Subject: Electronic Document Preparation and Management Presenter Ms. Reid

Two-page Letters When a letter is more than one sheet long, the other pages are called continuation sheets. Therefore, a plain sheet of paper of same size, colour and quality is required to print the next page.

Information that are contained on continuation sheets 1.Page number eg. 2 or (2) 2.Date as on the first page 3.Name of addressee as on page one 4.Name of organization below name of addressee (optional)

BlockedBlocked letters When preparing blocked letters with continuation sheets, the page should be arranged as follows:  one inch (1 ̎ ) top margin.  the page number  the date as on the first page  the name of the addressee

Blocked letters cont’d  the line spacing should be consistent between each part. That is, one (1) or two (2) clear line spacing.  all the information on the continued sheet should be aligned to the left.

IndentedIndented letters When preparing indented letters with continuation sheets, the page should be arranged as follows:  one inch (1 ̎ ) top margin.  name of the addressee (left aligned)  the page number (centred aligned)  the date as on first page (right aligned)

Indented letters cont’d  the addressee’s name, page number and date are typed in the same line or the addressee’s name and date can be in one line with the name left aligned and the date right aligned and the page number centred aligned, above both.  one (1) or two (2) line spacing should be left between the different parts.

SemiSemi-blocked letters When preparing semi-blocked letters with continuation sheets, the page should be arranged as follows:  one inch (1 ̎ ) top margin.  the page number (left aligned)  name of the addressee below page number (left aligned)  the date as on first page, in line with the addressee’s name (right aligned)

Guidelines The following guidelines must be followed when preparing two page letters: 1.Do not end a page with the first line of a new paragraph. This is known as orphan. 2.Do not carry over the last line of a paragraph to the continuation page. This is known as widow. 3.The first line is typed one inch (1 ̎ ) from the top of the continuation page.

Guidelines cont’d 4.Ensure that the continuation sheet contains at least two lines of text in addition to the complimentary closing and the signature block. 5.Letterhead should be used for the first page only. 6.The style and layout of the continuation sheet should be consistent with that of the first page.

Difference between widow and orphan Widows and orphans are words or short lines at the beginning or end of a paragraph, which are left dangling at the top or bottom of a page, separated from the rest of the paragraph. The first line of a new paragraph ending a page is known as orphan while the last line of a paragraph starting a page is known as widow.

Summary Questions 1.What information are contained on the continuation page of a letter? 2.How are the three (3) styles of letter prepared when they consists of continuation page? 3.State four (4) guidelines that must be followed when preparing letters with continuation page. 4.What is the difference between a widow and an orphan?