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Formatting Business Documents

Formatting Business Documents. Letters and Memos. Letter Format. Typing (Keying) Single spacing with double-spacing between paragraphs. Errors should not be corrected after printing. Paragraphing Breaks should be at logical points in message EVEN appearance White space

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Formatting Business Documents

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  1. Formatting Business Documents Letters and Memos

  2. Letter Format • Typing (Keying) • Single spacing with double-spacing between paragraphs. • Errors should not be corrected after printing. • Paragraphing • Breaks should be at logical points in message • EVEN appearance • White space • Center letter VERTICALLY on page

  3. Letterhead Dateline Inside Address Attention Line Salutation Subject Line Body Complimentary Closing Signer’s identification (signature lines) Reference initials Enclosure reminder CC Notation Letter FormattingParts of a Letter

  4. Letter FormattingStyles • Blocked Style (or Full-Block) • All letter parts begin at left margin. Most common. Fastest arrangement to prepare. • Modified Block • Date line, complimentary closing, signature lines begin at center of line (does not mean center horizontally) • Can have indented paragraphs or non-indented paragraphs • Simplified • All parts begin at left margin as in block style. • No salutation – Subject line is included in All Caps • No complimentary close • Signature block is All Caps

  5. Letter FormattingPunctuation Style • OPEN • No punctuation is used after the salutation and complimentary close. • STANDARD or MIXED • Punctuation included after salutation and complimentary close. Be consistent – don’t put punctuation after “Dear Mr. Smith,” but forget to put punctuation after “Sincerely”

  6. Letter FormattingPlacement on Page • If a one-page letter, center “vertically” on page. • Word: Page Setup, Layout, Page, Vertical Alignment—Center • A 2-inch top margin may also be appropriate. • Leave at least 1-inch at the bottom of the page if 2-page letter. • Spacing • Single-spaced body with double-spacing between paragraphs. REFER TO SECTION 13 OF THE GREGG REFERENCE MANUAL FOR MORE INFORMATION.

  7. Memo Formatting • Traditional Memo • TO • FROM • DATE • SUBJECT • Simplified Memo • Headings are omitted • Format is more like a simplified letter The format of a memo is more flexible.

  8. Memo Formatting • Use 1-inch top margin • Use Plain Paper (not letterhead) • Use 1-inch side margins • Make guide words (TO, FROM, DATE, SUBJECT) All Caps. • Double-space guide words. • 2 to 3 spaces between SUBJECT and body of memo. • Set a tab so entries following guide words will all block at left.

  9. Letters and MemosTemplates • In Word (and other word processing programs), there are templates that make formatting these documents easier.

  10. Folding and Inserting LettersIn Envelopes

  11. Assignment for Next Week • KEY letters and memos assignment (for a grade). Handout. • READ Chapter and DO Checkpoints for Chapter 3: Developing Business Messages. • Complete Applications: • 1: a through e only • 2: a through e only • 3: All • 5: a, b, c only • 7: a, b, c only • 15: a through e only • 18: use Editing Symbols in Appendix B

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