Intro to Business Intro to Business Documents:Documents:

Personal Business Personal Business Letters and Memo’sLetters and Memo’sComputer Applications 1Computer Applications 1

Objective 3.01: Understand Objective 3.01: Understand Business Business DocumentsDocuments

Personal Business LetterPersonal Business Letter

Correspondence between an individual Correspondence between an individual and another individual or corporate entityand another individual or corporate entity Can be sent as a hard copy or e-mail Can be sent as a hard copy or e-mail

attachmentattachment Examples:Examples:

Formal Thank You NoteFormal Thank You Note Letter of ComplaintLetter of Complaint Letter of Application to Accompany a ResumeLetter of Application to Accompany a Resume Any communication you wish to express in a Any communication you wish to express in a

formal manner representing yourself, not your formal manner representing yourself, not your companycompany

Personal Business LetterPersonal Business Letter

Formatting:Formatting:

Uses the same guidelines as a Uses the same guidelines as a business letterbusiness letter

Includes the return address of Includes the return address of the author at the top of the the author at the top of the documentdocument

Letter of ApplicationLetter of Application

Personal Business Letter sent to a Personal Business Letter sent to a potential employer potential employer

Accompanies your resumeAccompanies your resume The letter is address to a person, not The letter is address to a person, not

“Personnel Director”“Personnel Director” Also known as a Cover LetterAlso known as a Cover Letter

Paragraph OrganizationParagraph Organization Paragraph 1: Paragraph 1:

Introduces applicant to the prospective employer Introduces applicant to the prospective employer Describes what position he/she is applying forDescribes what position he/she is applying for Tells how he/she learned of the job openingTells how he/she learned of the job opening

Paragraph 2: Paragraph 2: Details his experience and educationDetails his experience and education List skills that differentiate you from other List skills that differentiate you from other

applicantsapplicants Paragraph 3: Paragraph 3:

Requests an interviewRequests an interview expresses interest in the companyexpresses interest in the company tells how you wish to be contactedtells how you wish to be contacted

MemoMemo

A form of communication used within an office, A form of communication used within an office, business or organizationbusiness or organization

Used for interoffice communication that deals Used for interoffice communication that deals with subjects of permanent recordwith subjects of permanent record

Examples:Examples: Policy noticePolicy notice Change in office proceduresChange in office procedures

E-mails are considered temporary E-mails are considered temporary communicationcommunication

May be sent as a hard copy, an e-mail or an e-May be sent as a hard copy, an e-mail or an e-mail attachmentmail attachment

ComponentsComponentsDateDateMay be keyed at center May be keyed at center point, left margin, or in point, left margin, or in Heading section (see Heading section (see below)below)

Spell the date out Spell the date out (ex. April 16, 2009)(ex. April 16, 2009)

HeadingsHeadingsTo: Addressee (s)To: Addressee (s)From: Senders From: Senders Date: omit if aboveDate: omit if aboveSubject: brief summary Subject: brief summary

of content of contentMargins: Uniform white Margins: Uniform white spacespace

Body messageBody message Writers name & Writers name &

signature (optional)signature (optional) May be used to May be used to

authenticate the authenticate the memo, ormemo, or

Author may Author may authenticate by writing authenticate by writing his/her initials beside his/her initials beside their name in the their name in the headings sectionheadings section

Special Notations Special Notations (optional)(optional) Enclosure NotationEnclosure Notation Copy NotationCopy Notation

Guidelines for MemoGuidelines for Memo Headings keyed in ALL CAPS and Headings keyed in ALL CAPS and boldbold

(To, From, Date, Subject)(To, From, Date, Subject) Information to the right of the heading is Information to the right of the heading is

vertically aligned (1-2 tabs after heading)vertically aligned (1-2 tabs after heading) With multiple recipients/authors, vertically With multiple recipients/authors, vertically

align namesalign names Body is double space below last headingBody is double space below last heading Writers name or initials may be keyed double Writers name or initials may be keyed double

space below the last line of the body (optional)space below the last line of the body (optional) Paragraphs singe spaced within, double Paragraphs singe spaced within, double

spaced betweenspaced between Paragraphs may be blocked or indentedParagraphs may be blocked or indented

Memo ExampleMemo ExampleTO: Computer Applications Students

FROM: Barbara Tish Honea

DATE: September 17, 2009

SUBJECT: Independent Practice

Please complete the following assignments for Independent Practice today:IP: Personal Business Letter-p. 165IP: Memo-p. supplemental (This is a handout-not in

your folder)