Chapter 9 Pages Christopher Crosby Viviana Hernandez

USB drives are more durable and eco- friendly than CDs.

Formatting Standard formatting- a way to set up a document so it follows a convention Visual cue- an element the reader sees that has a particular meaning White spaces- any blank space on the page Readability- how easily the reader can understand and locate information on the document

Introductory Paragraph, Headings, Fonts and sizes Use a introductory paragraph to make it easier to read. Headings- are words and phrases that introduce sections of text Font (typeface) - are characters that make up a set of letters

Varying Heading Font Styles & Parallel Structure Varying in heading fonts helps clarifies organizational structure. Parallel structure- writing method in which similar elements are expressed in a consistent way or using a same pattern

Formatting, Organizational Symbols, High-Quality Paper ● Highlight important information ● High-quality paper helps your information look professional. ● Higher grade paper for important correspondence.

Formatting Letters Documents are also characterized by different formats Block-style letter- formatted so all lines are flush with the left margin. Modified-block-style letter- places the date, complimentary close, and signature to the right of the center point of the letter

pg pg 204 Javier & Jessica

Standard Letter Elements date inside address salutation body complimentary close signature notations

Date Line The date consists of the month, day, & year.

Inside Address The inside address is the name, title, & address of the recipient.

Salutation The salutation is the greeting in a letter & always begins with Dear. This is followed by the recipient’s first name or, according to your relationship, title & last name.

Body The body of the letter is the message. Format the body according to the block or modified-block style.

Complimentary Close The complimentary close is the sign-off for the letter. Only the first word is capitalized. Mixed or open punctuation is used in the complimentary close.

Signature The writer’s name & title are called the signature or signature block. The writer’s job title & department appear beneath the name, unless a letterhead is used that contains this information.

Notations Letters may include reference initials. These indicate who keyed the letter.

Additional Letter Elements Attention Line- is a wealth of resources available to the writer telephone, internet, company databases. Subject Line- A subject line in a letter is used like a subject line in an . It helps the reader know the content of the message before reading. Postscript- means after writing and is information included after the signature.

Envelopes If you are physically mailing a letter, it is necessary to to address an envelope. The US Postal Service recommends the address be in all capital letters with no punctuation.

Enclosure Notation An enclosure notation alerts the reader to materials that are included in the mailing along with the letter.

Jaret Delatorre & Nathan J Chapter 9 pages

Formatting Memos Memos are hardcopies used for intra-office communication

Templates Are predesigned forms supplied in word processing software

Guide Words To form, date, and subject appear at the top

Notations At the bottom of the memo are used to indicate specific things to the reader

Blind Copy Is used when you are sending a copy of the memo to someone without the recipient’s knowledge

Is a message that is created, sent, and received digitally (electronically)

Netiquette Is a set of guidelines for appropriate behavior on the Internet, including e- mail, and should always be followed