhead is official company stationery that often contains a logo along with the name, address, phone and fax number
7 What are the differences between a Personal Business and Business Letter? Writer’s company name and address should appear in the letterhead, so there is no need to type it again at the bottom of the letterWriter’s business title is usually keyed under the nameReference initials are added a DS (press Enter 2 times) after the Writer’s ID –These initials are of the person who types the letterUsed to easily locate who typed the letterEnclosure or Attachment notations are added a DS below the Reference InitialsThis is a special section that is only added if something else is either physically attached to the letter or accompanying the letter in the same envelope
8 Differences between a Personal Business and Business Letter Personal Business LetterFrom a CompanyWritten on LetterheadWriter’s business title (identification) is usually keyed under the nameHas Reference InitialsTo a CompanyHas a Return Address (sender’s mailing address)
9 What are the similarities? Both are Formal Business DocumentsMargins (All top margins are 2”, Side – 1” or default)Parts of the Letter - Dateline, Salutation, Body, Complimentary Closing, Signature, Typed Name.Internal spacing (after date & closing – press “Enter” 4 times, Paragraphs – SS with DS between.)
10 What is a Memo?Used to communicate information quickly throughout a business or organizationMemo parts:TO: - to whom the memo is writtenFROM: - who the memo is fromDATE: - current date of memoSUBJECT: - precise, short point of memo
11 Memo Spacing 2” top margin Each of the four headings are DS (double spaced) and keyed in all caps followed by a colon (:)After the colon, the Tab key is pressed to line up the text that followsBe sure to check under Document Examples in Unit 7
12 Report There are many different acceptable ways to format a report Formatting depends upon the type and reason for reportExamples are:Academic reportTechnical report
13 Academic Report Formatting Use default margins (don’t change margins)Change line spacing to double (entire document DS)Four headings at the top left marginStudent’s nameTeacher’s nameClass or SubjectDateAfter the Date heading, key the title of the report using initial caps (capitalizing the first letter of important words) then press Enter to begin keying reportIndent the first sentence in each paragraph by pressing the Tab key
14 Summary In this Unit, you have learned how to format: Personal Business LettersBusiness LettersMemosAcademic Report
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