1. Memorandums and Letters
Apply correct memo and letter formats.

2. What are Memorandums?
A memorandum is a short message from one person to another in the same business or organization.
Memorandums are usually referred to as memos.
Memos have no salutation line and no signature area at the end.

3. Memo Formatting Rules
Margins: TM-2inches RM-1inch
BM-1inch LM-1inch
Use a standard font style and font size i.e. Times New Roman/Arial and 12 point font.
Single Space within paragraphs and double space between paragraphs.
All parts of the memo begin at the left margin, including paragraphs. (Block Style Format)

4. Memo Heading The formal memorandum uses a special heading, sometimes preprinted on stationery. Typically, words in the memo heading are keyed in ALL CAPS, bold, followed by a colon, and double spaced as follows:
TO:(Reader’s name) FROM:(Author’s name) DATE:(Complete and current date) SUBJECT:(What the memo is about)

5. Keying Formal Memos 2” 1” 1” 1” TO:Tab Tab Receiver’s name
(DS)
FROM:Tab Author’s name
DATE:Tab Current date
SUBJECT:Tab Memo topic
Body-Message of the memo
Typist initials
The memo heading should by keyed in all capital letters, bold, and followed by a colon.
Use the tab key to align information following the memo heading.
When keying the body, single space within paragraphs and double between paragraphs. 1” 1” 1”

6. Parts of a Memo
Memo heading
Memo body
Typist initials

7. Notes to Remember!
If someone other than the writer of the memo keys the memo, typist initials should be included.
Typist initials are keyed in lower case with no space and no punctuation.
If you have an attachment or enclosure notation, double space after typing typist initials and type “Enclosure” or “Attachment.
Enclosure-Something is included with the memo.
Attachment-Supporting document is attached by a paper clip, staple, etc.
If someone in addition to who the memo is originally written will be receiving a copy of the memo, include a copy “c” notation.

8. Types of Letters Personal—Business Letter
A personal-business letter is a letter that is sent from an individual using their home address to a person or business/organization.
Business Letter
A business letter is sent from a business or organization to an individual or to another business or organization.
Business letters are usually keyed on letterhead. The letterhead can consist of the business’ name, address, phone/fax/ , and logo.

9. Major Parts of a Letter
Return Address-the address of the person writing the letter. Letterhead if the letter is from a business.
Dateline-Complete and current date.
Letter Address/Inside Address-the address of the person receiving the letter.
Salutation-the greeting of the letter. Example: Dear Sir or Madam:
Body-the message of the letter.
Complimentary Close-the ending of the letter. Example: Sincerely yours,
Keyed Name-the authors typed name.
Handwritten Signature-the author signs the letter after it has been printed.
Typist Initials-initials of the typist..

10. Formatting a Letter
Margins: TM-2inches RM-1inch
BM-1inch LM-1inch
Block Style is one method of formatting a letter. In this style of letter writing all parts of the letter are keyed at the left margin.
Paragraphs should not be indented in this style of letter.
Use a standard font style and font size i.e. Times New Roman/Arial and 12 point font.
Single Space within paragraphs and double space between paragraphs.

11. Parts of a Block Style Letter
Return address
Date
Letter address
Salutation
Body
Complimentary Close
Copy Notation—key a DS after the last line of the letter.
Enclosure notation
Writer

12. Punctuation Styles Example: Dear Ms. Smith: Sincerely yours,
Open Punctuation
There is not a colon or comma in the salutation and there is not a comma in the complimentary closing.
Example: Dear Ms. Smith Sincerely yours
Example:
Dear Ms. Smith:
Sincerely yours,
Mixed Punctuation
A colon is in the salutation and a comma is in the close.

13. Personal—Business Letter with Mixed Punctuation
Return Address:
The personal-business letter uses the return address with the dateline a single space beneath.
Mixed Punctuation:
The colon is keyed in the salutation and the comma is keyed in the complimentary close.

14. Business Letter with Open Punctuation
Letterhead:
The business letter uses letterhead instead of a return address, which consists of the business’ name, address, phone/fax/ , and logo.
Open Punctuation:
The colon is not keyed in the salutation and the comma is not keyed in the complimentary close.

15. Special Letter Parts
Typist initials are used when someone other than the author types the letter. Typed a DS below the writer’s name, in lowercase letters, with no space or punctuation.
Enclosure notation is used when additional items are included in the envelope with the letter.
Attachment notation is used when additional items are clipped, stapled, etc… to the letter.
Copy notation is used when a copy of the letter is sent to someone in addition to the addressee/letter address.

16. Block Style Letter with Special Parts
Typist Initial Typed a double space below the author’s keyed name.
Enclosure Notation Typed a double space below the typist initials.
Copy Notation Typed a double space below the enclosure notation.

17. Notes to Remember!
A personal business letter is correspondence sent from an individual using their home address to a person or organization.
A business letter is correspondence sent from a business to another business or to an individual. Because letterhead stationery is used, the return address is not keyed.
The top margin is usually 2“, side and bottom margins are typically 1".
Block format is one style of writing for personal- business and business letters in which all parts of the letter begin at the left margin.
Typist initials are the initials of the typist and are used when someone other than the writer prepares the letter. Lowercase letters are used, with no space, and with no punctuation, appearing a double space below the signature.
Enclosure/Attachment and Copy notations appear a double space below the typist initials.

18. Implement paragraph formats.

19. Paragraph Formats
Block style – all lines of text are aligned with the left margin
the first line of a paragraph is not indented
commonly used when formatting letters and memos
Indented – the first line of a paragraph is indented
use the Tab key to indent paragraphs
commonly used when formatting reports
Example:
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Example:
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

20. Paragraph Formats
Hanging indent – a temporary left margin that indents all lines except the first line of text
the first line is flush with the left margin; each additional line is indented
commonly used when citing bibliography sources
Example:
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

21. American Heart Association
Horizontal Centering
When text is centered between the left and right margin
Commonly used
when formatting:
Invitations
Announcements
Title pages
Lets Hoop It Up!!!
Participate in our
Hoops For Heart
Campaign to help raise money for the
American Heart Association
February 27-March 3, 2006
See your PE teacher for more details.

22. Horizontal Centering Using the menu bar
1. Access the Format menu bar option
2. Select the Paragraph option

23. Horizontal Centering Using the menu bar
3. Choose Centered alignment from the Paragraph window

24. Horizontal Centering Using the tool bar
Click on the Center alignment button on the tool bar

25. Vertical Centering When text is centered between the top and bottom
margin
Commonly used when
formatting:
Invitations
Announcements
Title pages

26. Vertical Centering
1. Select Page Setup from the File menu bar option

27. Vertical Centering 2. Select the Layout tab from the Page Setup window
3. Choose Center alignment from the Vertical alignment list

28. Business Documents: Research Report and Table of Contents
Obj. 3.01
Business Documents:
Research Report
and
Table of Contents
3.01 Research Rpt. and TOC

29. Research Report (MLA) What is a Research Report?
It is a multi-page document that usually contains several sub-topics of information related to one main topic.
Example of use (of a Research Report):
A marketing research report summarizing the supply and demand statistics for a new product.

30. Research Report: Components
Components of a Research Report:
Title page (optional) – includes the following:
the name of the document
the writer’s name
the teacher/professor’s name (optional), and
the date of publication

31. Research Report: Components (Continued)
The Title of a report is required.
The Title includes the identifying
information and is keyed in the top
left margin of the Report.

32. Research Report: Components (Continued)
A Header is placed on every page of the report and includes:
the writer’s last name, and
the page number

33. Research Report: Components (Continued)
The Body of the Report is the content
(the paragraphs).
Parenthetical citations are reference notes keyed in the body of the report.

34. Research Report: Components (Continued)
Endnotes/Footnotes:
Endnotes and Footnotes are another type of reference format used in reports, but recommended for use only when necessary to add commentary or to clarify.
Endnotes are typically used to add commentary
References are used to cite a source

35. Research Report: Components (Continued)
A Works Cited is:
a complete listing of references cited parenthetically in the Report
it is keyed on a separate page
Notes (Page):
a complete list of resources and references used to accompany endnotes

36. Table of Contents (TOC)
A Table of Contents is:
used to accompany a report, document, or manuscript to list the topics and sub-topics in the order in which they occur.
Example of use of a TOC:
Chronological listing with page numbers of
contents of an accompanying research report

37. Table of Contents (TOC) (continued)
Components (in order)
Table of Contents (title)
List of topics and subtopics and their respective page numbers
Page number - in Roman Numeral style at the bottom of the page

38. Apply correct table format.
Tables
Apply correct table format.

39. What is a Table?
A table is a grid of rows and columns used to display and organize information.

40. Creating a Table Columns Cell Rows Gridlines
Tables are created by defining the number of rows and columns that will be needed to enter information.
Rows show the horizontal arrangement of data.
Columns show the vertical arrangement of data.
Cells are the boxes that are formed as the row and column intersect.
Gridlines are the vertical and horizontal lines in the table.
Columns
Cell
Gridlines
Rows

41. Formatting a Table EAST MIDDLE SCHOOL Career and Technical Education
Center the main title in all capital letters and bold.
Center the secondary title in initial caps and bold. DS
Right align number entries.
Left align or center text entries. DS
Key the $ symbol in the first entry to show currency.
Center and bold column headings.
Teacher
Subject
Remaining Budget
James Massey
Career Decisions
$900.32
Carrie Shore
Business Technology
834.90
Mandy Johnson
Keyboarding
547.24
Source: EMS Faculty Handbook
SS or DS between table entries (body).
Left align the source note under the table, which identifies the source of the information in the table.

42. Parts of a Table Main Title Secondary Title Column Headings Body
TOP 10 BROADWAY GROSSES
Week Ending September 12, 2003
Production
Gross This Week
Gross Last Week
Annie Get Your Gun
$572,885
$671,363
Cabaret
466,670
515,787
Fosse
566,644
605,993
Les Miserables
375,318
436,915
Miss Saigon
395,522
434,641
Ragtime
420,902
539,159
The Lion King
880,717
875,772
Totals
$3,678,658
$4,079,630
Source: Online Productions
Key the $ symbol in the first entry to show currency for the number entries.
Column Headings
Body
Source
Key the $ symbol with total entries to show currency.

43. Inserting Tables If the table is the only object on the page:
Center the table vertically, leaving equal top and bottom margins.
Center the table horizontally, leaving equal left and right margins.
For best results use automatic vertical and horizontal centering features in your word processing software (if available).
Equal top and bottom margins
Equal left and right margins

44. Inserting Tables If the table is inserted between text:
Double space above and below the table. DS DS

45. Table Notes to Remember
Center the main title in all capital letters and bold.
Double space after the main title.
Center secondary titles in initial caps, and bold.
Double space after the secondary title.
Center align and bold column headings.
Single or Double space is appropriate between entries.
Text entries may be aligned on the left or centered.
Numerical entries are usually right aligned.
The source note should be left aligned under the table.