1. QUICK REFERENCE GUIDE P. 77 & 78 SAMPLE Personal-Business Letter in Block Format

2. Definition and Use Personal-Business Letter—A letter written by an individual to deal with business of a personal nature Block Format—All parts of the letter begin at the LEFT Margin. NO TABS!!!! NO INDENT!!!!

3. Personal-Business Letter Open WORD or open document in Checkpro Go to “Page Layout” tab Click on “Margins” just below tab Click on “Custom”Change Margins to:  TOP: 2” IMPORTANT  Left: 1”  Right 1”  Bottom 1”

4. Margins

6. Personal-Business Letter Go to “Paragraph” section and click arrow to open the full dialog box In Spacing section change to:  Before: “0 pt”  After : “0 pt”  Line Spacing: “Single”

7. Line Spacing

8. Header Remember to place a HEADER on ALL papers for identification Insert your NAME with Period!!! Insert File Name with Page number Insert current date

9. Return Address and Date Return Address Starts 2” from the top edge This is YOUR address. Where the letter is FROM!!!! Where it would be RETURNED to!!! Consists of street address City, State, Zip Code NOTE: There are TWO spaces between the STATE and the Zip Code Current DATE is typed RIGHT below Return Address SPELLED OUT

10. Letter Mailing Address Letter Mailing Address—This is the address of the person you are mailing the letter TO!!!! Quadruple Space (QS)—Press Enter 4 times after the date to begin the mailing address. Remember—There are TWO spaces between the State and Zip Code in CheckPro Personal Title—(Miss, Mr., Mrs., Ms.) Space ONCE after (.) Professional Title—(Dr., Lt., Senator) Space ONCE after (.) QS-Press Enter 4 times

11. Salutation or Greeting Salutation or Greeting— Usually is “Dear” Keyed a DOUBLE Space (DS) BELOW the Mailing Address. Same thing as press enter TWICE After the Salutation Press ENTER Twice Again DS-Press Enter Twice OPEN PUNCTUATION—Has NO punctuation mark AFTER the salutation OR the Complimentary close. Left OPEN with NOTHING following!!!! MIXED PUNCTUATION—Uses a Colon (:) AFTER the salutation and a Comma (,) after the complimentary close. 2 2

12. Body of Personal-Business Letter Body—Single spaced with NO indents. Press Enter TWICE to start new paragraphs. 2 2 2 2 2 Open Punctuation

13. Complimentary Close Complimentary Close— Usually is “Sincerely” but could close the letter with: Best Regards Well Wishes Warmest Regards, etc. Name of the Writer—Key the name of the Writer (originator of the message) a QS BELOW the complimentary close. Press Enter four (4) times to leave room for the person to SIGN the letter!!! 2 4 2 2 Signature handwritten HERE!

14. Reference Initials If the letter is keyed by someone other than the originator, their initials are keyed in lower case letters at the left margin a double space below the name of the writer. Sample of Writers initials AND typists. Also correct.

15. Attachments/Enclosures If another document is attached to a letter, the word Attachment is keyed at the left margin a (DS) double space below the reference initials. If the additional document is NOT attached, the word Enclosure is used.

16. Attachment or Enclosure If YOU are the originator of the letter you do NOT need reference initials. Key Enclosure or Attachment a (DS) Double Space BELOW the writers/originators name.