Reference Guide APPENDIX A. Business Letter Interoffice Memorandum Report Title Page

Transcription

1 APPENDIX A Reference Guide West Virginia Division of Tourism, Business Letter Interoffice Memorandum Report Title Page Report Table of Contents Unbound Report Bibliography Agenda Proofreading Tips Proofreaders Marks _01E_appendix A_ indd 288 2/11/10 9:57:21 PM

2 Appendix A: Reference Guide 289 Business Letter Format: Use block format with open punctuation. Margins: Use default side margins. Position the dateline at approximately 2" from the top of the page, leaving about.5" below the letterhead. Header: Use a header on the second and succeeding pages of letters that require more than one page. The header should include the recipient s name, page number, and date. See a sample header on the interoffice memo example on page 291. Dateline Letter Address Salutation Body Complimentary Close Name and Title Reference Initials Enclosure Notation Copy Notation _01E_appendix A_ indd 289 2/11/10 9:57:26 PM

3 290 Appendix A: Reference Guide Interoffice Memorandum Memos are used for communications within a company. Margins: Begin the first heading approximately 2" from the top of the page. (Press Enter to position the insertion point at approximately 2".) Use default or 1" side margins on all pages. Leave at least a 1" bottom margin. Headings: Key the introduction lines double-spaced in bold and all caps and followed by colons. Align the text following the heading words. Introduction Lines _01E_appendix A_ indd 290 2/11/10 9:57:38 PM

4 Appendix A: Reference Guide 291 Interoffice Memorandum Page 2 Heading: Key a heading on the second and subsequent pages to include the name of the recipient, page number, and date. Use a 1" top margin. Attachment: Use an Attachment notation to indicate that something is attached (stapled or paper-clipped) to the memo. Distribution list: Indicates the recipients of the memo when there are several. Indent the list of names.5" from the left margin. Indicate in the TO: line that there is a distribution list. Second Page Header _01E_appendix A_ indd 291 2/11/10 9:57:49 PM

5 292 Appendix A: Reference Guide What Is ? Electronic mail, or , is the most popular use of the Internet. involves posting (sending) messages from one computer to another over a network. Speed is an advantage of using . While first-class mail takes days to arrive and overnight mail takes up to 24 hours, is routinely delivered in less than five minutes. may be sent to one person or to a group. Copies of electronic files may be attached to , enabling the receiver to view and use the files on his or her computer. saves postage and delivery fees as well as time. Procedures If you have access to an system, follow your instructor s directions for addressing and routing an message. If you do not have access to an system, you can simulate creating in a Word document as shown in the illustration below. Etiquette As you write , remember to present yourself professionally. Your correspondence is a reflection on you and Star River Resort. Follow these guidelines: Do not key a message in all caps. In , all caps indicate shouting. Run the spell checker and proofread carefully before you send an . Be courteous and professional. Remember that your message is recorded and may be viewed by people other than the person to whom you sent it _01E_appendix A_ indd 292 2/11/10 9:58:02 PM

6 Appendix A: Reference Guide 293 Report Title Page Margins: Use default or 1" side margins. Position the report title approximately 2" from the top of the page. Spacing: Center the text lines horizontally. Space evenly between parts. (Leave approximately 1.5" between parts and then adjust if necessary.) Single-space titles that have more than one line. Title: Use all caps and bold for the title. Use the same format for the title as that used for the main title of the report. For example, use Arial, bold, 16 point or use the Title style. Page number: Do not number the title page. Center Page Vertically Center All Lines Horizontally _01E_appendix A_ indd 293 2/11/10 9:58:02 PM

7 294 Appendix A: Reference Guide Report Table of Contents Success Tips If you use Styles for the side headings in the body of the report, you can generate a table of contents. In Word, display the References tab. In the Table of Contents group, click Table of Contents and then select the desired style. Margins: Position the title approximately 2" from the top of the page. Use default or 1" side margins. Leave at least a 1" bottom margin. Headings: Center the title horizontally. Use the same format for the title as that used for the main title of the report. For example, use Arial, bold, 16 point. Use the side headings (from the body of the report) to create the entries. Set a leader tab at the right margin for the page numbers or generate the entries automatically. Page number: Include a lowercase Roman numeral as the page number centered at the bottom of the page. (Begin counting with the title page even though it has no number printed on the page.) ii _01E_appendix A_ indd 294 2/11/10 9:58:19 PM

8 Appendix A: Reference Guide 295 Unbound Report Margins: Position the title approximately 2" from the top of the page on the first page of the body of an unbound report and for the Reference or Bibliography page. Use a 1" top margin for all other pages. Use default or 1" side margins. Leave at least 1" for the bottom margin. Spacing: Single-space paragraphs with a double space between paragraphs. Singlespace bulleted and numbered lists and indent them.5". Double-space between the items in the lists if any item is more than one line long. Page numbers: Place page numbers in the upper right corner of all pages in the body of the report except the first page. Place the page number in a header. Headings: Use a bold 16-point font for the title or use the Title style. Place the first-level side headings at the left margin in a bold 16-point font or use the Heading 1 style. Place the second-level side headings at the left margin in a bold, italic, 14-point font or use the Heading 2 style _01E_appendix A_ indd 295 2/11/10 9:58:27 PM

9 296 Appendix A: Reference Guide Unbound Report Page 1 Top margin 2" Side margins and bottom margins 1" _01E_appendix A_ indd 296 2/11/10 9:58:28 PM

10 Appendix A: Reference Guide 297 Unbound Report Page 2 Page number in header _01E_appendix A_ indd 297 2/11/10 9:59:18 PM

11 298 Appendix A: Reference Guide Bibliography Success Tips Arrange entries alphabetically by authors last names. If no author is given (as for a Web page), use the title. Disregard the words A, An, or The at the beginning of a title when alphabetizing. Margins: Position the title approximately 2" from the top of the page. Use default or 1" side margins. Leave at least 1" bottom margin. Spacing: Single-space entries with a double space between them. Use a.5" hanging indent for entries. Heading: If the bibliography is part of a report, use the same format for the title as that used for the main title of the report. For example, use Arial, bold, 16 point or use the Title style. Top margin 2" Side margins and bottom margins 1" _01E_appendix A_ indd 298 2/11/10 9:59:42 PM

12 Appendix A: Reference Guide 299 Agenda Margins: Use default or 1" side margins. Position the title approximately 2" from the top of the page. Headings: Key the name of the meeting or event in bold, all caps and use center alignment. Center the date in bold under the main title. Double-space and center Agenda in bold. Spacing: Single-space items on the agenda, double-spacing between items. Use leaders and align names at the right. Top margin 2" Side margins and bottom margins 1" _01E_appendix A_ indd 299 2/11/10 9:59:50 PM

13 300 Appendix A: Reference Guide Proofreading Tips To be acceptable, your final copy must be free of errors. Before printing documents, carefully proofread all copy on the screen. Begin proofreading by using the software s spell-checking utility. Make all necessary corrections. If your software marks spelling errors as you key, scroll through the document to be sure that all errors marked by the software have been corrected. Use the full-page view to check each page for formatting and style errors. In this view, you can easily identify the following errors: Inconsistent paragraph indentations Incorrect margins Inappropriate line spacing Inconsistent heading styles Incorrect vertical placement General appearance After correcting errors onscreen, print the document and carefully proofread each page. Use a ruler or the straight edge of a piece of paper to keep your place and to avoid skipping lines while you proofread. Clearly indicate all corrections with a colored pencil, using the standard proofreaders marks shown on page 301. Read all of the text to identify content errors, incorrect punctuation, and repeated or omitted words. These are errors that the spell checker does not find. Be careful to read and check headings at this time. Check each page carefully for typographical, spacing, and word-division errors. (Tip: Read each line from right to left. This will help you concentrate on individual words.) Proofread unfamiliar words letter by letter. Carefully compare the document you produce against the original text. If the text is unusually complex, work with a partner who reads from the original while you check your work. Make final corrections to the document file. Run the spelling and grammar checker one last time before printing a final copy _01E_appendix A_ indd 300 2/11/10 9:59:59 PM

14 Appendix A: Reference Guide 301 Proofreaders Marks _01E_appendix A_ indd 301 2/11/10 9:59:59 PM