Helpful Hints for Typing Letters

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Helpful Hints for Typing Letters
Designed by Regina Crews, Secretary of Student
Support Services
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Saving Time Space

• Sometimes it may be necessary to pre-date letters
  for signatures so that the date appearing on the
  letter will not be an old date.
• In order to save money, type in-house
  correspondence on plain paper. Use your
  letterhead for outside correspondence.
• When mailing the same letter to different
  individuals, just file one copy of the
  correspondence with an attached list of those who
  received the correspondence. (This will save
  filing space.)
• Attach a list of names and addresses with the
  letter going to several people for proofing
  rather than running the same letter several
  times. Letters and envelopes should be printed
  and kept in the same order.

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• Whenever possible, create standard forms on the
  computer. (This eliminates the need to type
  information on a typewriter.)
• Use routing slips to send internal
  correspondence. Always indicate the person who
  should receive and maintain the material by
  listing that persons name last. (If it is to be
  routed back to you, put your name last on the
  list.)
• Type all envelopes first when sending
  correspondence to different people. (This keeps
  you from forgetting someone.)

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What is in a Name?

• Be especially sure all names (proper or common)
  are spelled correctly.
• Use courtesy titles in inside addresses and on
  envelopes.
• Do not use courtesy titles in the signature line.
• Capitalize only the first word in a complimentary
  closing. Example Very truly yours, Jane Doe.
• Know the correct titles of your personnel and be
  consistent with their usage.

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Do Not Cut Corners

• The word ATTACHMENT should always be typed in
  the upper right hand corner of the page. If you
  have a page that is printed in landscape and
  inserted in between pages printed in portrait,
  determine the correct placement of the page and
  type ATTACHMENT in the upper right hand corner
  for ease to the reader.
• Side headings are typed on the left corner.
• Always type reference initials.

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• When materials are to be sent with a letter,
  indicate this by typing the word Enclosure
  following the reference initials.
• (Do not forget to enclose the materials. If
  several items are to be enclosed, it may be
  helpful to list them.) Example Enclosures
  Map, Catalog, News Article
• Use small letter c with no punctuation to
  indicate copy notation.
• Postscripts are optional. If used, postscripts
  should be formatted according to letter style.

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• Co-signatures may be placed side-by-side or
  stacked depending on the length of the letter.
  The highest ranking person is ultimately
  responsible for the letter and should be placed
  last.
• Line up Roman Numerals on the right. Example
• I
• II
• III

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Drafts

• Always format and complete all drafts before
  placing them on your letterhead.
• Always keep your most recent draft, so you can
  route it along with the typed copy to the
  responsible person for writing the letter. Do
  not submit drafts when submitting the final
  approved letter for signature. Keep all
  accompanying documents in the correct order.
  (Example Attachments should be in order of A,
  B, C, etc.)
• Ensure that all pages in drafts are included, in
  the correct order, and are not upside down.

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The Long and Short of It

• Short letters may be double-spaced or smaller
  margins may be used.
• Use mail merge features when mailing to a large
  group. (This saves time for you and your
  supervisor by not having to re-proof everything.)
• When your supervisor asks you to send
  correspondence to someone and you do not have the
  address, it is your responsibility to get the
  address. (Either look it up or call someone that
  may know, but do not tie up your supervisors
  time by asking them to get it. This applies to
  phone
• numbers as well.)

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• When filing correspondence, be sure the
  correspondence with the most recent date is in
  front.
• File the correspondence copy after the person has
  signed the letter. (This way you know you have
  filed the perfected correspondence.)
• When formatting correspondence for more than one
  person, the person with the highest rank in name
  will appear last because, ultimately the highest
  ranking person is responsible for the letter.
• Use spell check! Use spell check! Use spell
  check!
• Keep a reference manual at your work station for
  quick references. The Gregg Reference Manual by
  Glencoe/McGraw-Hill, 8th Edition by William A.
  Sabin comes highly recommended.

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• Thank you for your participation in this
  workshop. I hope you found the information
  useful. Please complete and turn in an Academic
  Enrichment Summary. If you are viewing this
  workshop via the internet please come by the
  Student Support Services office to complete an
  Academic Enrichment Summary or you may click on
  the link in the directions box on the Workshops
  page and print one out or
• e-mail it to rcrews_at_wallace.edu so that we may
  document your participation. Handouts available
  upon request.
• EXIT