Keyboarding and
Formatting Essentials
Module 4
Business Correspondence
• Learn standard memorandum format.
• Format letters in block letter style.
• Format letters in modified block style.
• Modify tabs.
• Create envelopes.
• Improve keying speed and accuracy.
© 2004 South-Western/Thomson Learning
Memo parts
Heading
¶
¶
¶
TO:
Loretta Howerton, Office Manager
DS¶
FROM:
Lawrence Schmidt, OA/CIS Consultant
DS¶
DATE:
March 16, 200DS¶
SUBJECT: Memorandums for Internal Correspondence
DS¶
A memorandum is an internal communication that is sent within the
means by which managers correspond with employees and vice versa.
© 2004 South-Western/Thomson Learning
Memo parts
Body
SUBJECT: Memorandums for Internal Correspondence
DS¶
A memorandum is an internal communication that is sent within the organ
means by which managers correspond with employees and vice versa. Me
records of announcements, requests for action, policies and procedures.
DS¶
Templates, or preformatted forms, are often used for keying memos. Temp
uniform look for company correspondence and save the employee the time
and format each memo. Word processing software also has memo template
customized. An example of a template is attached.
DS¶
Reference
xx
initials
DS¶
Attachment
Attachment
notation
© 2004 South-Western/Thomson Learning
Memo format
Align
data
Format
headings
in bold
Position the heading
about 2”
Side
margins:
default
Include reference initials
and appropriate notations
© 2004 South-Western/Thomson Learning
Distribution list
• When sending a memo to many
people, refer to a distribution list at
the end of the memo.
TO:
Safety Committee--Distribution Below
FROM:
Gerald Ciccarelli, Vice President
DATE:
September 15, 200-
Attachment
DS
Distribution List:
Peter Gibbs
Tab
Angela Sanborne
Collin Urbanski
Lillian Wang
Lynda Zatik
© 2004 South-Western/Thomson Learning
Electronic mail
• Electronic mail (or e-mail) is an
informal message sent by one
computer user to another.
• Electronic mail requires:
– An e-mail address.
– An e-mail program.
– Access to the Internet.
© 2004 South-Western/Thomson Learning
E-Mail heading
• Key the e-mail addresses accurately.
• Use a specific subject line.
E-Mail
To: cryder@tech.com
cc: drowe@tech.com
kforbes@tech.com
Subject: March Staff Development
•
Attachment: Agenda.doc
Message:
The March staff development session will be held on Thursday, March 5, at 2 p.m.
in the fifth floor conference room. Please allow two hours for this program.
© 2004 South-Western/Thomson Learning
E-Mail body
• SS the body.
• DS between paragraphs.
• Do not indent paragraphs.
© 2004 South-Western/Thomson Learning
Composing e-mail
messages
• Write clear, concise messages that are
free of spelling and grammatical errors.
• Do not vary fonts or use uppercase for
emphasis.
• Use e-mail abbreviations and emoticons
with caution.
• Do not send e-mail messages in haste
or anger.
© 2004 South-Western/Thomson Learning
Letter parts
• Letterhead
• Dateline
• Letter address
• Salutation
• Body
• Complimentary closing
• Writer’s name and title
• Reference initials
• Enclosure notation
© 2004 South-Western/Thomson Learning
Letter format guides
• Remember that appearance creates
that critical first impression.
• Use default margins (1.25") or 1".
• Use 12-point font for ease of reading.
• Position the dateline about 2" from
the top of the paper.
• SS paragraphs; DS between them.
• Center a short letter vertically.
© 2004 South-Western/Thomson Learning
Letter formats
• Two widely accepted letter formats
are:
– Block.
– Modified block.
© 2004 South-Western/Thomson Learning
Block format
• Block
– All lines begin at
the left margin.
© 2004 South-Western/Thomson Learning
Block format
• Dateline
– Position date about 2”
from the top of the
paper.
– QS below dateline.
• Letter address
– Person who receives
the letter.
– Include courtesy title.
– One space before ZIP
Code.
© 2004 South-Western/Thomson Learning
Block format
• Salutation
– Use an appropriate
courtesy title.
– Use open punctuation (no
punctuation follows the
salutation or the
complimentary close) for
most letters.
• Body
– SS paragraphs.
– DS between paragraphs.
© 2004 South-Western/Thomson Learning
Block format
• Complimentary closing
– DS below the body.
– Capitalize only first word.
• Writer’s name and
title
– QS below
complimentary closing.
– Key the name and title in
either one or two lines.
© 2004 South-Western/Thomson Learning
Modified block format
• Modified block
– Begin at left margin:
•
•
•
•
•
Letter address.
Salutation.
Body.
Reference initials.
Enclosure notation.
– Begin at center point:
• Dateline.
• Complimentary closing.
• Writer’s name and title.
© 2004 South-Western/Thomson Learning
Modified block format
• Set a tab at the center of the page
(3") to position the date and closing
lines at the center.
Tab at 3"
© 2004 South-Western/Thomson Learning
Insert date feature
Insert menu,
Date and Time
Month-day-year
format.
If desired, check
Update
automatically.
© 2004 South-Western/Thomson Learning
Envelope feature
Tools menu, Letters
and Mailings,
Envelopes and Labels.
Click the Omit box to
omit printing the return
address.
Click the Add to
Document button.
The envelope
displays in the
document.
© 2004 South-Western/Thomson Learning
Business envelopes
• An alternative format for the letter
address:
– Block format.
– ALL CAPS, no punctuation.
MS ALICE OTTOMAN
PREMIERE PROPERTIES INC
52 OCEAN DRIVE
NEWPORT BEACH CA 92747-6293
© 2004 South-Western/Thomson Learning
Proofreading procedures
Six steps to finalizing documents:
1. Check spelling.
2. Proofread on screen.
3. Use Print Preview to verify placement
and check the overall appearance.
4. Save and print.
5. Proofread printed document against
source document.
6. Revise, save, and reprint if necessary.
© 2004 South-Western/Thomson Learning
Check spelling
• Use the Spelling and Grammar
feature to check the spelling in your
document.
© 2004 South-Western/Thomson Learning
Keyboarding Essentials
Module 4
Critical Thinking 
Spelling and grammar checkers are
tools to help you find and correct
errors. However, you should use
these checkers with care. Why are
they not infallible?
© 2004 South-Western/Thomson Learning