Memorandums and Letters
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Transcript of Memorandums and Letters
Memorandums and Letters
Apply correct memo and letter formats.
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.
What are Memorandums?
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)
Memo Formatting Rules
Margins: TM-2inches RM-1inch
BM-1inch LM-1inch
TO:(Reader’s name)
FROM:(Author’s name)
DATE:(Complete and current date)
SUBJECT:(What the memo is about)
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:
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
Keying Formal Memos
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”
Memo heading
Memo body
Typist initials
Parts of a Memo
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.
Notes to Remember!
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.
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.
Types of Letters
1. Return Address-the address of the person writing the letter. Letterhead if the letter is from a business.
2. Dateline-Complete and current date.3. Letter Address/Inside Address-the
address of the person receiving the letter.
4. Salutation-the greeting of the letter. Example: Dear Sir or Madam:
5. Body-the message of the letter.6. Complimentary Close-the ending of
the letter. Example: Sincerely yours,7. Keyed Name-the authors typed
name.8. Handwritten Signature-the author
signs the letter after it has been printed.
9. Typist Initials-initials of the typist..
Major Parts of a Letter
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.
Formatting a Letter
Margins: TM-2inches RM-1inch
BM-1inch LM-1inch
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.
Parts of a Block Style Letter
Return address
Letter address
Body
Complimentary Close
Enclosure notation
Date
Salutation
WriterCopy Notation—key a DS after the last line of the letter.
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. SmithSincerely yours
Punctuation Styles
Example:
Dear Ms. Smith:
Sincerely yours,
Mixed Punctuation A colon is in the
salutation and a comma is in the close.
Personal—Business Letterwith Mixed Punctuation
Mixed Punctuation:
The colon is keyed in the salutation and the comma is keyed in the complimentary close.
Return Address:
The personal-business letter uses the return address with the dateline a single space beneath.
Business Letter with Open Punctuation
Open Punctuation:
The colon is not keyed in the salutation and the comma is not keyed in the complimentary close.
Letterhead:
The business letter uses letterhead instead of a return address, which consists of the business’ name, address, phone/fax/email, and logo.
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.
Special Letter Parts
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.
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.
Notes to Remember!
Paragraph Formats
Implement paragraph formats.
Block style – all lines of text are aligned with the left margin
the first line of a paragraph is not 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
Paragraph Formats
Example:
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Example:
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
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
Paragraph Formats
Example:
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
When text is centered between the left and right margin
Commonly used when formatting:
◦ Invitations◦ Announcements◦ Title pages
Horizontal Centering
Lets Hoop It Up!!!
Participate in our
Hoops For Heart
Campaign to help raise money for the
American Heart Association
February 27-March 3, 2006See your PE teacher for more details.
Horizontal CenteringUsing the menu bar
1. Access the Format menu bar option
2. Select the Paragraph option
Horizontal CenteringUsing the menu bar
3. Choose Centered alignment from the Paragraph window
Horizontal CenteringUsing the tool bar
Click on the Center alignment button on the tool bar
When text is centered between the top and bottom margin
Commonly used when formatting:
◦ Invitations◦ Announcements◦ Title pages
Vertical Centering
Vertical Centering
1. Select Page Setup from the File menu bar option
Vertical Centering
2. Select the Layout tab from the Page Setup window
3. Choose Center alignment from the Vertical alignment list
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Obj. 3.01
Business Documents:Research Report
and Table of Contents
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Research Report (MLA)
What is a Research Report? 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.
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Research Report:Components
Components of a Research Report:
◦Title page (optional) – includes the following:
the name of the document the writer’s name the teacher/professor’s name (optional), and
the date of publication
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Research Report:Components (Continued)
The Title of a report is required.
The Title includes the identifying information and is keyed in the topleft margin of the Report.
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Research Report:Components (Continued)
A Header is placed on every page of the report and includes:◦the writer’s last name, and ◦the page number
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Research Report:Components (Continued)
The Body of the Report is the content (the paragraphs).
Parenthetical citations are reference notes keyed in the body of the
report.
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Research Report:Components (Continued)
Endnotes/Footnotes: ◦Endnotes and Footnotes are another type of reference format used 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
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Research Report:Components (Continued)
A Works Cited is: ◦ a complete listing of references
cited parenthetically in the Report
◦ it is keyed on a separate pageNotes (Page):
◦ a complete list of resources and references used to accompany endnotes
◦ it is keyed on a separate page
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Table of Contents (TOC)
A Table of Contents is: used to accompany a report, document,
or manuscript to list the topics and 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
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Table of Contents (TOC) (continued)
Components (in order)
a. Table of Contents (title)b. List of topics and subtopics
and their respective page numbers
c. Page number - in Roman Numeral style at the bottom of the page
Tables
Apply correct table format.
What is a Table?
A table is a grid of rows and columns used to display and organize information.
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. Gridlines are the vertical and horizontal lines in the table.
Columns
Rows
Gridlines
Cell
EAST MIDDLE SCHOOL
Career and Technical Education
Formatting a TableCenter the main title in all capital letters and bold.DS
DS
Teacher Subject Remaining Budget
James Massey Career Decisions $900.32
Carrie Shore Business Technology 834.90
Mandy Johnson Keyboarding 547.24
Source: EMS Faculty Handbook
Center the secondary title in initial caps and bold.
Center and bold column headings.
SS or DS between table entries (body).
Left align the source note under the table, which identifies the source of the information in the table.
Left align or center text entries.
Right align number entries.
Key the $ symbol in the first entry to show currency.
Parts of a TableTOP 10 BROADWAY GROSSES
Week Ending September 12, 2003
Production Gross This Week Gross Last Week
Annie Get Your Gun $572,885 $671,363
Cabaret 466,670 515,787
Fosse 566,644 605,993
Les Miserables 375,318 436,915
Miss Saigon 395,522 434,641
Ragtime 420,902 539,159
The Lion King 880,717 875,772
Totals $3,678,658 $4,079,630
Source: Online Productions
Main Title Secondary Title
Column Headings
Body
Source
Key the $ symbol in the first entry to show currency for the number entries.
Key the $ symbol with total entries to show currency.
Inserting Tables 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 marginsEqual left
and right margins
Inserting Tables
DS
DS
If the table is inserted between text: Double space above and below the table.
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.