Formatting Business Documents Review

What is a Memo?

A memo is a form of formal communication written on a paper that is sent within an organization/company. It is used to call direct attention to a topic or issue. Normally 1 page long.

Examples of Memos

• Memo to inform employees of a policy change

• Memo to inform staff of an upcoming meeting

• Memo to inform the recipients of updates to a previously communicated issue

• Memo to inform employees of price increases

Why is a memo important

It is an easy way to ensure that all recipients have received the same message in a formal way. It is most effective when they connect the purpose of the writer with the interests and needs of the reader.

Title of a Memo

Indicates the title of the type of document being sent

Heading of a Memo

The first part of a memo provides information about the author, the intended recipient, the subject, and
the date. It includes the following information lines: TO: the recipient’s name and job title (if applicable),
FROM: the writer’s name and job title (if applicable), DATE: the complete and current date, and SUBJECT:
highlights what the memo is about.

Handwritten Initials

Signed initials of the writer that he/she has approved the memo. The initials replace the full signature

Body

The body of the memo has two parts: the purpose and the explanation. The memo will start with the purpose and be supported by details.

Reference Initials

Initials of the person(other than the author) who keyed the memo for the sender.

Attachment/Enclosure Notation

Indicated another document is attached or enclosed with the memo.

Margins

Top 2”, Left 1”, Right 1”, Bottom 1”

Line Spacing and font

Single, times new roman, 12 pt.

What is a Block Style Business Letter?

A typewritten form of communication that is formatted with all parts aligned to the left margin. Most typed and printed out to send physically, used to communicate with representatives from a business or organization.

Importance of Block Style Business Letter

Using the standard format to shows that you pay attention to what is common in the business world by making it concise.

Examples of Block Style Business Letter

• Letter of request for company information

• Letter of complaint to a business

• Letter of inquiry to a company regarding a job opening

• Letter to a bank or credit card company '

• Cover Letter to accompany a resume or application

Return Address

Sender Address(street, city, state, zip code) NO SENDER NAME

Date

Date the letter was written

Inside Address

Address of the person receiving(courtesy title. first and last name, job title, company name, street address, city, state, zip code).

Salutation

Greeting(opening), receivers courtesy title and last name

Body

First paragraph: introduce and state reason for letter.

The rest are supporting details and background information

Complimentary closing

Closing phrase to show appreciation and respect for the reader.

Signature area

The space for the sender’s signature.

Sender’s name

first and last name of the sender, and job title.

Reference Initials

Initials other than the author who keyed the letter

Margins

Top 2”, Left 1”. Right 1”, Bottom 1”

Spacing and Font

Single, Times new Roman, 12 pt.

What is a modified block style letter?

It is a common format used when writing a business letter. The return address, date, and complementary closing are tapped in the middle with everything else on the left aligned

Why is using a modified block style letter important?

Shows reader upir professionalism because you used a familiar letter format.

Examples of Modified block style letter?

• Complaint letter to business for unsatisfactory service

• Letter of inquiry to a company

• Letter to a bank or credit card company

• Letter to a school official

Parts of a modified block style letter

• Return address

• Date

• Inside Address

• Salutation

• Body

• Complimentary Closing

• Signature Area

• Sender’s Name

• Reference Initials

• Attachment/Enclosure Notation

Margins

Top 2”, Left 1”, Right 1”, Bottom 1”

Line Spacing, Font

Single, Times New Roman 12 pt.

Tabs and Exceptions

Left tab at 3.25 for return address and then quadruple space, inside address double space, salutation double space. 3.25 for complimentary closing and the quadruple space, 3.25 sender’s name double space, Typer Initials double space. After each paragraph double space.

What is a personal business letter?

A form of communication that is sent through the mail or electronically through e-mail or as a fax. You use it when contacting people you already know there are no reference initials.

Why is it important?

Allows you to communicate with someone in a professional format for a variety of reasons. Shows respect.

Examples

• Thank You letter

• Complaint letter

• Letter of Inquiry to a company

• Letter to a bank or credit card company

• Letter to a school official

Parts:

• Date

• Inside Address

• Salutation

• Body

• Complimentary Closing

• Signature Area

• Sender’s name

• Return Address

• Attachment/ Enclosure Notation

Margins, Spacing, and Font

Top 2”, Left 1”, Right 1”, Bottom 1” Single Spacing, Times New Roman 12 Point

Exceptions

Quadruple space after date, double space after inside address, double space after salutation, double space in between body paragraphs. Quadruple space after complimentary closing, double space after senders name and address.

What is an Envelope

A container in which to send a letter. There are many sizes of enveopes for different stationary. Folded in thirds

Importance

Gives professional look, aid delivery of mail

Examples

• Standard Business Envelope (No. 10 - size 9 ½” x 4”)

• Smaller Business Envelope(No. 6 ¾ - size 6 ½” x 3”)

• Executive Envelope (no. 9 - size 8” x 3”)

Parts

• Return Address

• Inside Address

Margins, Spacing, Font

Top .5”, Left .5“, Right .5”, Bottom .5” Single Spacing, Times New Roman, 12 point

What is a Business Letter Head

A letterhead takes the place of the return address on various types and formates of letters. Often includes company logo, color scheme, located in the header or footer of the document.

Importance

Provides a professional, consistent look. Clear View of contact information and recognition

Examples

• Standard Letterhead

• Specialized Letterhead(specific department within companies)

• Custom Letterhead( a person within the company)

Parts:

• Company name(Largest element on the page)

• Return Address

• Contact Information

• Company Logo

Margins, Spacing, Font

Top 2”, Left 1”, Right 1”, Bottom 1” Single space, Garamond 12 point

The purpose of a news release is to give the media information that is valuable, accurate, and attention-grabbing

True

A new release can be used to announce a contest winner.

True

The first paragraph of a news release is always indented.

False

The heading of a news release includes:

• the contact person

• the return address

• contact information

The brief statement meant to capture the attention of the reader is known as the:

Headline

An example of a news release is:

• an announcement of the launch of a new product

• an announcement of an individual's achievements

• a special event announcement

Margins, Spacing, Font

Top 2”, Left 1”, Right 1”, Bottom 1”, SIngle Spacing, Times New roman 12 point

What symbol is used to indicate the end of a news release?

###

The headline of a news release is left aligned and typed using what case?

Uppercase

Parts

• Heading

• Title

• Headline

• Body

• Ending Marks

Heading

Used when letterhead is not used, indicate first and lastname, job title, company name, street address, city, state, zip code, and phone number. As well as fax, e-mail, Web-site

Title

Includes text, “FOR IMMEDIATE RELEASE” Keyed in all caps and bold

Headline

brief statement to catch the journalist’s attention. Short and draw interest. Keyed in all caps and bold

Body

Date and city originate, use of bold is optional, contains all aspects of information. The first paragraph is not indented, but the rest are. Double spacing is used within the body paragraphs.

Ending marks

Indicate the end of the news release

What is a resume

A resume is a professionally presented document that introduces you to a prospective employer. The first piece of communication an employer often gets from you. Highlights education, work experience, as well as extracurriculars and accomplishments.

Why is it important

Encourage opportunity for an interview that can lead to a job offer. Important to convey how you can meet the needs of the organization.

Examples

• Chronological resume

• Functional resume(skills based)

• Combination resume

Parts

• Contact Info

• Job Objective - indicates the type of job

• Section heading - all caps and bold

• Education - Reverse Chronological order

• Work Experience - Reverse Chronological order

• Professional organization

• Skills

• Awards

• References - with text “Provided upon request”

Margins, Spacing, Font

Top 1”, Left 1”, Right 1”, Bottom 1 Single Spacing, Calibri 11 point

What is a cover letter

A cover letter is a form of communication that introduces you resume to its recipient. By accompanying a resume with a cover letter, you can let a prospective employer know what job you are interested in and how you came to know about it. Highlights parts of your resume and explains why you are qualified.

Importance

completes the package of your interest in a position and communicated your objective to obtain an interview. Summarize your resume and tailor you qualifications.

Examples

• Cover letter mailed with a resume

• cover letter included as part of a portfolio

• Cover letter included in the body of an email

• PDF- version of a cover letter sent via e-mail as an attachment.

Parts

• Return Address

• date

• Inside Address

• Salutation

• Body

• Complimentary Closing

• Signature Area

• Sender’s Name

• Attachment/Enclosure Notation

Margins, spacing, font

top 2”, left 1”, right 1”, bottom 1” Single Spacing(quad between date and inside, double between opening, paragraphs, quad between closing, double between attachment), Times New roman 12 Point

An outline is a formatted list that shows the organization of an essay, research paper, or speech.

True

The content of an outline is organized from specific to general.

False, general to specific

The title of an outline is typed using all capital letters.

True

An outline shows the organization of:

Report

When formatting an outline, margins are set at:

1” all around

When formatting an outline, the title should be typed in:

All caps

When formatting an outline, what are the 1st level headings represented by?

Roman Numerals

When formatting an outline, what are the 2nd level subheadings represented by?

Capital letters

When formatting an outline, what are the 3rd level subheadings represented by?

Arabic number

How many blank lines are between the 1st level headings and the 2nd level subheadings?

1

Examples

• Essay Outline

• Research Paper Outline

• Oral presentation outline

• Report Outline

• Speech Outline

Parts

• Title(All caps)

• 1st Level Heading(roman numeral)

• 2nd Level headings(Capital Letter)

• 3rd level headings(Arabic Number)

Title

Report being prepared for

1st Level Headings

word or phrase representing each section of the report

2nd level

sub headings for main topics

3rd level

details/ specific informations for each sub-heading

Spacing, Indents, Font

Single Spacing, title Center align, 1st level let margin ident, 2nd level indent more, 2 rd level indent more, 12 point Time new Roman

The header of an MLA style report includes the writer's first name.

False(Last name)

An MLA style report is a widely accepted writing style among teachers, scholars, and librarians.

True

Always include the page number on the first page of an MLA style report.

True

The heading of an MLA style report includes:

Author’s name, teacher’s name, the class, and the date

The header of an MLA style report is:

Aligned right

The body paragraphs of an MLA style report are keyed using what alignment?

Left aligned and the 1st line is indented

When formatting an MLA style report, what is the alignment of the text in the header?

Right-aligned

When formatting an MLA style report, what line spacing is used?

Double spacing

When formatting an MLA style report, what is the alignment for the title?

Center-aligned

When formatting an MLA style report. what is the top margin?

1”