Memorandums and Letters

1. Memorandums and Letters Apply correct memo and letter formats.

2. What are Memorandums? • A memorandum is a short message from one person to another in the same business or organization. • Memorandums are usually referred to as memos. • Memos have no salutation line and no signature area at the end.

3. Memo Formatting Rules • Use a standard font style and font size i.e. Times New Roman/Arial and 12 point font. • Single Space within paragraphs and double space between paragraphs. • All parts of the memo begin at the left margin, including paragraphs. (Block Style Format) Margins: TM-2inches RM-1inch BM-1inch LM-1inch

4. Memo HeadingThe formal memorandum uses a special heading, sometimes preprinted on stationery. Typically, words in the memo heading are keyed in ALL CAPS, bold, followed by a colon, and double spaced as follows: TO:(Reader’s name) FROM:(Author’s name) DATE:(Complete and current date) SUBJECT:(What the memo is about)

5. Keying Formal Memos 2” TO:Tab Tab Receiver’s name (DS) FROM:Tab Author’s name (DS) DATE:Tab Current date (DS) SUBJECT:Tab Memo topic (DS) Body-Message of the memo (DS) Typist initials • The memo heading should by keyed in all capital letters, bold, and followed by a colon. • Use the tab key to align information following the memo heading. • When keying the body, single space within paragraphs and double between paragraphs. 1” 1” 1”

6. Memo heading Memo body Typist initials Parts of a Memo

7. Notes to Remember! • If someone other than the writer of the memo keys the memo, typist initials should be included. • Typist initials are keyed in lower case with no space and no punctuation. • If you have an attachment or enclosure notation, double space after typing typist initials and type “Enclosure” or “Attachment. • Enclosure-Something is included with the memo. • Attachment-Supporting document is attached by a paper clip, staple, etc. • If someone in addition to who the memo is originally written will be receiving a copy of the memo, include a copy “c” notation.

8. Types of Letters Business Letter • A business letter is sent from a business or organization to an individual or to another business or organization. • Business letters are usually keyed on letterhead. The letterhead can consist of the business’ name, address, phone/fax/email, and logo. Personal—Business Letter • A personal-business letter is a letter that is sent from an individual using their home address to a person or business/organization.

9. Major Parts of a Letter • Return Address-the address of the person writing the letter. Letterhead if the letter is from a business. • Dateline-Complete and current date. • Letter Address/Inside Address-the address of the person receiving the letter. • Salutation-the greeting of the letter. Example: Dear Sir or Madam: • Body-the message of the letter. • Complimentary Close-the ending of the letter. Example: Sincerely yours, • Keyed Name-the authors typed name. • Handwritten Signature-the author signs the letter after it has been printed. • Typist Initials-initials of the typist..

10. Formatting a Letter Margins: TM-2inches RM-1inch BM-1inch LM-1inch • Paragraphs should not be indented in this style of letter. • Use a standard font style and font size i.e. Times New Roman/Arial and 12 point font. • Single Space within paragraphs and double space between paragraphs. Block Style is one method of formatting a letter. In this style of letter writing all parts of the letter are keyed at the left margin.

11. Return address Letter address Body Date Salutation Complimentary Close Enclosure notation Writer Parts of a Block Style Letter Copy Notation—key a DS after the last line of the letter.

12. Punctuation Styles Open Punctuation • There is not a colon or comma in the salutation and there is not a comma in the complimentary closing. Example: Dear Ms. Smith Sincerely yours Example: Dear Ms. Smith: Sincerely yours, Mixed Punctuation • A colon is in the salutation and a comma is in the close.

13. Return Address: The personal-business letter uses the return address with the dateline a single space beneath. Mixed Punctuation: The colon is keyed in the salutation and the comma is keyed in the complimentary close. Personal—Business Letterwith Mixed Punctuation

14. Letterhead: The business letter uses letterhead instead of a return address, which consists of the business’ name, address, phone/fax/email, and logo. Open Punctuation: The colon is not keyed in the salutation and the comma is not keyed in the complimentary close. Business Letter with Open Punctuation

15. Special Letter Parts • Typist initials are used when someone other than the author types the letter. Typed a DS below the writer’s name, in lowercase letters, with no space or punctuation. • Enclosure notation is used when additional items are included in the envelope with the letter. • Attachment notation is used when additional items are clipped, stapled, etc… to the letter. • Copy notation is used when a copy of the letter is sent to someone in addition to the addressee/letter address.

16. Block Style Letter with Special Parts • Typist Initial Typed a double space below the author’s keyed name. • Enclosure Notation Typed a double space below the typist initials. • Copy Notation Typed a double space below the enclosure notation.

17. Notes to Remember! • A personal business letter is correspondence sent from an individual using their home address to a person or organization. • A business letter is correspondence sent from a business to another business or to an individual. Because letterhead stationery is used, the return address is not keyed. • The top margin is usually 2“, side and bottom margins are typically 1". • Block format is one style of writing for personal-business and business letters in which all parts of the letter begin at the left margin. • Typist initials are the initials of the typist and are used when someone other than the writer prepares the letter. Lowercase letters are used, with no space, and with no punctuation, appearing a double space below the signature. • Enclosure/Attachment and Copy notations appear a double space below the typist initials.

18. Paragraph Formats Implement paragraph formats.

19. Paragraph Formats Block style – all lines of text are aligned with the left margin • the first line of a paragraph isnot indented • commonly used when formatting letters and memos Indented – the first line of a paragraph is indented • use the Tab key to indent paragraphs • commonly used when formatting reports Example: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Example: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

20. Paragraph Formats Hanging indent – a temporary left margin that indents all lines except the first line of text • the first line is flush with the left margin; each additional line is indented • commonly used when citing bibliography sources Example: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

21. Horizontal Centering • When text is centered between the left and right margin • Commonly used when formatting: • Invitations • Announcements • Title pages Lets Hoop It Up!!! Participate in our Hoops For Heart Campaign to help raise money for the American Heart Association February 27-March 3, 2006 See your PE teacher for more details.

22. Horizontal CenteringUsing the menu bar 1. Access the Format menu bar option 2. Select the Paragraph option

23. Horizontal CenteringUsing the menu bar 3. Choose Centered alignment from the Paragraph window

24. Horizontal CenteringUsing the tool bar Click on the Center alignment button on the tool bar

25. Vertical Centering • When text is centered between the top and bottom margin • Commonly used when formatting: • Invitations • Announcements • Title pages

26. Vertical Centering 1. Select Page Setup from the File menu bar option

27. Vertical Centering 2. Select the Layout tab from the Page Setup window 3. Choose Center alignment from the Vertical alignment list

28. Obj. 3.01 Business Documents: Research Report and Table of Contents

29. Research Report(MLA) What is a ResearchReport? • It is a multi-page document that usually contains several sub-topics of information related to one main topic. • Example of use (of a Research Report): • A marketing research report summarizing the supply and demand statistics for a new product.

30. Research Report:Components • Components of a Research Report: • Title page(optional) – includes the following: • the name of the document • the writer’sname • the teacher/professor’sname (optional), and • the dateofpublication

31. Research Report:Components (Continued) The Titleof a report is required. The Title includes the identifying information and is keyed in the top left margin of the Report.

32. Research Report:Components (Continued) AHeader is placed on every page of the report and includes: • thewriter’s last name,and • the page number

33. Research Report:Components (Continued) The Bodyof the Report is the content (the paragraphs). Parentheticalcitationsare reference notes keyed in the body of the report.

34. Research Report:Components (Continued) Endnotes/Footnotes: • Endnotes and Footnotes are another type of referenceformatused in reports, but recommended for use only when necessary to add commentary or to clarify. • Endnotes are typically used to add commentary • References are used to cite a source

35. Research Report:Components (Continued) A Works Citedis: • a complete listing of referencescited parenthetically in the Report • it is keyed on a separate page Notes (Page): • a complete list of resources and references used to accompany endnotes • it is keyed on a separate page

36. Table of Contents (TOC) A Table of Contents is: • used to accompany a report, document, or manuscript to list the topicsand sub-topics in the order in which they occur. • Example of use of a TOC: • Chronological listing with page numbers of contents of an accompanying research report

37. Table of Contents (TOC) (continued) • Components (in order) • Table of Contents (title) • List of topics and subtopics and their respective page numbers • Page number - in Roman Numeral style at the bottom of the page

38. Tables Apply correct table format.

39. A table is a grid of rows and columns used to display and organize information. What is a Table?

40. Columns Cell Rows Gridlines Creating a Table • Tables are created by defining the number of rows and columns that will be needed to enter information. • Rows show the horizontal arrangement of data. • Columns show the vertical arrangement of data. • Cells are the boxes that are formed as the row and column intersect. • Gridlinesare the vertical and horizontal lines in the table.

41. DS Center the main title in all capital letters and bold. Right align number entries. Left align or center text entries. Key the $ symbol in the first entry to show currency. DS Center the secondary title in initial caps and bold. Center and bold column headings. Left align the source note under the table, which identifies the source of the information in the table. SS or DS between table entries (body). Formatting a Table EAST MIDDLE SCHOOLCareer and Technical Education

42. Secondary Title Main Title Column Headings Body Source Parts of a Table Key the $ symbol in the first entry to show currency for the number entries. Key the $ symbol with total entries to show currency.

43. If the table is the only object on the page: Center the table vertically, leaving equal top and bottom margins. Center the table horizontally, leaving equal left and right margins. For best results use automatic vertical and horizontal centering features in your word processing software (if available). Equal top and bottom margins Equal left and right margins Inserting Tables

44. DS DS Inserting Tables • If the table is inserted between text: • Double space above and below the table.

45. Table Notes to Remember • Center the main title in all capital letters and bold. • Double space after the main title. • Center secondary titles in initial caps, and bold. • Double space after the secondary title. • Center align and bold column headings. • Single or Double space is appropriate between entries. • Text entries may be aligned on the left or centered. • Numerical entries are usually right aligned. • The source note should be left aligned under the table.