Keyboarding & document
processing
1
Correspondence
Objectives
2
 Correctly format a multipage letter.
 Demonstrate acceptable language arts skills in using
abbreviations .
 Correctly format correspondence with multiple addresses,
one-arrival notations , and subject lines.
 Correctly format a table with document .
 Correctly format correspondence with a company name ,
delivery notation , blind copy notation and post copy
Multipage Letters
3
To format a multipage letters :
 Type the first page on letterhead stationery , and
type continuation pages on plain paper that matches
the letterhead.
 Insert a page number in the top right-hand corner of
the page header of all continuing pages , and remove
the page number from the first page .
Special Correspondence Features
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ABBREVIATIONS :In general business writing ,do not abbreviate common words
(such as dept.) , compass point ,units of measure , or the
name of months , day of the week , cities , or states (except in
addresses).
Example:Correct errors:
The planning committee will meet on Tue. ,Sept 26.
Tuesday ,September 26.
Special Correspondence Features
5
MULTIPLE ADDRESSES
Often a letter may be sent to two or more people at the same
address or to different addresses :
If a letter is addressed to
two people at the same address ,
type each name on a separate line
above the same inside address .
1.
Dr.Albert Russell, Professor
Dr.Kay Smith ,Professor
Department of English
Appalachian State University
Boone , NC28608
Special Correspondence Features
6
MULTIPLE ADDRESSES
Often a letter may be sent to two or more people at the same
address or to different addresses :
If a letter is addressed to
two people at the different address ,
type each name and addressed
,one under the other . Press ENTER
2 times between the addresses.
2.
Dr.Albert Russell, Professor
Department of English
Appalachian State University
Boone , NC28608
2X
Dr.Kay Smith ,Professor
Director of Business
Grove City College
Grove City, PA 1627
Special Correspondence Features
7
MULTIPLE ADDRESSES
If a letter is addressed to three or more people,
type the names and addresses side by side, with one at left margin and
another beginning at the center-point. Press ENTER
2 before typing the third name and address at left margin.
Dr.Albert Russell, Professor
Department of English
Appalachian State University
Boone , NC28608
2X
Dr.Kay Smith ,Professor
Director of Business
Grove City College
Grove City, PA 1627
Mrs. Earl Walters
3408 Washington Boulevard
New Tripoli, PA 18066
Special Correspondence Features
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MULTIPLE ADDRESSES
On –arrival notations (such as CONFIDENTIAL: use it when you want to
share confidential information with another business) should type on the
second line below the date , at left margin .type the notation in all-caps
.press Enter 2 time to begin the inside address .
5X
November 19,20—
2X
CONFIDENTIAL
2X
Dr.Kay Smith ,Professor
Director of Business
Grove City College
Grove City, PA 1627
Special Correspondence Features
9
SUBJECT LINES
A subject line indicates what a letter is about . Type the subject line below
the salutation at left margin.
5X
November 19,20—
2X
Dr.Kay Smith ,Professor
Director of Business
Grove City College
Grove City, PA 1627
2X
Dear Dr.Smith:
2X
Subject: Scholarship Awarded
2X
We are very pleased …………………………………………etc.
Special Correspondence Features
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TABLE WITHIN DOCUMENTS
To format a table that is part of letter, e-mail, or report :
 In document , press Enter 2 time after the table . Be sure you are
outside the table structure before pressing Enter 1 time.
 Single space the body of the table.
 Adjust the column widths, and center the table within the
margins of document.
 Never spilt a table between two page if it will fit on one page .if
table will not fit at the bottom of the page on which it is first
mentioned , place it at the top of next page.
Special Correspondence Features
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TABLE WITHIN DOCUMENTS
Special Correspondence Features
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Company names in closing line:
Some business firms show the company name in the closing line of the
letter . Type the company name in all-caps on the second line below the
complimentary closing .then press Enter 4 times and type the writer’s
name .
Thank you for inviting me to participate in the discussion concerning this issue .it has been
very informative and helpful .
2x
Sincerely,
2x
HENDERSON AND SONS ,INC.
4x
Mark Henderson, president
2x
mjd
Special Correspondence Features
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Delivery notations :
Type a delivery notation (such as By fax, By e-mail ,or By messenger )
On the line below the reference initials .A delivery notation comes before
a copy notation .
Thank you for inviting me to participate in the discussion concerning this issue .it has been
very informative and helpful .
2x
Sincerely,
4x
Mark Henderson, president
2x
mjd
By e-mail
bC:Mary Stevenson
Special Correspondence Features
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Blind copy notations :
Using the blind copy (bc:) notation when the addressee is not intended to know
that someone else is receiving a copy of the letter . Type the bc notation on file
copy at left margin on second line after the last item in letter . When preparing a
letter with a blind copy , print one copy of letter ; then add the blind copy
notation and print another.
Thank you for inviting me to participate in the discussion concerning this issue .it has been
very informative and helpful .
2x
Sincerely,
4x
Mark Henderson, president
2x
mjd
2x
bc: Mary Stevenson
Special Correspondence Features
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Post Script :
- It is an expression meaning "written after".
- A business letter postscript is writing added after the
main body of a business letter.
- Normally, we do not put postscript in a business letter.
- As the competition in business has become so tight that people
begin to put personal touch in their services, including the way
they communicate with their customers such as putting
personal message in their business letters by
using postscript.
- In addition to that, a business letter postscript may also
be used as a tool to provide more information about the context
of the letter
Special Correspondence Features
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Post Script :
If a postscript (PS) is added to a letter , it is type as last item in the letter . If a blind copy
notation and postscript are used , the blind copy notation follows the postscript .
Thank you for inviting me to participate in the discussion concerning this issue .it has been
very informative and helpful .
2x
Sincerely,
4x
Mark Henderson, president
2x
mjd
2x
PS: you will be reimbursed for all expenses . Complete an expense report and
submit it to your supervisor .
2x
bc: Mary Stevenson
Special Correspondence Features
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E-mail with blind copies :
Use the blind copy (bcc) feature when the addressee in the TO box is not intended to know
that someone else is receiving a copy of the e-mail .
To format an e-mail message with blind copy :
 Format the e-mail message as usual .
 No special formatting steps are needed when a blind copy is sent .
Therefor , do not type a blind copy notation at the bottom of the e-mail
message .
 Type e-mail addresses for recipients as desired in the Bcc box.