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Document Formatting Personal Business Letters and Common documents.

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Presentation on theme: "Document Formatting Personal Business Letters and Common documents."— Presentation transcript:

1 Document Formatting Personal Business Letters and Common documents

2 Purpose of Document Formatting  In this Unit, we will learn how to format personal business letter, business letters, and memos  Regardless of your future occupation, knowing how to communicate effectively with businesses is essential  To communicate effectively, there are rules that must be followed on how your documents should look  During this presentation, pay careful attention to spacing between document parts (that includes any margin changes)

3 What is a Personal Business Letter?  Is a letter written from a person to a company  Can be used for any purpose that requires written communication from an individual to a company  Such as: To accompany returned goods Complaint letter Thank you letter Résumé cover letter

4 Personal Business Letter Parts  Inside Address: name and address of the business to whom you are writing  Date Line: current date written out as month, day, and complete year  Salutation: letter’s greeting – you use the same name you used in the Inside Address – using Dear Mr./Mrs./Ms./Miss  Body: message or ‘meat’ of the letter  Complimentary Closing: letter’s goodbye – using phrases such as Yours truly and Sincerely yours  Signature: writer's handwritten signature  Writer’s Identification: writer’s typed name and address

5 Personal Business Letter Order and Spacing  2” Top margin  Inside Address and then Date – QS (press Enter 4 times)  Salutation – DS (press Enter 2 times)  Body – SS the text within the paragraph and DS between the paragraphs  Complimentary Closing – QS  Writer’s ID (name and address)

6 Personal Business Letter Styles and Punctuation  There are two types of letter styles that are acceptable 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 midpoint Semi-modified block style - date line, complimentary closing and writer’s identification begin at midpoint and all body paragraphs are indented (or tabbed over) ½”  There are two types of letter punctuation that are acceptable in business: Mixed punctuation – there will be a colon (:) after the salutation and a comma (,) after the complimentary closing Open punctuation – there will be NO punctuation after the salutation or complimentary closing

7 What is a Business Letter?Business Letter  Represents a company not an individual  Usually prepared on company letterhead Company letterhead is official company stationery that often contains a logo along with the name, address, phone and fax number Follow this link to look at sample letterheadssample letterheads

8 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 letter  Writer’s business title is usually keyed under the name  Reference initials are added a DS (press Enter 2 times) after the Writer’s ID – These initials are of the person who types the letter Used to easily locate who typed the letter  Enclosure or Attachment notations are added a DS below the Reference Initials This 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

9 What is a Memo?Memo  Used to communicate information quickly throughout a business or organization  Memo parts: TO: - to whom the memo is written FROM: - who the memo is from DATE: - current date of memo SUBJECT: - precise, short point of memo

10 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 follows  Be sure to check under Document Examples in Unit 7

11 Report  There are many different acceptable ways to format a report  Formatting depends upon the type and reason for report  Examples are: Academic report Technical report

12 Academic Report Formatting  Use default margins (don’t change margins)  Change line spacing to double (entire document DS)  Four headings at the top left margin Student’s name Teacher’s name Class or Subject Date  After 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 report  Indent the first sentence in each paragraph by pressing the Tab key

13 Summary  In this Unit, you have learned how to format: Personal Business Letters Business Letters Memos Academic Report

14 The End

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