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Business Documents. Resume, Business Letter & Memo. Résumé. Résumé – a brief and accurate summary of educational and work experiences used when applying for a job. It is often the first impression that a prospective employee makes on an employer. It may be sent as an attachment to an email

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Business documents

Business Documents

Resume, Business Letter & Memo

R sum

Résumé – a brief and accurate summary of educational and work experiences used when applying for a job. It is often the first impression that a prospective employee makes on an employer. It may be sent as an attachment to an email

Margins– No less than .5 inches. Use white space uniformly to create a professional appearance and emphasize the content

R sum1

  • Components

    • Identifying information – name, address, phone number(s), email address

    • Education

      • Listed in chronological order beginning with the most recent

      • If not graduated yet, list date of expected graduation

      • Include courses enrolled that directly relate to the position sought

    • Experience or Employment history - Listed in chronological order, beginning with most recent

      • Include type of position, name and location of organization, dates of employment, and brief description of responsibilities

      • Use action statements

      • Experience may be keyed before education

R sum2

  • Components (Cont)

    • References – Listed with permission of the reference

      • If included on the résumé, include name and contact information

      • If not included on the résumé, a statement indicating that references will be provided upon request should be included

    • Optional Information

      • Objective – A concise statement of your purpose, usually addresses a specific job

      • Activities and interests, such as reading, skiing, hiking, Boy Scouts, choir, and fishing, etc.

      • Community service such as volunteering at the local hospital or animal shelter, Big Brother, tutoring, etc.

      • Awards and recognitions that indicate leadership ability, service to others, expertise

      • Languages spoken – especially applicable when applying to companies with international holdings and interests or in communities with diverse cultures

R sum3

  • Guidelines for Keying

    • Contact’s name is usually keyed in large font in the header section, followed by his/her contact information, usually keyed in smaller text

    • The sections are commonly divided into columns – headings on the left and descriptive text on the right

    • Limit one page as often as possible

    • Must be free of any errors

    • Format and text should be easy to read and attractively presented

    • Do not use a font size less than 11 or 12 pt

    • Never use relatives or peers as references

Business letter
Business Letter

businessletteris a form of communication used to convey a formal message to one or more parties

  • Letters may be sent as an attachment to an email

  • Examples of uses:

    • Company’s communication to stockholders

    • Superintendent’s communication to parents

    • Bank’s communication to customers

Business letter1
Business Letter

  • Components (in order):

    • Letterhead (optional) – preprinted information in the header and sometimes in the footer that usually contains the company name, address, email address, logo, and other contact information

    • Dateline – the date the letter is written, spelled out, such as April 30, 2010, not 4-30-2010

    • Attention line (optional) – keyed on the first line of the inside address and used to address a specific person or job (Sales Manager) within an organization

    • Inside address – the name of the addressee, name of the business, street address, city, state abbreviation, and zip

Business letter2
Business Letter

  • Components (Cont):

    • Salutation – the greeting, such as Dear Mr. Cox

    • Subject line (optional)

      • Keyed below the salutation because it is considered part of the message

        • Key the word Subject in all caps, followed by a colon and the topic, also in all caps

        • Used to give the reader a quick overview of the topic

    • Message – the letter content. Key paragraphs in single space format with a double space between

    • Complimentary closing – the goodbye, such as Sincerely

Business letter3
Business Letter

  • Components (Cont):

    • Company signature (optional) – the keyed name of the company in all caps, placed a double space below the complimentary close

    • Writer’s signature block (Typed Name)– the author’s name and title, which may be keyed on one or two lines, depending on length

    • Reference initials – the initials of the typist of the letter and sometimes the author as well (keyed first)

      • Example: bc/mw or BC/MW

      • No punctuation is used with the initials

    • Enclosure notation (optional) – indicates that another document is included with the letter. Sometimes the enclosures are identified. Example: Enclosure: Résumé

    • Copy notation (optional) – indicates the names of other parties who have received copies of the letter. Example: cc Mrs. Dian Moon

Business letter4
Business Letter

  • Punctuation styles

    • Mixed punctuation (standard) means that a colon is keyed after the salutation (Dear Mrs. May:) and a comma after the complimentary close (Sincerely,)

    • Open punctuation means that no punctuation is used after the salutation or the complimentary close

  • Format

    • In block style, all lines begin at the left margin

    • In modified block style, the date and closure are keyed at center point (usually 6 tabs)

Business letter5
Business Letter

  • Guidelines for keying

    • A quadruple space follows the date line, leaving three blank lines between the date and the inside address

    • A double space follows the inside address, leaving one blank line between the inside address and the salutation

    • A double space follows the salutation, leaving one blank line between the salutation and the body

    • The body of the letter is single spaced, with a double space between paragraphs

    • A double space precedes the complimentary close

    • If the company signature is included in the letter, it is keyed a double space below the complimentary close and a quadruple space (three blank lines) above the writer’s signature block

    • If no company signature is included in the letter, the writer’s signature block is keyed a quadruple space below the complimentary close

    • A double space separates the writer’s signature block from any remaining parts of the letter

    • Reference initials, enclosure notation, copy notation, etc. are single or double spaced. Reference initials are not required when the writer is also the typist

Business letter6
Business Letter

  • Personalbusinessletter – correspondence between an individual and another individual or a corporate entity

    • It can be sent as a hard copy or as an email attachment

    • Examples of use:

      • Formal thank you note

      • Letter of complaint

      • Letter of application to accompany a résumé

      • Any communication you wish to express in a formal manner representing yourself, not your company

    • A personal business letter is formatted according to the same guidelines as a business letter AND includes the return address of the author at the top of the document

809 Dunbar Street Return address or Letterhead (Business)

Greensboro, NC 27402

April 25, 200- Dateline


Attention: Admissions Office

North Carolina A&T State University

1601 East Market Street Inside Address

Greensboro, NC 27411


Ladies and Gentlemen: Salutation


I will be graduating from James B. Dudley High School in May 200-, and I would like to apply for admission to North Carolina A&T State University for the fall term.

DS between paragraphs in body

Please send an application to my home address, which is listed above. I am interested in obtaining any scholarship information that you can send me also.

Thank you in advance.

Sincerely, Complimentary Close

QS Handwritten signature

William Johnson Keyed signature line


  • A memo is a form of communication used within an office, business, or organization

    • Since the advent of email, formal memos have almost become obsolete; however, they are used for interoffice communication that deals with subjects of permanent record, such as a policy notice or a change in office procedures. Emails, on the other hand, are considered temporary communication.

    • May be sent as a hard copy, as an email, or as an email attachment


  • Components:

    • Date

      • May be keyed first either at center point or at the left margin

      • Spell the date out– April 30, 2010, not 4/30/2010

    • Headings

      • TO – addressee(s)

      • FROM – senders

      • DATE – if not keyed at the beginning

      • SUBJECT – brief summary of memo content

    • Body – message

    • Writer’s name and signature (optional)

      • Used to authenticate the memo

      • OR Author may authenticate by writing his/her initials beside his/her name in the headings section

    • Special notations (optional) – such as attachment or copy notation


  • Guidelines for keying

    • The basic headings: TO or MEMO TO, FROM, and, SUBJECT or RE, are most often keyed in all caps and bold

    • The information to the right of each heading is vertically aligned (usually one or two tabs after each heading)

    • When addressed to more than two or three recipients (or from multiple authors), vertically align each name; otherwise, separate each name by a comma and fit on one line

    • Body begins a double space below the last heading

    • The writer’s name or initials may be keyed a double space below the last line of the body (optional)

    • Paragraphs are single spaced with a double space between

    • Paragraphs may be blocked or indented