Computer Apps I: Business Documents Study Guide
VOCABULARY
Term
1. memo
2. format
3. block format
4. margin
5. double spacing
6. font
7. body
8. reference initials
9. personal business
letter
10. return address
11. letter address
12. salutation
13. closing
14. quadruple spacing
15. business letter
16. letterhead
17. modified block
format
18. open punctuation
19. mixed punctuation
20. job application
21. resume
22. cover letter
23. working papers
Definition
document used by organizations for internal communication
the layout/style of a document
all parts of document begin at left margin
amount of space from the edge of the page to the text
one blank line between each line
the overall design of a full set of characters.
the message of a letter or memo
initials of person who typed document
formal letter typed by an individual (on behalf of himself)
address of writer of document (FROM)
address where letter is being sent (TO)
greeting of letter
ending of letter
3 blank lines between each line
formal letter typed by an individual (on behalf of the company)
heading used at top of a business letter
letters formatted with date and closing indented
no punctuation after date and closing
adding a colon after salutation and comma after closing
form you fill out to apply for a job
document that summarizes your qualifications for a job
letter accompanying your resume when applying for a job
form you fill out to be eligible to work when you are under age 18
Memos
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4 Guide words (top of memo):
o TO, FROM, DATE, SUBJECT
o Displayed in all CAPS followed by a colon
o After the word TO: (you must tab 2 times)
o Double space (DS) between each Guide Word and
the last one
Key entire body in BLOCK FORMAT all left aligned
and single spaced. DS between each paragraph.
If you key the memo for someone else, key your
reference initials a DS below the last paragraph.
Reference initials are keyed all lowercase (no
punctuation marks)
Study Guide cont’d…
Page 2
LETTERS (2 types: Personal and Business)
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2.
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Personal – use for cover letter for a job, recommendation, thank you
Business - sent to customers about a service they have (ie: your cell phone), college acceptance, job acceptance
Letters are typed using Block or Modified Block Format
Block Letters – Every part of letter is Left Aligned
Modified Block Letters – tab the Date and Closing to 3”
Personal Business Letter (Block Format)
Business Letter (Block Format)
Modified Block Format – Example of Personal Business Letter
Tab in the date and closing to the 3” mark (6 tabs)
General Format for All Documents
 Margins – Top 2”, Rest 1”; Remove extra spacing on paragraphs; Times New Roman 12
 Spacing – Single Spaced (SS) paragraphs. DS between all parts except QS after date and closing
 Body – DS between each paragraph
OPEN VS MIXED PUNCTUATION
 Open – No punctuation after date and closing
 Mixed – Add a colon : after the salutation. Add a comma after the closing
Applying for a Job
Steps to follow for getting a job:
1. Find a job
2. Fill out job application
3. Obtain working papers if under age 18 (you must be at least 14 to work)
4. Create a resume (most businesses won’t require this for hourly jobs)
5. Create a cover letter (most businesses won’t require this for hourly jobs)
6. Interview for job
Study Guide cont’d…
Page 3
Review - Vocabulary – Select the term that best matches the definition given
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Term
A. memo
B. Format
C. Block format
D. Margin
E. Double spacing
F. Font
G. Body
H. Reference initials
I. Personal business letter
J. Return address
K. Letter address
L. Salutation
M. Closing
N. Quadruple spacing
O. Business letter
P. Letterhead
Q. Modified block format
R. Open punctuation
S. Mixed punctuation
T. Job application
U. Resume
V. Cover letter
W. Working papers
Blank space around the four sides of a document.
The style of text you type in (ie: Times New Roman)
A cover letter is an example of this type of letter.
The main part of a letter or memo.
Dear … (part of letter)
To leave 3 blank lines between two lines.
This type of letter has a letterhead on it.
The To Address of a letter
A style of a letter where you indent the date and closing.
You include this at the top of a Business Letter.
To include a colon after the salutation and a comma after the closing.
Form you fill out to apply for a job.
Document used to communicate in a business (like an email)
A personal document that describes your qualifications for a job.
No punctuation used after salutation or closing in a letter.
You need this to get a job if you are under age 18.
A style of a letter where all lines align to the left.
This type of letter usually accompanies your resume when applying for a job.
This indicates who typed the letter.
Sincerely, cordially (part of letter)
To leave one blank line between two lines.
The From Address of a letter
The layout/style of a document
Review Questions
MEMOS
1. What are the 4 guide words you type at the top of a memo? ______________________________________________
Format of Memos and Letters
2. State the basic format guidelines of memos and letters.
a. Font : __________________________________ Size: _______
b. Margins: Top __________ and others are ____________
c. Spacing: Paragraphs _______ Between parts _______
except date and closing _______
d. Format of letter can either be: _________________ Format or _________________________________ Format.
3. You learned that in modified block format, you indent what 2 parts of a letter?
____________________
_______________________
how far over (what inch mark)? _________
4. How would you key your reference initials? ________ <<< (show example)
5. Mixed punctuation means you add a ____ after the Salutation and a _________ after the closing.
State which type of letter you would type for each purpose given (PBL or BL)
6. Cover Letter for a job ________
Inform customer of cell phone bill increase _________
College informs student of acceptance ________
Thank You Letter ________
Job acceptance _____
You ask your teacher to write you a letter of recommendation for college ________
JOBS
7. What two documents do you create for a job? ____________________ and _______________________________
8. What is typically the last step in applying for a job? ____________________________
9. If you are under the age of _________, you need to get ________________________ to apply for a job.