Memorandums and Letters

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Memorandums and Letters

• Keyboarding Objective4.03
• Apply correct memo and letter formats.

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What are Memorandums?

• 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.

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Memo Formatting Rules
Margins TM-2inches RM-1inch BM-1inch LM-1inch

• 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)

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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

• TO(Readers name)
• FROM(Authors name)
• DATE(Complete and current date)
• SUBJECT(What the memo is about)

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Keying Formal Memos

• 2
• TOTab Tab Receivers name
• (DS)
• FROMTab Authors name
• (DS)
• DATETab Current date
• (DS)
• SUBJECTTab Memo topic
• (DS)
• Body-Message of the memo
• (DS)
• Typist initials

• 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.

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1
1
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Parts of a Memo
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Notes to Remember!

• 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.

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Types of Letters

• PersonalBusiness Letter
• A personal-business letter is a letter that is
  sent from an individual to a person or
  business/organization.

• Business Letter
• A business letter is sent from a business or
  organization to another or to an individual.
• Business letters are usually keyed on letterhead.
  The letterhead can consist of the business name,
  address, phone/fax/email, and logo.

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Major Parts of a Letter

• Return Address-the address of the person writing
  the letter. Letterhead if the letter is from a
  business.
• Dateline-Complete and current date.
• Letter Address/Inside Address-the address of the
  person receiving the letter.
• Salutation-the greeting of the letter. Example
  Dear Sir or Madam
• Body-the message of the letter.
• Complimentary Close-the ending of the letter.
  Example Sincerely yours,
• Keyed Name-the authors typed name.
• Handwritten Signature-the author signs the letter
  after it has been printed.
• Typist Initials-initials of the typist..

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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.

• 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.

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Parts of a Block Style Letter
Copy Notationkey a DS after the last line of
the letter.
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Punctuation Styles

• 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. Smith
• Sincerely yours

Example Dear Ms. Smith Sincerely yours,

• Mixed Punctuation
• A colon is in the salutation and a comma is in
  the close.

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PersonalBusiness Letterwith Mixed Punctuation
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Business Letter with Open Punctuation
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Special Letter Parts

• Typist initials are used when someone other than
  the author types the letter. Typed a DS below the
  writers 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.

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Block Style Letter with Special Parts

• Typist Initial Typed a double space below the
  authors keyed name.
• Enclosure Notation Typed a double space
  below the typist initials.
• Copy Notation Typed a double space below the
  enclosure notation.

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Notes to Remember!

• A personal business letter is correspondence sent
  from an individual 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.

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Tables

• Keyboarding Objective4.04
• Apply correct table format.

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What is a Table?
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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.

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Formatting a Table
EAST MIDDLE SCHOOLCareer and Technical
Education
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Parts of a Table
Key the symbol in the first entry to show
currency for the number entries.
Key the symbol with total entries to show
currency.
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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).

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Inserting Tables

• If the table is inserted between text
• Double space above and below the table.

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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.

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4.05 Apply correct report format.
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What is a Report?

• Reports are used to present your research on
  business and academic topics.

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Types of Reports

• Unbound Reports
• Short reports that are prepared without binders
  or covers.
• If more than one page, held together with a
  staple or paper clip.

• Left Bound Report
• Longer reports prepared with binders.
• Left margin is wider (1.5) to accommodate
  binding along the left margin.

• Top Bound Report
• Top margin is wider to accommodate binding along
  the top margin.

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Unbound Report
Short reports that are prepared without binders
or covers. If more than one page, held together
with a staple or paper clip. Side margins are
the same.
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Left Bound Report
Longer reports prepared with binders. Left
margin is wider (1.5) to accommodate binding
along the left margin.
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Top Bound Report
Top margin is wider to accommodate binding along
the top margin.
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Formatting an Unbound Business Report

• Margins
• Side margins are 1.
• Top margin of the first page on a business report
  is 2. Succeeding pages have a 1 top margin.
• Bottom margin is 1, although that may vary as
  page-break decisions are made.

• Title
• Center the title of the report in ALL CAPS for
  business reports. Quadruple space between the
  report title and the body of the report.
• If the title has more than one line, double space
  between the main heading and the sub heading,

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Formatting an Unbound Business Report Cont

• Font
• Standard size and style font i.e. Times New
  Roman12point.

• Paragraphs
• Double space the body of the report.
• Side Headings should be keyed at the left margin,
  underlined, and keyed in initial caps.

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Formatting an Unbound Business Report Cont

• Page numbers
• The 1st page is not numbered.
• All pages after the first have page numbers .5
  from the top of the page and right aligned.

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Parts of an Unbound Business Report

• 2 Top Margin
• 1 Left Margin
• 1 Right Margin
• 1 Bottom Margin

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Unbound Business Report page 2
Insert the page number ½ inch from the top of the
page and right aligned.
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Title Pages

• A title page is the first page of a report.
• It gives
• the title of a report
• the name of the writer
• the name of the school or class
• and the date

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Format a Title Page

• Use single spacing
• Center all lines of text horizontally
• Center the page vertically
• Set the top margin at 2 inches
• Type the report title in all caps and centered
• Press ENTER 12 or 15 times (2 or 2 ½) and
  center the authors name
• Then double space and key the school or class
  name
• Press ENTER 12 or 15 times (2 or 2 ½) and key
  the current date

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Bibliography
Top Margin 2 inches
List the sources of information you used in
writing a report Alphabetize sources by authors
last name Sources are single-spaced and formatted
with a hanging indent Leave a blank line between
the sources If a page number is included, place
it ½ inch from top of the page
Left Margin 1 inch
Right Margin 1 inch
Bottom Margin 1 inch
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BibliographyNotes to Remember

• The bibliography is a listing of works you cited
  in the the report.
• Center the title, BIBLIOGRAPHY, in all caps, and
  leave a quadruple space between the title and the
  first entry.
• The first line of each entry should be aligned
  with the left margin. Continuation lines are
  indented 5 spaces from the left margin. (Hanging
  Indent)
• Separate the main parts of an entry with a
  period.

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BibliographyNotes to Remember Cont

• Single space entries double space between
  entries.
• Alphabetize the entries according to the last
  name of the author.
• Underline or italicize book, magazine, and
  newspaper titles and place quotation marks around
  the titles of articles, poetry, or essays
• The bibliography page is at the end of the report.