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Format and Layout of Business Documents

Format and Layout of Business Documents. Appendix B Page A27-A40. First Impressions. Important Lasting. Document Appearance: Neatness, Accuracy, Format. Spacing Terminology. SS – Single space – 1 enter DS – Double space – 2 enters TS – Triple space – 3 enters

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Format and Layout of Business Documents

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  1. Format and Layout of Business Documents Appendix B Page A27-A40

  2. First Impressions • Important • Lasting Document Appearance: Neatness, Accuracy, Format

  3. Spacing Terminology • SS – Single space – 1 enter • DS – Double space – 2 enters • TS – Triple space – 3 enters • QS – Quad space – 4 enters

  4. Standard Parts of a Business Letter • Date • Letter Address (address of receiver) • Salutation/Greeting • Body of letter • Complimentary Close • Writer’s Name and Title • Reference Initials of typist • Enclosure notation (if item is enclosed) • Copy Notation (if used) • Letter & Memo examples.doc

  5. Letter Placement Letter should be attractively placed on page— • same left and right margins • date moved down so letter looks centered on page vertically • Not directly below letterhead as shown in book • A little above exact vertical center

  6. Addressee / Delivery Notations – between date and inside address Attention Line – second line of inside address Subject Line – DS after salutation Company Name – All Caps and DS after complimentary close Reference Initials – DS after sender’s name and title Other Letter Parts

  7. Other Letter Parts(continued) • Enclosure Notation – DS after reference initials (if applicable) • Copy Notation – DS after enclosure notation (if applicable) • Postscript – DS after copy notation (if applicable)

  8. Second-Page Heading Receiver’s Name Page # Date Receiver’s Name 2 Date

  9. Block – Everything begins at left margin Modified Block – Everything begins at left margin except Date Complimentary close Sender’s name & title Tab over to 4.5 to type these Formats for Letters

  10. Formats for Letters(continued) • Simplified – Block style letter with following changes: • No salutation • No complimentary close • Added subject line • Excellent choice when writer does not know name of person to whom writing.

  11. Format Punctuation • Mixed Punctuation: • colon (:) after salutation • comma (,) after complimentary close (Used often in business) • Open Punctuation: • No punctuation after the salutation or complimentary close

  12. Memo Format Memo Heading (DS) To: J. B. Lyles From: Dorothy Warren Date: September 15, 200- Subject: Memo Formats TS after heading • Memo Body • Single space paragraphs; double space between • Paragraphs not indented • Memo End • No complimentary close / signature block; sign or write initials next to name in “from” line • Other parts included as appropriate (reference initials, enclosure / attachment notation, copy notation, etc.)

  13. Other Information • Addressing Envelopes in Word (with letter keyed and document open) • Select (1) Tools, (2) Letters and Mailings, (3) Envelopes and Labels, (4) Envelopes Tab • Letter address should appear; may key return address • Insert envelope in computer manually (check printer instructions) • Folding Letters • Fold bottom third up • Fold top third down (stopping ½ inch before crease) • Insert last creased edge first

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