Formatting Business Documents

1. Formatting Business Documents Correspondence and Memos

2. Formatting Correspondence and Memos • Many methods • Letter and punctuation styles • Stationery and margins • Required parts • Optional parts Welcome and Introduction

3. We’ve all likely seen poorly formatted memos. • We may not have known exactly what was wrong in technical terms, but there was something in that memo that bothered us. • Our job as writers is to take away those pieces and parts of communication that get in the way of understanding its proper meaning. Overview

4. Block style – simplest letter style to type – all lines begin at the left margin. (see figure one, page 515). • Modified block – basically the same, except dates and closing lines are centered. • Notice in the example (coming soon), use a colon (:) after the opening, never a comma! Note: In a business memo, there is no salutation. Vocabulary

5. Stationery and margins • Most letters are typed using standard-sized paper, 8.5” x 11.” Typically, in a business setting, the first page is typed on letterhead paper showing all the company information printed neatly at the top (see page 515 for examples). • Margins are usually 1” all the way around the paper. Most word processing programs default naturally to either 1” or 1.25” as a format. Vocabulary

6. Date • Current month (spelled out) - January 13, 2009 • Inside Address • Provide the name and location (address) of the person to whom you are writing. Include a personal title (Mr., Mrs., Ms., etc.). Use standard postal codes for state abbreviations. • Salutation • Use the same name in the inside address and the salutation. Try and get a real title and if you can’t, use a non-sexist generic title, e.g., Dear Human Resources Manager: Required Parts

7. Body • Single space the lines of each paragraphs and leave one blank line between paragraphs. • Page 2 (heading) • Insert page number in upper top right margin. Be sure to check with APA style guidelines if doing a formal paper! • Complimentary Closing • Capitalize first word only. Allow four spaces for signature area. Use a comma in the closing! • Signature • Sometimes, women include a personal title they prefer, men never include a personal title in the actual signature. (see examples, page 515) Required Parts

8. Writer’s identification • The identification information begins on the fourth line following the closing. Typically, don’t us a personal title, if you use it, separate it by using a comma. • Reference initials • Often no longer used. These used to be the initials of the typist. If used, type in lower case in the left margin with out periods. Do not include these if you’ve typed your own letter! Required Parts

9. Subject line • Most letters will include a subject line or the initials Re or In Re followed by a colon. • Bulleted lists • Some companies (and readers) like to have information quickly. Adding bullets draw your attention to the important pieces of the letter. However, make sure your bullets are an enhancement to the letter, not a distraction. • Enclosure notation • Use an enclosure notation if additional items are to be included in the envelope. If you’re doing a memo, the appropriate word is attachment rather than enclosure! Optional Parts

10. Keep reading in your textbook. • Section B has a wealth of information on proper formatting techniques. You will be responsible for knowing a variety of formats as you complete assignments in this class. • READ, READ, READ, READ APA formatting tips. Get a book, it matters – not only in this class but in the rest of your classes during this program as well! It’s up to you…