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Document Formatting

Document Formatting . Correspondence: Letters, Memos, and Reports. What is a Personal-Business Letter?. Written from a person to a company Example uses for personal-business letters To accompany returned goods Complaint letter Thank you letter Résumé cover letter.

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Document Formatting

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  1. Document Formatting Correspondence: Letters, Memos, and Reports

  2. What is a Personal-Business Letter? • Written from a person to a company • Example uses for personal-business letters • To accompany returned goods • Complaint letter • Thank you letter • Résumé cover letter

  3. Personal-Business Letter Parts • Inside Address: name and address of the business to whom you are writing • Date Line: current date written out as month, day, and complete year • Salutation: letter’s greeting – you use the same name you used in the Inside Address – using Dear Mr./Mrs./Ms./Miss • Body: message of the letter

  4. Personal-Business Letter Parts (cont) • Complimentary Closing: letter’s goodbye – using phrases such as Yours truly and Sincerelyyours • Signature: writer's handwritten signature • Writer’s Identification: writer’s typed name and address

  5. Personal Business Letter Formatting • 2” Top margin • Inside Address and then Date – QS (press Enter 4 times) • Salutation – DS (press Enter 2 times) • Body – SS the text within the paragraph and DS between the paragraphs • Complimentary Closing – QS • Writer’s ID (name and address)

  6. Personal-Business Letter Styles and Punctuation • Block Style: all lines begin at the left margin (no paragraphs are indented) • Mixed: a colon (:) follows the salutation and a comma (,) follows the complimentary closing

  7. What is a Business Letter? • Written from one company to another company • Usually prepared on company letterhead • Letterhead is pre-designed stationery that usually contains the logo, name, address, phone and fax number for the company

  8. Business Letter Parts and Formatting • Very similar to guidelines for the Personal-Business Letter, except for the following items: • Do not type the writer’s company name and address; It should appear on the letterhead • Writer’s business title is usually typed a SS below the name

  9. Business Letter Parts and Formatting • Reference initials are added a DS (press Enter 2 times) after the Writer’s ID • Lower-case initials of the person who types the letter • Enclosure notations are added a DS below the Reference Initials • Only added if another document is enclosed with the letter in the same envelope

  10. What is a Memo? • Brief document used to communicate information at a business or an organization • Memo parts (4 Headings): • TO: - to whom the memo is written • FROM: - who the memo is from • DATE: - current date of memo • SUBJECT: - precise, short point of memo

  11. Memo Spacing • 2” top margin • All headings are DS (double spaced) and typed in all caps followed by a colon (:) • Press Tab to align following text • DS after last heading and type body of memo using SS • DS between paragraphs

  12. Business Report Formatting • Top Margin: 2” • Set line spacing to double • Center the title in ALL CAPS • Center byline in Initial Caps (By Your Name) • Choose Align Left before typing paragraphs • Indent the first sentence in each paragraph by pressing Tab

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