1. Office Administration
Chapter 9: Producing Documents in Final Format

2. Format of Business Letter
Date line
Inside address
Attention line (opt.)
Salutation
Subject line (opt.)
Body of the letter
Complimentary closing
Signature line
Reference initials
Enclosure notation
Copy notation
Blind copy notation
Line spacing
Special notations

3. Letter Styles
Block letter style displays all lines beginning at the left margin, second page heading at left
Modified block letter style moves the date an complimentary closing/signature lines to the center, paragraphs may be indented, second page heading split between left, center, and right
Simplified letter omits the salutation and complimentary closing, it begins with a subject line and ends with the signature line in all caps, second page heading same as block style

4. Punctuation Styles
Open punctuation style does not use any punctuation after the salutation or complimentary closing
Mixed punctuation uses a colon (:) after the salutation and a comma after the complimentary closing

5. Addressing Envelopes
#10 envelope is addressed using a 4-inch top margin and 2.25-inch top, #6 3/4 uses a 2-inch left and top margin
Use block style, single-spaced address with all words in capital letters and no punctuation
Use the 2-letter state abbreviation and ZIP + 4 code
Special mailing notations should be used where applicable

6. Additional Envelope Information
The OCR-read area boundary should not be used for the address
Follow USPS guidelines for addressing envelopes, including suggestions for fonts and font sizes
Use acceptable vertical and line spacing to meet OCR guidelines
Mailing labels can be computer generated and then affixed to envelopes

7. Format of a Memorandum
Top margin is between 1–2 inches and the heading is centered in all caps
Side margins will vary with the length of the memo
Guide words should be double-spaced and begin a double-space below the heading
Double- or triple-space after guide words to key the body (single-spaced with a double-space between paragraphs)
Reference initials go a double-space below the body

8. Electronic Mail
Preliminary sections include the from and to address, copy and blind copy addresses, date and time of the message, and the subject
The message includes a salutation, message, complimentary closing, and signature file
Attachments can be added to copy files and send along with the

9. Layout of Business Reports
The top margin is 1/2–1 inch larger on the first page than on subsequent, left margin decisions depend on binding choice
Title is keyed in all caps, on the first page
Line spacing should be uniform
Heading levels should be predetermined
Page numbers are used for organization
Software can generate table of contents, etc.
Avoid widow/orphan lines

10. Documentation and Reference Notes
Documentation gives appropriate credit to information sources
Copyright protection influences documentation
The most popular documentation styles include APA, MLA, and CMS
Using ideas of others without citing the source is plagiarism
References for direct quotes and paraphrasing are cited in-text, or as footnotes or endnotes
A bibliography lists all references consulted for the report

11. Minutes The official report of the meeting
Heading includes the name of the group, date, time, location, and type of meeting
Alphabetical list of attendees and absentees
Body is a summary that follows the agenda
Motions are listed along with those making and seconding them
Complimentary close is “Respectfully submitted” and the secretary’s signature line

12. News Releases
An announcement about a business event, prepared by the administrative assistant
Heading is NEWS RELEASE, release date, and contact information
Body includes a title and news (direct approach)
Closing symbols indicate the end of the release (###)
Margins and spacing adjusted to keep it on one page

13. Itinerary—A Travel Plan
Includes details about
Departure date, time, and place
Transportation type
Arrival date, time, and place
Lodging information
Appointments and meetings
Return trip information
Guidelines
Heading includes name and dates of trip
Dates and times
Travel and meeting information
Formatted so it is an easy-to-understand reference

14. Outlines Coding Levels
Roman numerals (I, II)
Capital letters (A, B)
Arabic numbers (1, 2)
Lowercase letters (a, b)
Numbers in parentheses (1), (2)
Lowercase letters in parentheses (a), (b)
Spaced for readability from the reader’s viewpoint
Consistent spacing
If phrases are mainly 2 or more lines long, double-space between all points
If key words are short, it can be single-spaced

15. Abstracts
Abstract is 1/4–1/2 the length of the original; précis is 1/3 of the original, recomposed text w/o illustrations
Concise summary of key points
Relevant information and major conclusions
Complete documentation
Level of language consistent with original document
Outline or paragraph format
Identify the abstract and précis on document
Use abstract or précis while giving credit to the original author