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Intro to Business Documents: Personal Business Letters and Memo’s

Intro to Business Documents: Personal Business Letters and Memo’s. Computer Applications 1 Objective 3.01: Understand Business Documents. Personal Business Letter.

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Intro to Business Documents: Personal Business Letters and Memo’s

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  1. Intro to Business Documents:Personal Business Letters and Memo’s Computer Applications 1 Objective 3.01: Understand Business Documents

  2. Personal Business Letter • Correspondence between an individual and another individual or corporate entity • Can be sent as a hard copy or e-mail attachment • Examples: • Formal Thank You Note • Letter of Complaint • Letter of Application to Accompany a Resume • Any communication you wish to express in a formal manner representing yourself, not your company

  3. Personal Business Letter Formatting: • Uses the same guidelines as a business letter • Includes the return address of the author at the top of the document

  4. Letter of Application • Personal Business Letter sent to a potential employer • Accompanies your resume • The letter is address to a person, not “Personnel Director” • Also known as a Cover Letter

  5. Paragraph Organization • Paragraph 1: • Introduces applicant to the prospective employer • Describes what position he/she is applying for • Tells how he/she learned of the job opening • Paragraph 2: • Details his experience and education • List skills that differentiate you from other applicants • Paragraph 3: • Requests an interview • expresses interest in the company • tells how you wish to be contacted

  6. Memo • A form of communication used within an office, business or organization • Used for interoffice communication that deals with subjects of permanent record • Examples: • Policy notice • Change in office procedures • E-mails are considered temporary communication • May be sent as a hard copy, an e-mail or an e-mail attachment

  7. Date May be keyed at center point, left margin, or in Heading section (see below) Spell the date out (ex. April 16, 2009) Headings To: Addressee (s) From: Senders Date: omit if above Subject: brief summary of content Margins: Uniform white space Body message Writers name & signature (optional) May be used to authenticate the memo, or Author may authenticate by writing his/her initials beside their name in the headings section Special Notations (optional) Enclosure Notation Copy Notation Components

  8. Guidelines for Memo • Headings keyed in ALL CAPS and bold (To, From, Date, Subject) • Information to the right of the heading is vertically aligned (1-2 tabs after heading) • With multiple recipients/authors, vertically align names • Body is double space below last heading • Writers name or initials may be keyed double space below the last line of the body (optional) • Paragraphs singe spaced within, double spaced between • Paragraphs may be blocked or indented

  9. Memo Example TO: Computer Applications Students FROM: Barbara Tish Honea DATE: September 17, 2009 SUBJECT: Independent Practice Please complete the following assignments for Independent Practice today: IP: Personal Business Letter-p. 165 IP: Memo-p. supplemental (This is a handout-not in your folder)

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