Keyboarding and Formatting Essentials Module 4 Business Correspondence Learn standard memorandum format. Format letters in block letter style. Format letters in modified block style. Modify tabs. Create envelopes. Improve keying speed and accuracy. © 2004 South-Western/Thomson Learning

Memo parts Heading ¶ TO: Loretta Howerton, Office Manager DS¶ FROM: Lawrence Schmidt, OA/CIS Consultant DATE: March 16, 200- SUBJECT: Memorandums for Internal Correspondence A memorandum is an internal communication that is sent within the means by which managers correspond with employees and vice versa. Heading © 2004 South-Western/Thomson Learning

Memo parts Body Reference initials Attachment notation SUBJECT: Memorandums for Internal Correspondence DS¶ A memorandum is an internal communication that is sent within the organ means by which managers correspond with employees and vice versa. Me records of announcements, requests for action, policies and procedures. Templates, or preformatted forms, are often used for keying memos. Temp uniform look for company correspondence and save the employee the time and format each memo. Word processing software also has memo template customized. An example of a template is attached. xx Attachment Body Reference initials Attachment notation © 2004 South-Western/Thomson Learning

Memo format Format headings in bold Position the heading about 2” Align data Side margins: default Include reference initials and appropriate notations © 2004 South-Western/Thomson Learning

Distribution list When sending a memo to many people, refer to a distribution list at the end of the memo. Attachment DS Distribution List: Peter Gibbs Angela Sanborne Collin Urbanski Lillian Wang Lynda Zatik Tab TO: Safety Committee--Distribution Below FROM: Gerald Ciccarelli, Vice President DATE: September 15, 200- © 2004 South-Western/Thomson Learning

Electronic mail Electronic mail (or e-mail) is an informal message sent by one computer user to another. Electronic mail requires: An e-mail address. An e-mail program. Access to the Internet. © 2004 South-Western/Thomson Learning

E-Mail heading Key the e-mail addresses accurately. Use a specific subject line. E-Mail To: cryder@tech.com cc: drowe@tech.com kforbes@tech.com Subject: March Staff Development Attachment: Agenda.doc Message: The March staff development session will be held on Thursday, March 5, at 2 p.m. in the fifth floor conference room. Please allow two hours for this program. © 2004 South-Western/Thomson Learning

E-Mail body SS the body. DS between paragraphs. Do not indent paragraphs. © 2004 South-Western/Thomson Learning

Composing e-mail messages Write clear, concise messages that are free of spelling and grammatical errors. Do not vary fonts or use uppercase for emphasis. Use e-mail abbreviations and emoticons with caution. Do not send e-mail messages in haste or anger. © 2004 South-Western/Thomson Learning

Letter parts Letterhead Dateline Letter address Salutation Body Complimentary closing Writer’s name and title Reference initials Enclosure notation © 2004 South-Western/Thomson Learning

Letter format guides Remember that appearance creates that critical first impression. Use default margins (1.25") or 1". Use 12-point font for ease of reading. Position the dateline about 2" from the top of the paper. SS paragraphs; DS between them. Center a short letter vertically. © 2004 South-Western/Thomson Learning

Letter formats Two widely accepted letter formats are: Block. Modified block. © 2004 South-Western/Thomson Learning

Block format Block All lines begin at the left margin. © 2004 South-Western/Thomson Learning

Block format Dateline Letter address Position date about 2” from the top of the paper. QS below dateline. Letter address Person who receives the letter. Include courtesy title. One space before ZIP Code. © 2004 South-Western/Thomson Learning

Block format Salutation Body Use an appropriate courtesy title. Use open punctuation (no punctuation follows the salutation or the complimentary close) for most letters. Body SS paragraphs. DS between paragraphs. © 2004 South-Western/Thomson Learning

Block format Complimentary closing Writer’s name and title DS below the body. Capitalize only first word. Writer’s name and title QS below complimentary closing. Key the name and title in either one or two lines. © 2004 South-Western/Thomson Learning

Modified block format Modified block Begin at left margin: Letter address. Salutation. Body. Reference initials. Enclosure notation. Begin at center point: Dateline. Complimentary closing. Writer’s name and title. © 2004 South-Western/Thomson Learning

Modified block format Set a tab at the center of the page (3") to position the date and closing lines at the center. Tab at 3" © 2004 South-Western/Thomson Learning

Insert date feature Insert menu, Date and Time Month-day-year format. If desired, check Update automatically. © 2004 South-Western/Thomson Learning

Envelope feature Tools menu, Letters and Mailings, Envelopes and Labels. Click the Add to Document button. Click the Omit box to omit printing the return address. The envelope displays in the document. © 2004 South-Western/Thomson Learning

Business envelopes An alternative format for the letter address: Block format. ALL CAPS, no punctuation. MS ALICE OTTOMAN PREMIERE PROPERTIES INC 52 OCEAN DRIVE NEWPORT BEACH CA 92747-6293 © 2004 South-Western/Thomson Learning

Proofreading procedures Six steps to finalizing documents: Check spelling. Proofread on screen. Use Print Preview to verify placement and check the overall appearance. Save and print. Proofread printed document against source document. Revise, save, and reprint if necessary. © 2004 South-Western/Thomson Learning

Check spelling Use the Spelling and Grammar feature to check the spelling in your document. © 2004 South-Western/Thomson Learning

Keyboarding Essentials Module 4 Critical Thinking  Spelling and grammar checkers are tools to help you find and correct errors. However, you should use these checkers with care. Why are they not infallible? © 2004 South-Western/Thomson Learning