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Document Formatting . Personal Business Letters and Common documents. Purpose of Document Formatting. In this Unit, we will learn how to format personal business letter, business letters, and memos

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document formatting

Document Formatting

Personal Business Letters and Common documents

purpose of document formatting
Purpose of Document Formatting
  • In this Unit, we will learn how to format personal business letter, business letters, and memos
  • Regardless of your future occupation, knowing how to communicate effectively with businesses is essential
  • To communicate effectively, there are rules that must be followed on how your documents should look
  • During this presentation, pay careful attention to spacing between document parts (that includes any margin changes)
what is a personal business letter
What is a Personal Business Letter?
  • Is a letter written from a person to a company
  • Can be used for any purpose that requires written communication from an individual to a company
  • Such as:
    • To accompany returned goods
    • Complaint letter
    • Thank you letter
    • Résumé cover letter
personal business letter parts
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 or ‘meat’ of the letter
  • 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
personal business letter order and spacing
Personal Business Letter Order and Spacing
  • 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)
personal business letter styles and punctuation
Personal Business Letter Styles and Punctuation
  • There are two types of letter styles that are acceptable in business:
    • Block style – all lines in the letter begin at the left margin (no tabbing or indenting)
    • Modified block style – date line, complimentary closing and writer’s identification begin at midpoint
    • Semi-modified block style - date line, complimentary closing and writer’s identification begin at midpoint and all body paragraphs are indented (or tabbed over) ½”
  • There are two types of letter punctuation that are acceptable in business:
    • Mixed punctuation – there will be a colon (:) after the salutation and a comma (,) after the complimentary closing
    • Open punctuation – there will be NO punctuation after the salutation or complimentary closing
what is a business letter
What is a Business Letter?
  • Represents a company not an individual
  • Usually prepared on company letterhead
    • Company letterhead is official company stationery that often contains a logo along with the name, address, phone and fax number
    • Follow this link to look at sample letterheads
what are the differences between a personal business and business letter
What are the differences between a Personal Business and Business Letter?
  • Writer’s company name and address should appear in the letterhead, so there is no need to type it again at the bottom of the letter
  • Writer’s business title is usually keyed under the name
  • Reference initials are added a DS (press Enter 2 times) after the Writer’s ID –
    • These initials are of the person who types the letter
    • Used to easily locate who typed the letter
  • Enclosure or Attachment notations are added a DS below the Reference Initials
    • This is a special section that is only added if something else is either physically attached to the letter or accompanying the letter in the same envelope
what is a memo
What is a Memo?
  • Used to communicate information quickly throughout a business or organization
  • Memo parts:
    • TO: - to whom the memo is written
    • FROM: - who the memo is from
    • DATE: - current date of memo
    • SUBJECT: - precise, short point of memo
memo spacing
Memo Spacing
  • 2” top margin
  • Each of the four headings are DS (double spaced) and keyed in all caps followed by a colon (:)
  • After the colon, the Tab key is pressed to line up the text that follows
  • Be sure to check under Document Examples in Unit 7
  • There are many different acceptable ways to format a report
  • Formatting depends upon the type and reason for report
  • Examples are:
    • Academic report
    • Technical report
academic report formatting
Academic Report Formatting
  • Use default margins (don’t change margins)
  • Change line spacing to double (entire document DS)
  • Four headings at the top left margin
    • Student’s name
    • Teacher’s name
    • Class or Subject
    • Date
  • After the Date heading, key the title of the report using initial caps (capitalizing the first letter of important words) then press Enter to begin keying report
  • Indent the first sentence in each paragraph by pressing the Tab key
  • In this Unit, you have learned how to format:
    • Personal Business Letters
    • Business Letters
    • Memos
    • Academic Report