Letters. Keyboarding Objective 4.03 Apply correct memo and letter formats.
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1 Letters Keyboarding Objective 4.03 Apply correct memo and letter formats.
2 Objectives Today you will identify the purpose and types of letters. Today you will identify and list the parts of a business letter. Today you will apply the correct format for a business letter.
3 Essential Questions What is a personal business letter? What is a business letter? What are the parts of a letter? What is the format for a letter?
4 Types of Letters Personal Business Letter A letter that is sent from an individual to a person or business/organization. Business Letter A letter sent from a business or organization to another or to an individual. Business letters are usually keyed on letterhead. The letterhead contains the business name, address, phone/fax/ , and logo.
5 Types of Letters Personal Business Letter A letter that is sent from an individual to a person or business/organization. Business Letter A letter sent from a business or organization to another or to an individual. Business letters are usually keyed on letterhead. The letterhead contains the business name, address, phone/fax/ , and logo.
6 Letter Format Margins Top Margin-2 inches Bottom Margin-1 inch Right Margin-1 inch Left Margin-1 inch The letter is keyed in Block Style Format. All parts begin at the left margin, including the paragraphs. Paragraphs are not indented. Use a standard font style (Times New Roman or Arial) and font size(12 point font).
7 Letter Format Margins Top Margin-2 inches Bottom Margin-1 inch Right Margin-1 inch Left Margin-1 inch The letter is keyed in Block Style Format. All parts begin at the left margin, including the paragraphs. Paragraphs are not indented. Use a standard font style (Times New Roman or Arial) and font size(12 point font).
8 Letter Return Address Return Address-the address of the person sending or writing the letter. Letterhead is used, if the letter is from a business. Letterhead contains the business name, address, phone/fax/ , and logo. Single Space (SS) after the Return Address.
9 Letter Return Address Return Address-the address of the person sending or writing the letter. Letterhead is used, if the letter is from a business. Letterhead contains the business name, address, phone/fax/ , and logo. Single Space (SS) after the Return Address.
10 Letter Dateline Dateline-The complete and current date. Do not abbreviate the month. Ex. February not Feb. Single Space (SS) before the dateline. Quadruple Space (QS) after the dateline. Press enter 4 times.
11 Letter Dateline Dateline-The complete and current date. Do not abbreviate the month. Ex. February not Feb. Single Space (SS) before the dateline. Quadruple Space (QS) after the dateline. Press enter 4 times.
12 Letter Letter/Inside Address Letter Address/Inside Address-the address of the person receiving the letter. Quadruple Space (QS) before the Inside Address. Double Space (QS) after the Inside address.
13 Letter Letter/Inside Address Letter Address/Inside Address-the address of the person receiving the letter. Quadruple Space (QS) before the Inside Address. Double Space (QS) after the Inside Address.
14 Letter Salutation Salutation-the greeting of the letter. Example: Dear Sir: or Dear Madam: Can use Open Punctuation-No Colon or No Comma Ex. Dear Ms. Smith Can use Mixed Punctuation-Yes Colon and Yes Comma Ex. Dear Ms. Smith: or Double Space (DS) before & after the salutation.
15 Letter Salutation Salutation-the greeting of the letter. Example: Dear Sir: or Dear Madam: Can use Open Punctuation-No Colon or No Comma Ex. Dear Ms. Smith Can use Mixed Punctuation-Yes Colon and Yes Comma Ex. Dear Ms. Smith: or Double Space (DS) before & after the salutation.
16 Letter Body The body of the letter is the message or paragraphs of the letter. Paragraphs of the letter should be Single Spaced (SS) within and Double Spaced (DS) between the paragraphs. Double Space (DS) after the body.
17 Letter Body The body of the letter is the message or the paragraphs of the letter. Paragraphs of the letter should be Single Spaced (SS) within and Double Spaced (DS) between the paragraphs. Double Space (DS) after the body.
18 Letter Complimentary Close The complimentary close is the ending or farewell of a letter. Ex. Sincerely yours Can use Open Punctuation-No Colon or No Comma. Ex. Sincerely yours or Can use Mixed Punctuation-Yes Colon and Yes Comma. Ex. Sincerely yours, Double space (DS) before the Complimentary Close Quadruple Space (QS) after the Complimentary Close
19 Letter Complimentary Close The complimentary close is the ending or farewell of a letter. Ex. Sincerely yours Can use Open Punctuation-No Colon or No Comma. Ex. Sincerely yours or Can use Mixed Punctuation-Yes Colon and Yes Comma. Ex. Sincerely yours, Double Space (DS) before the complimentary close Quadruple Space (QS) after the complimentary close
20 Letter Handwritten Signature The letter is signed by the author, after the letter is printed. The signature is below the Complimentary Close and above the Writer s Keyed Name.
21 Letter Handwritten Signature The letter is signed by the author, after the letter is printed. The signature is below the Complimentary Close and above the Writer s Keyed Name.
22 Letter Writer s Keyed Name Writers Keyed Name-the author s typed name. Quadruple Space (QS) before the writer s keyed name Double Space (DS) after the writer s keyed name
23 Letter Writers Keyed Name Writers Keyed Name-the authors typed name. Quadruple Space (QS) before the writer s keyed name Double Space (DS) after the writers keyed name
24 Letter Typist Initials or Reference Initials Typist Initials or Reference Initials- Used if someone other than the writer of the letter keys the letter. Typist initials are keyed in lower case with no space and no punctuation.
25 Letter Typist Initials or Reference Initials Typist Initials or Reference Initials- Used if someone other than the writer of the letter keys the letter. Typist initials are keyed in lower case with no space and no punctuation.
26 Letter Attachment or Enclosure Notation Enclosure notation means something is included with the letter. Attachment notation means supporting document(s) is attached by a paper clip, staple, etc. Type the word Enclosure or Attachment a double space (DS) below the typist initials.
27 Letter Attachment or Enclosure Notation Enclosure notation means something is included with the letter. Attachment notation means supporting document(s) is attached by a paper clip, staple, etc. Type the word Enclosure or Attachment a Double Space (DS) below the typist initials.
28 Letter Copy Notation If someone in addition to who the letter is originally written will be receiving a copy of the letter, include a copy c notation.
29 Letter Copy Notation Copy Notation means that someone else, other than the TO: person, will be receiving a copy of the letter Type a copy c notation and the name of the person who will be receiving a copy of the letter, a Double Space (DS) below the Typist Initials or the Enclosure Notation. The copy notation is always the last item of the letter
30 Letter Copy Notation Copy Notation means that someone else, other than the TO: person, will be receiving a copy of the letter Type a copy c notation and the name of the person who will be receiving a copy of the letter, a Double Space (DS) below the Typist Initials or the Enclosure Notation. The copy notation is always the last item of the letter
31 Parts of a Block Style Letter Return address Left Margin = 1 Inch Top Margin = 2 Inches Dateline Right Margin = 1 Inch Letter address Salutation Body Complimentary Close Typist Initials Enclosure Notation jh Enclosure c Maria Castillo Writer s Keyed Name Copy Notation key a DS after the last line of the letter. Copy Notation
32 Personal Business Letter with Mixed Punctuation Return Address: The personal-business letter uses the return address with the dateline a single space beneath. Mixed Punctuation: The colon is keyed in the salutation and the comma is keyed in the complimentary close.
33 Business Letter with Open Punctuation Letterhead: The business letter uses letterhead instead of a return address, which consists of the business name, address, phone/fax/ , and logo. Open Punctuation: The colon is not keyed in the salutation and the comma is not keyed in the complimentary close.
34 Special Letter Parts Typist initials are used when someone other than the author types the letter. Typed a DS below the writer s name, in lowercase letters, with no space or punctuation. Enclosure notation is used when additional items are included in the envelope with the letter. Attachment notation is used when additional items are clipped, stapled, etc to the letter. Copy notation is used when a copy of the letter is sent to someone in addition to the addressee/letter address.
35 Block Style Letter with Special Parts Typist Initial Typed a double space below the author s keyed name. Enclosure Notation Typed a double space below the typist initials. Copy Notation Typed a double space below the enclosure notation.
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