Transcript Document Formatting - Walton County School District

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
 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?
 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
 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 Sincerely yours
Signature: writer's handwritten signature
Writer’s Identification: writer’s typed name and address
to your local chapter adviser. 25 pts
Letter Should be Centered Vertically on the Page.
 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
 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?
 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?
 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?
 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
 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
What goes in a memo?
 Heading
 To, From, etc
 Opening
 Purpose
 Context
 The problem
 Task
 What to do
 Summary
 Longer than page
 Not longer, no summary
 Discussion
 Details
 Closing
 Nice, take action
Report
 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
 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
 Title of Report (Initial Caps)
 Indent the first sentence in each paragraph by
Summary
 In this Unit, you have learned how to format:
 Personal Business Letters
 Business Letters
 Memos
 Academic Report
The End