Document Formatting

Personal Business Letters and Common documents

Purpose of Document Formatting Our focus will be to learn how to format personal

business letters, business letters, and memos This is important regardless of your future

occupation These are the rules you must follow in order to

communicate effectively, Pay careful attention to spacing between document

parts (that includes any margin changes)

What is a Memo? Used to communicate information quickly

throughout a business or organization Memo parts:

TO: tab tab To whom the memo is written FROM: tab Who the memo is from DATE: tab tab Current date of memo SUBJECT: tab SHORT POINT OF MEMO

Memo Spacing 2” top margin Each of the four headings are DS (double

spaced) and keyed in all caps followed by a colon (:)

After the colon, the Tab key is pressed to line up the text that follows

See Handout for formatting

What is a Personal Business Letter? A letter written from a person to a company Can be used for any purpose that requires

written communication from an individual to a company

Such as: To accompany returned goods Complaint letter Thank you letter Résumé cover letter

Personal Business Letter Styles and Punctuation There are 3 acceptable letter styles in

business: Block style – all lines in the letter begin at the left

margin (no tabbing or indenting) Modified block style – date line, complimentary

closing and writer’s identification begin at midpoint

Semi-modified block style - date line, complimentary closing and writer’s identification begin at midpoint and all body paragraphs are indented (or tabbed over) ½”

Letter Punctuation

Mixed punctuation there will be a colon (:)

after the salutation and a comma (,) after the complimentary closing

Open punctuation there will be NO

punctuation after the salutation or complimentary closing

What is a Business Letter? Represents a company not an individual Usually prepared on company letterhead

Company letterhead is official company stationery that often contains a logo along with the name, address, phone and fax number

Differences between a Personal Business and Business LetterBusiness Letter From a Company Written on Letterhead Writer’s business title

(identification) is usually keyed under the name

Has Reference Initials

Personal Business Letter To a Company Has a Return Address

(sender’s mailing address)

What are the similarities? Both are Formal Business Documents Margins (All top margins are 2”, Side – 1” or

default) Parts of the Letter - Dateline, Salutation, Body,

Complimentary Closing, Signature, Typed Name. Internal spacing (after date & closing – press

“Enter” 4 times, Paragraphs – SS with DS between.)

Report There are many different acceptable ways to

format a report Formatting depends upon the type and reason

for report Examples are:

Academic report Technical report

Academic Report Formatting Use default margins (don’t change margins) Change line spacing to double (entire document DS) Four headings at the top left margin

Student’s name Teacher’s name Class or Subject Date

After the Date heading, key the title of the report using initial caps (capitalizing the first letter of important words) then press Enter to begin keying report

Indent the first sentence in each paragraph by pressing the Tab key

Summary In this Unit, you have learned how to format:

Personal Business Letters Business Letters Memos Academic Report

The End