© 2004 South-Western/Thomson Learning Keyboarding and Formatting Essentials Module 4 Business Correspondence Learn standard memorandum format. Format letters

© 2004 South-Western/Thomson Learning

Keyboarding and Formatting Essentials Module 4

Business Correspondence• Learn standard memorandum format.• Format letters in block letter style.• Format letters in modified block style.• Modify tabs.• Create envelopes.• Improve keying speed and accuracy.


Memo parts

¶¶¶TO: Loretta Howerton, Office ManagerDS¶FROM: Lawrence Schmidt, OA/CIS ConsultantDS¶DATE: March 16, 200-DS¶SUBJECT: Memorandums for Internal CorrespondenceDS¶A memorandum is an internal communication that is sent within the means by which managers correspond with employees and vice versa.

Heading


Memo parts

SUBJECT: Memorandums for Internal CorrespondenceDS¶A memorandum is an internal communication that is sent within the organmeans by which managers correspond with employees and vice versa. Merecords of announcements, requests for action, policies and procedures.DS¶Templates, or preformatted forms, are often used for keying memos. Tempuniform look for company correspondence and save the employee the time and format each memo. Word processing software also has memo templatecustomized. An example of a template is attached.DS¶xxDS¶Attachment

Body

Attachment notation

Reference initials


Memo format

Side margins: default

Position the heading about 2”

Format headings in bold Align

data

Include reference initials and appropriate notations


Distribution list

• When sending a memo to many people, refer to a distribution list at the end of the memo.

TO: Safety Committee--Distribution Below

FROM: Gerald Ciccarelli, Vice President

DATE: September 15, 200-

Attachment DS Distribution List:

Peter GibbsAngela SanborneCollin UrbanskiLillian WangLynda Zatik

Tab


Electronic mail

• Electronic mail (or e-mail) is an informal message sent by one computer user to another.

• Electronic mail requires:– An e-mail address.– An e-mail program.– Access to the Internet.


E-Mail heading

• Key the e-mail addresses accurately.

• Use a specific subject line.

•

E-Mail

To: [email protected] cc: [email protected] [email protected]

Subject: March Staff Development

Attachment: Agenda.doc

Message:

The March staff development session will be held on Thursday, March 5, at 2 p.m. in the fifth floor conference room. Please allow two hours for this program.


E-Mail body

• SS the body.

• DS between paragraphs.

• Do not indent paragraphs.


Composing e-mail messages

• Write clear, concise messages that are free of spelling and grammatical errors.

• Do not vary fonts or use uppercase for emphasis.

• Use e-mail abbreviations and emoticons with caution.

• Do not send e-mail messages in haste or anger.


Letter parts

• Letterhead

• Dateline

• Letter address

• Salutation

• Body

• Complimentary closing

• Writer’s name and title

• Reference initials

• Enclosure notation


Letter format guides

• Remember that appearance creates that critical first impression.

• Use default margins (1.25") or 1".

• Use 12-point font for ease of reading.

• Position the dateline about 2" from the top of the paper.

• SS paragraphs; DS between them.

• Center a short letter vertically.


Letter formats

• Two widely accepted letter formats are:– Block.– Modified block.


Block format

• Block– All lines begin at

the left margin.


Block format

• Dateline– Position date about 2”

from the top of the paper.

– QS below dateline.

• Letter address– Person who receives

the letter.– Include courtesy title.– One space before ZIP

Code.


Block format

• Salutation– Use an appropriate

courtesy title.– Use open punctuation (no

punctuation follows the salutation or the complimentary close) for most letters.

• Body– SS paragraphs.– DS between paragraphs.


Block format

• Complimentary closing– DS below the body.– Capitalize only first word.

• Writer’s name and title– QS below

complimentary closing.– Key the name and title in

either one or two lines.


Modified block format

• Modified block– Begin at left margin:

• Letter address.• Salutation.• Body.• Reference initials.• Enclosure notation.

– Begin at center point:• Dateline.• Complimentary closing.• Writer’s name and title.


Modified block format

• Set a tab at the center of the page (3") to position the date and closing lines at the center.

Tab at 3"


Insert date feature

Insert menu,Date and Time

Month-day-year format.

If desired, checkUpdateautomatically.


Envelope feature

Tools menu, Letters and Mailings, Envelopes and Labels.

Click the Add to Document button.

Click the Omit box to omit printing the return address.

The envelope displays in the document.


Business envelopes

• An alternative format for the letter address:– Block format.– ALL CAPS, no punctuation.

MS ALICE OTTOMANPREMIERE PROPERTIES INC52 OCEAN DRIVENEWPORT BEACH CA 92747-6293


Proofreading procedures

Six steps to finalizing documents: 1. Check spelling.2. Proofread on screen. 3. Use Print Preview to verify placement

and check the overall appearance.4. Save and print. 5. Proofread printed document against

source document. 6. Revise, save, and reprint if necessary.


Check spelling

• Use the Spelling and Grammar feature to check the spelling in your document.


Keyboarding Essentials Module 4

Critical Thinking

Spelling and grammar checkers are tools to help you find and correct errors. However, you should use these checkers with care. Why are they not infallible?

Documents

© 2004 South-Western/Thomson Learning Keyboarding and Formatting Essentials Module 4 Business Correspondence Learn standard memorandum format. Format letters