Correct Format for a Business Letter

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Correct Format for a Business Letter Powered By Docstoc
					COURSE:             Keyboarding
UNIT:               B           Word Processing
COMPETENCY:         04.00       Apply formatting skills in document processing.
OBJECTIVE:          04.03       Apply correct memo and letter formats.
                            ACTIVITIES                                   RESOURCES

               Use the PowerPoint presentation to discuss formatting     04.03 PPT
 Slide Show
               rules for memos using slides 1-7. This can be shown       Slides 1-7
   Memos       electronically with a data projector or you may choose
               to print each slide on a transparency. It is
               recommended that you give the students a copy of the
               PowerPoint as a handout for their notes.

 PowerPoint    Distribute 04.03 PPT ACT. Students will use this          04.03 PPT ACT
  Activity     activity to review or introduce the PowerPoint slide      Memos
   Memos       show (04.03 PPT Slides 1-7). This assignment will also
               allow students to review the formatting rules and
               guidelines for memos.

               Distribute vocabulary for objective 04.03 and discuss     04.03 VOC
 Vocabulary    terms for memos.                                          Memos
  Memos



               Distribute 04.03 ACT1 entitled “MODEL MEMO”. Use          04.03 ACT1
    Model      this memo to demonstrate correct memo format. Have        Model Memo
   Activity    students use word processing software to key this
   Memos       memo. Teacher will need to monitor students as they
               key to ensure that correct formatting is being used.




               Distribute 04.03 ACT2 entitled “EROGONOMICS”.             04.03 ACT2
               Discuss the contents of the memo with students,
   Activity    explaining the importance of an appropriate ergonomic
               working environment and good technique skills.




               Distribute Activities 04.03 ACT3 and 04.03 ACT4,          04.03 ACT3
   Activity    entitled “OPEN HOUSE” and ”FINAL EXAM”                    04.03 ACT4
               respectively. Have students use word processing




6511 Keyboarding                                          UNIT A        04.03   Page 1
                           ACTIVITIES                                       RESOURCES

               software to key each memo.

               Continue to monitor students as they key, correcting
 Teacher Tip   any spacing and/or formatting errors. Remind students
               how to insert a bulleted list.


               Distribute 04.03 ACT5 entitled “Unscramble the Memo”.        04.03 ACT5
   Activity    Ask students to identify the problems in the memo. List
               their answers on the board and then have students key
               the memo correctly. Have students reference the board
               as they key the memo.

               Distribute 04.03 ACT6 entitled “FORMATTING                   04.03 ACT6
 Composing     MEMOS; Computer System”. Prior to students keying
  Activity     the memo, review hardware, software, care of
               equipment, and the information processing cycle with
               students, noting important concepts on the
               board/transparency. Have students reference the
               board/transparency as they key the memo. Instruct
               students to use appropriate memo formatting and
               spacing rules. No answer key is provided for 04.03
               ACT6 because the content of students’ memos will
               vary.

               Distribute Activities 04.03 ACT7 entitled “SOLVING           04.03 ACT7
 Composing     OFFICE PROBLEMS”. Have students use word
  Activity     processing software to compose and key the memos.
               Prior to having students compose each memo, discuss
               each scenario with the class and explain character traits
               as they pertain to each office problem. Write student
               responses to each scenario on the board or overhead.
               Have students reference the board/overhead as they
               compose their memos. No answer key is provided for
               04.03 ACT7 because the content of students’
               memos will vary.

               Distribute 04.03 Memo Quiz (Check Your Knowledge)            04.03
    Quiz       to assess students’ knowledge of memo concepts.              Memo QUIZ
   Memos



               Use the PowerPoint presentation (slides 8 through 17)        04.03 PPT
 PowerPoint    to discuss letter formats. This can be shown                 Slides 8-17
   Letters     electronically with a data projector, or you may choose




6511 Keyboarding                                          UNIT A           04.03   Page 2
                            ACTIVITIES                                         RESOURCES

               to print each slide on a transparency. It is
               recommended that you give the students a copy of the
               PowerPoint as a handout for their notes.
               Distribute 04.04 PPT ACT. Students will use this                04.03 PPT ACT
 PowerPoint    PowerPoint assignment to review the formatting rules            Letters
  Activity     for block style letters.
   Letters


               Distribute letter vocabulary and discuss terms.                 04.03 VOC
 Vocabulary                                                                    Letters
   Letters



               Distribute 04.03 ACT8 entitled ”MODEL LETTER”. Use              04.03 ACT8
    Model      this personal business letter to demonstrate block style        Model Letter
   Activity    formatting, parts of a letter, and spacing rules. Have
   Letters     students use word processing software to key the letter.
               Monitor students as they key to ensure that correct
               formatting and spacing rules are being followed.
               Discuss the difference between open punctuation and
               mixed punctuation. Also discuss the difference
               between a personal business letter and a business
               letter. After students print their letter, instruct students
               to use a pen/pencil to label the parts of the letter and
               the line spacing between parts of the letter. Instruct
               students to be very attentive to the format of special
               letter parts including typist initials and the enclosure
               notation. Remind students to use lower case letters, no
               punctuation, and no spaces when keying typist initials.


               Distribute 04.03 ACT9. Discuss the difference between           04.03 ACT9
   Activity    a business letter and a personal business letter. Also,
               discuss the difference between open punctuation and
               mixed punctuation. Instruct students to key the
               personal business letter using correct formatting and
               spacing rules. Instruct students to include their own
               initials as typist initials. Remind students to use lower
               case letters, no punctuation, and no spaces when
               keying typist initials.

               Distribute 04.03 ACT10. This is a business letter keyed         04.03 ACT10
   Activity    on company letterhead. Demonstrate, using a LCD
               projector, the many different ways letterhead can be



6511 Keyboarding                                             UNIT A           04.03   Page 3
                           ACTIVITIES                                       RESOURCES

               created and formatted. Instruct students to create the
               company letterhead and key the business letter with
               correct letter formatting and spacing rules. Use this
               letter to discuss correct formatting for special letter
               parts (typist initials, enclosure notation, and copy
               notation). After students have keyed and printed the
               letter, have students use a pencil/pen to label the parts
               of the letter and the line spacing between letter parts,
               which will reinforce letter concepts. Through discussion,
               review open and mixed punctuation; and review the
               difference between a business letter and a personal
               business letter.



               Distribute 04.03 ACT11. This is a business letter that       04.03 ACT11
   Activity    students will type assuming that it will be printed using
               company letterhead. Therefore, students should begin
               this letter with the dateline. The letter/inside address,
               salutation, and the complimentary close are not
               formatted correctly. Instruct students to format and key
               the letter, making the formatting corrections with
               appropriate line spacing between parts of the letter.
               After students print their letter, instruct them to use a
               pencil/pen to label the parts of the letter and the line
               spacing between letter parts.

               Have students create and save company letterhead for
 Teacher Tip   “ACME MOVING and STORAGE” using their address
               as the business address. Instruct students to create
               04.03 ACT11 (business letter) using their company
               letterhead.

               Distribute 04.03 ACT12. Students will label and key the      04.03 ACT12
   Activity    personal business letter.


               Distribute 04.03 ACT13. Students will label and key the      04.03 ACT13
   Activity    personal business letter.




               Distribute 04.03 ACT14. Students will compose a              04.03 ACT14
 Composing     personal business letter to their local high school using
  Activity     block style with open punctuation. Discuss writing
               techniques that students should use when composing a



6511 Keyboarding                                           UNIT A          04.03   Page 4
                           ACTIVITIES                                        RESOURCES

               letter. Note important writing concepts on the
               board/transparency. Instruct students to reference the
               board/transparency as they compose their letter, After
               students print their letter; instruct them to use a
               pen/pencil to label the parts of the letter and the line
               spacing used between letter parts. No answer key is
               provided for 04.03 ACT14 because the content of
               students’ letters will vary.


               Instruct students to use their address as the return
 Teacher Tip   address. Provide students with the address of their
               local high school.

               Distribute 04.03 ACT15 entitled “STAR LETTER”. This           04.03 ACT15
               activity is a two-page letter. Discuss the contents of the
   Activity    letter with students before instructing students to type
               the letter. Review hardware, software, and the
               information processing cycle. Discuss the appropriate
               margin setting and page numbering when keying a two-
               page letter. Demonstrate to students the procedure for
               changing margin settings and inserting page numbers.
               Monitor students closely to ensure that the document
               has been formatted correctly before printing.


               Distribute 04.03 ACT16 entitled “CHARACTER TRAITS             04.03 ACT16
               FOR STUDENTS”. Discuss the contents of the letter
               with students before instructing students to type the
               letter. Review character traits such as organization,
               productivity, and resourcefulness. Instruct students to
   Activity    key the personal business letter in block style with
               mixed punctuation, using appropriate formatting and
               spacing rules. After students print their letter, instruct
               them to use a pen/pencil to label the parts of the letter
               and the line spacing between parts of the letter.


               Distribute 04.03 Letter Quiz to assess students’              04.03
    Quiz       knowledge of letters.                                         Letter Quiz
   Letters




6511 Keyboarding                                            UNIT A          04.03   Page 5
                           ACTIVITIES                                    RESOURCES

               Century 21 Computer Keyboarding, (SW)                     South Western:
 Textbook      Unit 14 “Improving E-Mail and Memo Formatting Skills”,    Century 21
 Resources     Lesson 44 “Improve E-Mail Formatting Skills”, Lesson      Computer
  Memos        45 “Improve E-Mail and Memo Formatting Skills”,           Keyboarding
               Lesson 46 “Improve E-Mail and Memo Formatting
               Skills”


               Keyboarding with Computer Applications, (G)—Unit 3        Glencoe:
               “Word Processing”, Lesson 48 “Personal Business           Keyboarding
 Textbook      Letters”                                                  with Computer
 Resources                                                               Applications
  Letters      Century 21 Computer Keyboarding, (SW)—Unit 9
               “Learn to Format Personal-Business Letters”, Lesson       South Western:
               28 “Format Personal-Business Letters”                     Century 21
                                                                         Computer
                                                                         Keyboarding




6511 Keyboarding                                         UNIT A         04.03   Page 6
                          ACTIVITIES                          RESOURCES

               http://www.unc.edu/depts/                      Handouts on
               wcweb/handouts/business.html                   writing business
                                                              letters

                                                              Learn NC
               http://learnnc.org                             website to find
                                                              plans on
                                                              teaching memos
                                                              and letters


                                                              Personal
               http://www.lcusd.net/lchs/                     business letter
               pcyhaniuk/PBLGuide.html                        guide
  Websites
   Letters
               http://www.wrhs.net/                           Formatting
               messages_from_staff/                           personal
               forbesnotes/Personal%20Business                business letters
               %20Letters_files/frame.htm

                                                              Writing business
               http://www.ais.msstate.edu/                    letters and
               aee/tutorial/busletters.html                   envelopes

               http://www.education-                          Lesson plan for
                                                              teaching letters
               world.com/a_lesson/lesson281.shtml
                                                              writing




6511 Keyboarding                                    UNIT A   04.03    Page 7
                          ACTIVITIES                         RESOURCES

               http://owl.english.purdue.edu/                Memo Writing
               handouts/pw/p_memo.html


               http://www.fiu.edu/~schriner/                 Memo Writing
               memotips.htm                                  Tips


               http://gecko.gc.maricopa.edu/                 Writing Memos
                                                             and Parts of a
               ~rbarstac/memo.htm
                                                             Memo




  Websites     http://www.website101.com/email_e-mail/       E-Mail Tutorial
  Memos
               http://home.thirdplanet.net/
               mireland/e-mailguide.htm                      Using E-mail and
                                                             E-Mail Terms
               http://tdi.uregina.ca/~kestenj/
               email/email.html



               http://www.findalink.net/                     Email Etiquette
               computertips/emailetiquette.php




6511 Keyboarding                                   UNIT A   04.03    Page 8
          Document Processing Memos and Letters – PPT
                         Presentation
Slide 1                                                                       ___________________________________
                                                                              ___________________________________
                                                                              ___________________________________
                                                                              ___________________________________
                                                                              ___________________________________
                                                                              ___________________________________


Slide 2                                                                       ___________________________________
             What are Memorandums?
                                                                              ___________________________________
                 A memorandum is a short message from one                    ___________________________________
                  person to another in the same business or
                  organization.
                                                                              ___________________________________
                 Memorandums are usually referred to as
                  memos.                                                      ___________________________________
                  Memos have no salutation line and no
              
                  signature area at the end.
                                                                              ___________________________________


Slide 3                                                                       ___________________________________
             Memo Formatting Rules
                                                                              ___________________________________
                         Margins:      TM-2inches            RM-1inch
                                       BM-1inch              LM-1inch
                                                                              ___________________________________
                 Use a standard font style and font size i.e.                ___________________________________
                  Times New Roman/Arial and 12 point font.
                 Single Space within paragraphs and double                   ___________________________________
                  space between paragraphs.
                 All parts of the memo begin at the left margin,
                  including paragraphs. (Block Style Format)                  ___________________________________


Slide 4                    Memo Heading                                       ___________________________________
              The formal memorandum uses a special heading, sometimes
             preprinted on stationery. Typically, words in the memo heading
              are keyed in ALL CAPS, bold, followed by a colon, and double
                                                                              ___________________________________
                                   spaced as follows:

              TO:(Reader’s name)                                              ___________________________________
              FROM:(Author’s name)                                            ___________________________________

              DATE:(Complete and current date)
                                                                              ___________________________________

              SUBJECT:(What the memo is about)
                                                                              ___________________________________




6511 Keyboarding                                                                     UNIT A     04.03   Page 9
Slide 5                                                                           ___________________________________
                Keying Formal Memos
                            2”                                                    ___________________________________
               TO:Tab Tab      Receiver’s name      The memo heading
               (DS)                                  should by keyed in all
               FROM:Tab        Author’s name
                                                     capital letters, bold, and
                                                     followed by a colon.
                                                                                  ___________________________________
               (DS)
               DATE:Tab
            1‖ (DS)
                               Current date
                                           1‖
                                                    Use the tab key to align     ___________________________________
                                                     information following the
               SUBJECT:Tab Memo topic                memo heading (entries).
               (DS)                                                               ___________________________________
               Body-Message of the memo             When keying the body,
               (DS)                                  single space within
               Typist initials                       paragraphs and double        ___________________________________
                                                     between paragraphs.
                            1‖




Slide 6                                                                           ___________________________________
                Parts of a Memo
                                                                                  ___________________________________
               Memo                                              Entry
                                                                                  ___________________________________
              heading



              Memo
                                                                                  ___________________________________
              body

                                                                                  ___________________________________
             Typist
             initials
                                                                                  ___________________________________


Slide 7                                                                           ___________________________________
                                                                                  ___________________________________
                                                                                  ___________________________________
                                                                                  ___________________________________
                                                                                  ___________________________________
                                                                                  ___________________________________


Slide 8                                                                           ___________________________________
                                                                                  ___________________________________
                                                                                  ___________________________________
                                                                                  ___________________________________
                                                                                  ___________________________________
                                                                                  ___________________________________




6511 Keyboarding                                                                         UNIT A     04.03   Page 10
Slide 9                                                                                         ___________________________________
                            Major Parts of a Letter                                             ___________________________________
                         1.    Return Address-the address of the
                               person writing the letter. Letterhead if
                               the letter is from a business.
                         2.    Dateline-Complete and current date.                              ___________________________________
                         3.    Letter Address/Inside Address-the
                               address of the person receiving the

                         4.
                               letter.
                               Salutation-the greeting of the letter.
                                                                                                ___________________________________
                               Example: Dear Sir or Madam:
                               Body-the message of the letter.
                         5.
                         6.    Complimentary Close-the ending of                                ___________________________________
                               the letter. Example: Sincerely yours,
                         7.    Keyed Name-the authors typed name.
                         8.    Handwritten Signature-the author
                               signs the letter after it has been printed.
                                                                                                ___________________________________
                         9.    Typist Initials-initials of the typist.




Slide 10                                                                                        ___________________________________
             Formatting a Letter
                               Top margin of the first page on a letter is 2”.                  ___________________________________
              Margins: Succeeding pages have a 1” top margin.
                               Side margins and Bottom margins are 1”.
                                                                                                ___________________________________
                 Block Style is one method of formatting a letter. In this
                 style of letter writing all parts of the letter are keyed at the
                 left margin.                                                                   ___________________________________
                 The 1st page of a letter is not numbered. All pages after the fist have
                  page numbers .5” from the top of the page right aligned.
                 Paragraphs should not be indented in this style of letter.
                                                                                                ___________________________________
                 Use a standard font style and font size i.e. Times New Roman/Arial
                  and 12 point font.
                 Single Space within paragraphs and double space between
                  paragraphs.
                                                                                                ___________________________________


Slide 11                                                                                        ___________________________________
                 Parts of a Block Style Letter
                                                                                                ___________________________________
                 Return
                 address
                   Letter
                                                         Date
                                                                                                ___________________________________
                  address
                                                   Salutation

                 Body
                                                                                                ___________________________________
            Complimentary
               Close                                                         Copy               ___________________________________
               Enclosure                                Writer               Notation—key
                notation                                                     a DS after the
                                                                             last line of the
                                                                             letter.            ___________________________________


Slide 12                                                                                        ___________________________________
            Punctuation Styles
                                                                                                ___________________________________
                  Open Punctuation                           Example:
                                                                                                ___________________________________
                   There is not a colon or
                                                             Dear Ms. Smith
                    comma in the salutation
                    and there is not a                       Sincerely yours
                                                                                                ___________________________________
                    comma in the
                    complimentary closing.
                                                             Example:
                                                                                                ___________________________________
                  Mixed Punctuation
                   A colon is in the                        Dear Ms. Smith:
                     salutation and a comma                                                     ___________________________________
                     is in the close.                        Sincerely yours,




6511 Keyboarding                                                                                       UNIT A     04.03   Page 11
Slide 13                                                                                ___________________________________
             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.

                                                                                        ___________________________________



Slide 14                                                                                ___________________________________
             Business Letter with
             Open PunctuationLetterhead:                                                ___________________________________
                                                  The business letter uses letterhead
                                                  instead of a return address, which
                                                  consists of the business’ name,
                                                  address, phone/fax/email, and logo.
                                                                                        ___________________________________
                                                            Open Punctuation:
                                                            The colon is not keyed in
                                                                                        ___________________________________
                                                            the salutation and the
                                                            comma is not keyed in
                                                            the complimentary close.    ___________________________________
                                                                                        ___________________________________


Slide 15                                                                                ___________________________________
                    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.




Slide 16                                                                                ___________________________________
             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.
                                                                                        ___________________________________




6511 Keyboarding                                                                               UNIT A     04.03   Page 12
Slide 17           ___________________________________
                   ___________________________________
                   ___________________________________
                   ___________________________________
                   ___________________________________
                   ___________________________________




6511 Keyboarding          UNIT A     04.03   Page 13
                                                                      04.03 PPT ACT Memos

                                                         Student Name___________________
                                                          Date__________________________
                                                         Period_________________________




                        Apply Correct Memo Format
                                 PowerPoint Assignment

                                          Directions
Use the PowerPoint presentation on memo formatting (Slides 1 through 7) to find the answers to
the following questions.

Create a word processing document to respond to the assignment questions.
           Key your heading in the header
           Type each question in bold and unbold your answers
           DS between questions.

                                   Assignment Questions

   1. What is the definition of a memo?

   2. What are the margins used to format a memo?



   3. What are the four words used in the memo heading?


   4. How should the words in the memo heading be formatted?


   5. Which key should be used to align the information following the memo heading?


   6. What should be the line spacing in the body of a memo?


   7. When should the typist initials be included in a memo?




6511 Keyboarding                                            UNIT A          04.03   Page 14
                                                               04.03 PPT ACT Memos (Key)




                       Apply Correct Memo Formats
                                  (Key)
                                 PowerPoint Assignment

                                        Directions
   Use the PowerPoint presentation on memo formatting to find the answers to the following
   questions.

   Create a word processing document to respond to the assignment questions.
              Key your heading in the header
              Type each question in bold and unbold your answers
              DS between questions.

                                   Assignment Questions

   1. What is the definition of a memo?
      A memo is a short message from one person to another in the same business or
      organization.
   2. What are the margins used to format a memo?
      Top margin is 2 inches. Left, right, and bottom margins are 1 inch.
   3. What are the four words used in the memo heading?
      The four words used in the memo heading are “TO”, “FROM”, “DATE”, and
      “SUBJECT”.
   4. How should the words in the memo heading be formatted?
      The words in the memo heading should be keyed in all caps, left aligned, double spaced,
      bold, and followed by a colon.
   5. Which key should be used to align the information following the memo heading?
      The tab key should be used to align the information following the memo heading.
   6. What should be the line spacing in the body of a memo?
      The line spacing in the body of a memo should be single space within paragraphs and
      double space between paragraphs.
   7. When should the typist initials be included in a memo?
      Typist initials should be included in a memo when someone other the author types the
      memo.




6511 Keyboarding                                            UNIT A       04.03     Page 15
                                                                    04.03 VOC Memos


                   4.03 Competency Vocabulary
               Apply correct memo and letter formats.

                         Memo Vocabulary
Term                   Definition

                       A special notation at the end of a memo or letter that indicates
Attachment notation
                       that an item(s) is attached to the letter or memo.

                       A keying style for a letter or memo in which all the text is
Block Style
                       aligned at the left margin.
                       The main text of a personal letter, business letter, memo,
Body                   email, or report.

                       Use lowercase (c ) by the name of the person(s) to receive a
                       copy. Place the copy notation a double space below the last
Copy Notation
                       line of the enclosure notation or the reference line if there is no
                       enclosure.
                       Pressing the enter key twice (2) leaving one blank line. This
                       can also refer to line spacing using the word processing feature
Double space
                       to leave one blank line between each line of text.

                       Includes the same information as the memo heading (TO:,
Email/Memo heading     FROM:, DATE:, and SUBJECT:).

                       A special notation at the end of a letter that indicates that an
Enclosure notation
                       item(s) is included with the letter.
                       Information following the words in the memo heading. The tab
Entry
                       key is used to align each entry.
                       A written message used by employees within an organization to
Memorandum (Memo)      communicate with one another.

                       Pressing the enter key one (1) time leaving no blank lines.
Single space

                       The lowercase initials of the keyboard operator and is keyed at
Typist initials        the left margin a double space below the writer’s name.




  6511 Keyboarding                                    UNIT A       04.03     Page 16
                                                                                                   04.03 ACT1
                                                      MODEL MEMO

         Directions: Key the memo below. Follow the spacing and page formatting directions written
         in the memo and printed in bold. (READ THE MEMO BEFORE YOU BEGIN.) Do not key the
         formatting clues. Save the memo as “Model Memo” and print the memo.


                                                              2‖

        TO:             Faculty and Staff                                                   Entry
                                                                        An entry is the information that follows the
 Memo (DS)                                                              memo heading. Pressing the tab key once or
Heading FROM:           John Green, Principal                           twice aligns each entry.
        (DS)
        DATE:           Current Date
        (DS)
        SUBJECT: Directions for Setting up a Memo
        (DS)
        Memorandums (memos) are forms of written communication used by individuals within the
        same business or organization to communicate with each other. It is best to use word processing
        software to create a memorandum. Remember, unlike a letter, that you do not have a salutation
        or complementary close in a memorandum.
        (DS)
  1‖    The customary standard margins are used: 2” top margin, 1” side margins, and a least a 1”          1‖
        bottom margin.                                                                                         Body
        (DS)                                                                                                   SS within ¶s
        Headings begin at the left margin. Remember to follow each heading with a colon (:), and use DS Between¶s
        the tab key to make the information following the heading line up. After TO: tab twice to key
        the name; after FROM: tab once or twice to key the name; after DATE: tab once or twice to
        enter the date; after SUBJECT: tab once or twice to enter the subject (keyed in all caps or initial
        cap). The sentences of the paragraphs in the memo are single spaced, and it is customary to use
        word wrap. Single space within the paragraphs. Double space between the paragraphs, as well as
        between the headings.
        (DS)
        Before printing any memorandum, you should save your work. If you are not the person that
        wrote the memo, you should include the typist initials a double space below the last paragraph of
        the memo. When you are going to include or attach something to a memo, you should always
        include an “Enclosure” or “Attachment” notation, at the left margin, a double space below the
        message or the typist initials, if any.
                       Typist Initials-lower case, no space, and no punctuation
         xx


                                                         1‖




         6511 Keyboarding                                                         UNIT A   04.03    Page 17
                                                                                                        04.03 ACT2

                                                  ERGONOMICS

          Directions: The memo below summarizes the science of ergonomics. Key the memo using
          correct memo format. Follow the spacing and page formatting directions shown. Save the
          memo as ―Ergonomics‖ and print the memo.




                                                               TM
                                                               2 inches




          TO:            Middle School Students
MEMO      (DS)                                                                 ENTRIES
HEADING   FROM:          Your Name                                   Information that follows the
                                                                   memo heading is called an entry
          (DS)                                                     and is aligned by pressing the tab
          DATE:         Current date                                              key.
          (DS)
          SUBJECT: Keyboarding Technique and Ergonomics
          (DS)
          Ergonomics is the science of designing equipment and workspace for a comfortable and safe
          working environment. This includes how your monitor, keyboard, and chair are positioned.
          Ergonomics also includes how you sit and use the equipment at your workstation. Not using
                                                                                                                   BODY
          your workspace properly can lead to unwanted and painful injuries.                                       SS within ¶s
                                                                                                                   DS Between¶s
          Injuries that occur when someone performs a task repeatedly, causing the build up of waist
  LM      products in muscles, are called Repetitive Stress Injuries or RSI. An injury that can occur from
 1 inch   using the computer for hours without proper body posture and improper technique is called
          Carpal Tunnel Syndrome or CTS. Some of the symptoms of CTS are numbness in the thumb,
                                                                                                                      RM
          pain and tingling, and swelling in the wrist and hand.                                                     1 inch

          A good way to not be a victim of RSI or CTS is to use good keyboarding technique. This
          includes having your elbows naturally by your side, your fingers curved on the keys, and sitting
          up straight with your back against your chair. You should sit about 24 inches from the monitor
          and have the top 1/3 at eye level.

          xx     Typist Initials


                                                           BM
                                                          1 inch




          6511 Keyboarding                                                  UNIT A           04.03       Page 18
                                                                                              04.03 ACT3
                                                OPEN HOUSE

       Directions: Key the memo below. Follow the spacing and page formatting
       directions shown. Save the memo as ―Open House‖ and print the memo.

                                                    TM-2

       TO:            Teachers and Staff
                                 DS
       FROM:          Administration
                                DS
       DATE:          Current Date
                                DS
LM-1                                                                                           RM-1
       SUBJECT:       Open House
                                 DS
       Parents, teachers, and students will come together for Open House on Monday. Open house will
       begin promptly at 6:30 p.m. and end at 8:00 p.m. Administration will provide parents with
       student schedules during registration. Parents will meet all of their child’s teachers as they
       follow these schedules.
                                                      DS
       Attached is a copy of the letter that was sent to all parents. Please let us know if you have any
       questions or concerns about this event.
       DS
       xx
       DS
       Attachment



                                                            BM-1




       6511 Keyboarding                                                UNIT A       04.03      Page 19
                                                                                                04.03 ACT4
                                                FINAL EXAM

        Directions: Key the memo below. Follow the spacing and page formatting
        directions shown. Save the memo as ―Final Exam‖ and print the memo.

                                                        TM-2‖


        TO:               5th Period Students
                                                               MEMO HEADING
                                                           Double Space between TO:,
        FROM:             Ms. Lambert
                                                        FROM:, DATE:, and SUBJECT:.
                                                       Press the tab key to align the entries
        DATE:             Current Date
                                                          following the memo heading.
        SUBJECT:          Final Exam
                      DS
        I am very pleased with all of your hard work this semester. I know you are going to do a
        wonderful job on your final exam. Just remember to keep all of your quizzes and tests in your
        notebooks. Use these quizzes and tests as study guides to prepare for the final exam. You
LM-1‖
        should also keep your class notes in your binders. Your notes provide another great way to RM-2‖
        prepare for the final exam. Remember the major parts on the test are:
                       DS
                Touch Typing (fingering)-Letters, Numbers, Symbols, and the Numeric Keypad
                Title Pages/Reports/Bibliography
                Block Style Letters-Open Punctuation and Special Parts      BULLETED LISTS
                Block Style Letters-Mixed Punctuation and Special Parts     Single Space between
                Memos                                                        each item in the list.
                Tables                                                        Double above and
                Major Parts of the Computer                                     below the list.
                Proofreader Marks
                     DS
        Therefore gather all of your materials on the topics listed above and study for your final exam.
        Set your goals high and good luck to all of you.

        xx




                                                    BM-1‖




        6511 Keyboarding                                               UNIT A        04.03       Page 20
                                                                                    04.03 ACT5




Directions: The memorandum below in not organized or formatted correctly. Open your
word processing software to key the memo in the correct memo format. Save your memo as
―Unscramble the Memo‖ and print the memo.




TO:           Alan Johnston, Principal


SUBJECT:      Pep Rally



The pep rally has been scheduled on Wednesday, September 6th. Teachers will need to bring
students to the gym at the beginning of 1st period. The performance is scheduled to begin
promptly at 8:35 a.m. The performance will end at 9:10 a.m., allowing students to be dismissed
to their 2nd period class.

FROM:         Julie Robinson, Athletic Director

Please advise if there are any questions or concerns. Thanks in advance for your cooperation.

xx

DATE:         Current Date




6511 Keyboarding                                             UNIT A        04.03     Page 21
                                                                                 04.03 ACT6
                               FORMATTING MEMOS

                                   Computer System


Directions: Using proper formatting, type a memo to your teacher explaining how
the computer system works. Be sure to define any computer terms used. Proofread
your document. Save the memo as “Computer System” and print the memo.

Format your memo as follows:
Paragraph 1-Identify the 2 main parts of a computer system (what a computer needs to work).

Paragraph 2-Explain the steps of the IPOS cycle. Give examples of devices used during each
step.

Paragraph 3-Explain the proper care of the computer system.




6511 Keyboarding                                              UNIT A    04.03     Page 22
                                                                                  04.03 ACT7




                                                           Don’t forget to:
                                                       1. Set Margins
Memorandums                                            2. Key Memo Heading (DS)
                                                       3. SS Paragraphs
Write a Memo to Address the                            4. DS Between Paragraphs
                                                       5. Use Attachment or
Problem                                                Enclosure if needed.

Directions: Listed below are problems that
occur in the real world of work. Using word
processing software, create three memos to
address the problems with employees. You
should use a minimum of two paragraphs for
each memo.

        You are the owner of a clothing store and you suspect that some of the employees are
          stealing merchandise. Write a memo to address the problem. Save your memo as
          “Stealing Merchandise” and print the memo.

        You are the owner of a computer repair shop. John Harold, one of your employees, is
          consistently reporting to work late. Write a memo to address the problem. Save your
          memo as “Tardy Employees” and print the memo.

        You are the owner of a Burger Shack Franchise. Several of the employees have been
          eating in front of customers while working. You even witnessed one of your
          employees taking an order while chewing on fries and sipping on a soft drink! Write
          a memo to address the problem. Save your memo as “Eating on the Job” and print
          the memo.




6511 Keyboarding                                           UNIT A         04.03    Page 23
                                                                             04.03 Memo QUIZ


                              Check your Knowledge

      Fill in the blank: Write the best answer to the following questions in the
      space provided.

      1. What are the four words in a memo heading?

         ___________        __________      __________     __________

      2. All parts of a memo should be aligned on the __________ margin.

      3. A __________ notation should be used if a copy of the memo is given to someone in
         addition to whom it is written?



      4. Which punctuation mark follows the word in the memo heading?
         _______________________

      5. How many spaces are used between letters in typist initials?
         ________________________

      6. Memorandums are most often used as a method of communication between people
         that work in the same _____________ or organization.

      7. What type of capitalization rules is applied when keying typist initials?
         ___________________




      Multiple Choice: Circle the best answer to the following questions.

      8. What is the line spacing between the words in the memo heading?
           a. Single
           b. Double
           c. Triple
           d. Quadruple




6511 Keyboarding                                             UNIT A        04.03     Page 24
      9. Which key should be used to align the entries that follow the memo heading?
           a. Space bar
           b. Tab
           c. Cursor keys
           d. Backspace


      10. What is the line spacing within the paragraphs in a memo?
            a. Single
            b. Double
            c. Triple
            d. Quadruple

      11. What is the line spacing between the paragraphs in a memo?
            a. Single
            b. Double
            c. Triple
            d. Quadruple

      12. Which notation should be used if an additional document is stapled to the memo?
            a. Typist initials
            b. Copy notation
            c. Attachment notation
            d. Complimentary close

      13. What is the standard top margin in a memo?
            a. 1-inch
            b. 2-inches
            c. 2.5-inches
            d. 1.5-inches

      14. What are the side margins in a memo?
            a. 1-inch
            b. 2-inches
            c. 2.5-inches
            d. 1.5-inches

      15. What should be included If someone other than the author keys the memo?
            a. Copy notation
            b. Enclosure/Attachment notation
            c. Typist initials
            d. Complimentary close




6511 Keyboarding                                           UNIT A       04.03       Page 25
                                                                          04.03 PPT ACT Letters


                               Apply Letter Formats
                                   PowerPoint Assignment

                                           Directions
   Use the PowerPoint presentation on letter formatting (Slides 8 through 17) to find the
   answers to the following questions.

   Create a word processing document to respond to the assignment questions.
           Key your heading in the header
           Type each question in bold and unbold your answers
           DS between questions.

                                      Assignment Questions

   1. What is the difference between a personal-business letter and a business letter?

   2. What is letterhead?


   3. Which part of a letter identifies the address of the person writing the letter?


   4. Which part of a letter identifies the address of the person receiving the letter?


   5. What would be an example of a greeting/salutation?


   6. What would be an example of a complimentary close?


   7. What is the body of a letter?


   8. What is block style?


   9. What is the line spacing in the body of a letter?


   10. What is the line spacing after the dateline?



6511 Keyboarding                                               UNIT A        04.03        Page 26
   11. What is the line spacing after the complimentary close?


   12. What is the line spacing after the inside address?


   13. What is the line spacing after the salutation?


   14. What is the line spacing after the body?


   15. If typist initials are included, what is the line spacing after the author’s keyed name?


   16. What is the difference between open punctuation and mixed punctuation?


   17. When would an enclosure notation be used in a letter?


   18. When would a copy notation be used in a letter?


   19. When would an attachment notation be used in a letter?


   20. When would typist initials be included in a letter?




6511 Keyboarding                                                UNIT A        04.03      Page 27
                                                                       04.03 VOC Letters
                   4.03 Competency Vocabulary
               Apply correct memo and letter formats.
                            Letter Vocabulary
Term                    Definition

Attachment Notation     A special notation at the end of a memo or letter that indicates
                        that an item(s) is attached to the letter or memo.
Block Style             A keying style for a letter or memo in which all the text is
                        aligned at the left margin.
Body                    The main text of a personal letter, business letter, memo,
                        email, or report.
Business Letter         A letter sent from one business or organization to another or to
                        an individual.
Complimentary Close     Ending of the letter. Example: Sincerely yours,
Copy Notation           Use a lowercase (c) followed by the name of the person(s) to
                        receive a copy. Place the copy notation a double space below
                        the last line of the enclosure notation or the typist line if there
                        is no enclosure.
Double Space            Pressing the enter key twice (2) leaving one blank line. This
                        can also refer to line spacing using the word processing feature
                        to leave one blank line between each line of text.
Enclosure Notation      A special notation at the end of a letter indicating that an
                        item(s) is included with the letter.
Handwritten Signature   Author’s handwritten/signed name. Placed on the printed copy
                        of the letter.
Keyed Name              The author’s keyed name in the closing of the letter.
Letter Address/Inside   The address of the receiver of the letter.
Address
Letterhead              Letterhead is stationery that is used instead of the return
                        address in a business letter and consists of the business’ name,
                        address, phone/fax/email, and logo.

Mixed Punctuation       A colon or comma is keyed in the salutation and a comma is in
                        the complimentary close.
Open Punctuation        There is not a colon keyed in the salutation and there is not a
                        comma in the complimentary close.
Personal-Business       A letter written by an individual to deal with business of a
Letter                  personal nature. (A letter that is sent from an individual to a


   6511 Keyboarding                                     UNIT A       04.03      Page 28
                      person or business/organization.)
Return Address        The address of the sender of the letter and consists of a line for
                      the street address and one for the city, state, and ZIP code.
Salutation            The greeting of a letter that is keyed a double space below the
                      letter address.
Single Space          Pressing the enter key one (1) time leaving no blank lines.

Typist Initials       Initials of the typist. Used when someone other than the
                      author keys the letter and is keyed at the left margin, a double
                      space below the writer’s name.




   6511 Keyboarding                                   UNIT A      04.03     Page 29
                                                                                                 04.03 ACT8
                                           MODEL LETTER
Directions: Key the personal business letter below using block style with mixed punctuation. Follow the
spacing and page formatting directions shown. Save the letter as ―MODEL LETTER‖ and print the letter.
Do not key the boxes or the directions printed in the boxes.

168 Dansey Drive                         Single Space each line in the Return Address (sender’s address).
Raleigh, NC 27614                        Quadruple Space after the Return Address.
Current Date

(QS)

                                         Single Space each line in the Letter Address (receiver’s
Furniture Warehouse Company
                                         address), which is also called the Inside Address. Double Space
1359 Mackie Lane                         after the Inside Address.
Asheville, NC 32324
(DS)                    Key the Salutation/Greeting using Mixed
Dear Sir:               Punctuation, placing a colon at the end.
(DS)
I (a person) am writing to you, Mountain Furniture Company (a business) to demonstrate how to
write a personal business letter. Every personal business letter is the same in this regard because
they are always from a person to a business.
(DS)
This particular personal business letter is being typed as a sample of the correct formatting of a
personal business letter. Be sure not to type the vertical line spacing abbreviations such as QS
                                                                                                              Body
and DS.                                                                                                       SS within¶s
(DS)                                                                                                          DS between¶s
This letter is keyed in block style, which means that every line starts at the left margin. I think
we all know that we will not use the TAB key to indent any paragraphs in a block style letter.
(DS)
I would also like to point out the special punctuation contained in this letter. Please notice that
there is a colon (:) after the salutation, and a comma (,) after the complimentary close. This style
of punctuation is called mixed punctuation.
(DS)
I am including something with this letter to be placed in the envelope with the letter. In the
business world, it is appropriate to type the word “Enclosure” after the typist’s initials. When the
person receives this letter and sees the word “Enclosure” at the bottom, they will know to look in
the envelope for something in addition to the letter.
(DS)                        Key the Complimentary Close a double space below the body using mixed
Sincerely,                  punctuation, placing a comma at the end. Quadruple space after the
                            Complimentary Close.
(QS)
                            The Author’s Keyed Name is keyed a quadruple space below the
Your Name                   complimentary close. Double space after the author’s keyed name.
(DS)
xx                          Key the Typist Initials a double space below the author’s keyed name in lower
(DS)                        case with no spaces and no punctuation.
Enclosure
                            Key the Enclosure Notation a doubles space below typist initials.




6511 Keyboarding                                                       UNIT A          04.03       Page 30
                                                                                       04.03 ACT9
                      Personal/Business Letter-Mixed Punctuation
       Directions: Study the parts and spacing of the personal/business letter below. Key the
       letter as shown using word processing software. Follow the instruction printed in bold.
       Save the letter as ―EAST MIDDLE SCHOOL‖ and print the letter.

                                                TM-2

       123 Sir Walter Raleigh Street             RETURN ADDRESS
       Manteo, NC 27954
       Current Date                              DATELINE

              (QS)

       East Middle School                           INSIDE ADDRESS
       444 Lee Road
       Greenville, NC 27858-4353
              (DS)
       Ladies and Gentlemen:                  SALUTATION/MIXED PUNCTUATION
              (DS)
       I will be graduating from East Middle School, and I would like to apply for the
       drama productions in the fall term.
LM-1                                                                                    RM-1
              (DS)
       Please send information on tryouts to my home address, which is listed above. I
       am also interested in obtaining any information about the athletic teams that you
       can send me.
              (DS)
       Thank you for your cooperation.
              (DS)
       Sincerely, COMPLIMENTARY CLOSE/MIXED PUNCTUATION

              (QS)                               HANDWRITTEN SIGNATURE

       Joe A. Smith                              KEYED NAME LINE


       xx                                        TYPIST INITIALS
                                                 BM-1




       6511 Keyboarding                                          UNIT A       04.03     Page 31
                                                                                        04.03 ACT10
                                Business Letter -Open Punctuation
     Directions: Study the parts and spacing of the business letter below. Notice that this letter
     is created using company letterhead. Using your word processing software, design the
     letterhead and key the letter as shown. Follow the instruction printed in bold. Save the
     letter as ―B and C Construction‖ and print the letter.

                                                     TM-2

                                            Taylor Reality
                                           345 Austin Drive
                                                                                        LETTERHEAD
                                          Anytown, NC 34444
                                            (666) 222-3456


     Current Date                                 DATELINE

            (QS)

     Mr. and Mrs. Simon Hernandez                         INSIDE ADDRESS
     2456 Elgin Street
     Anytown, NC 34587
LM-1         (DS)                                                                                     RM-1
     Dear Mr. and Mrs. Hernandez                          SALUTATION/OPEN PUNCTUATION
             (DS)
     Thank you for choosing us to help you find your new home. Enclosed are our brochures and a sample
     of the many houses that are available.
             (DS)
     There are several new homes under construction in this area. We have many satisfied customers who
     can attest to the quality of our work.
             (DS)
     After viewing the material, please contact me at Ext. 32 at the phone number listed above. I would like
     to discuss your needs as you plan the purchase of your new home.
             (DS)
     Sincerely                              COMPLIMENTARY CLOSE/OPEN PUNCTUATION

            (QS)                                  HANDWRITTEN SIGNATURE

     Your Name                                    KEYED NAME
            (DS)
     xx                                           TYPIST INITIALS
            (DS)
     Enclosures                                   ENCLOSURE NOTATION

     c Ian Taylor

                                                     BM-1


     6511 Keyboarding                                              UNIT A       04.03      Page 32
                                                                                    04.03 ACT11
                                 Business Letter
                                Mixed Punctuation
Directions: The letter/inside address, salutation, and the complimentary close are not
formatted correctly. Key the business letter below using the correct block style format
with mixed punctuation. Assume the letter will be printed on company letterhead
(beginning the letter with the dateline). Save the letter as ―ACME MOVING and
STORAGE‖ and print the letter.

Use today’s date. Send the letter to Mrs. Jean Smith/1456 Milbury Lane/Cary, NC 27511. Key
an appropriate salutation.

As per our phone conversation yesterday, I have scheduled our crew to arrive at your home at 8
a.m. on Tuesday. Please find enclosed the contract for services and return it to me as soon as
possible.

You may reach me at Ext. 1620 between 7 a.m. and 4 p.m. during the week. Thank you for
choosing Acme Moving & Storage for your relocation needs. We will get you where you want
to go.

Sincerely yours, Greta Voight, Sales Associate/xx/Enclosure




                     Business Letters—Points to Remember!

   A business letter is a letter that is sent from one business or organization to another.
   Business letters are usually keyed on letterhead, which consists of the business’ name, address,
    phone/fax/email, and log.
   When writing a business letter in block style:
        Key all parts of the letter at the left margin.
        Single space paragraphs. Double space between paragraphs.
        Set top margin at 2’, side and bottom margin at 1”.
        Typist initials are used when someone other than the writer keys the letter.
        Enclosure and/or copy notations appear a double space after typist initials.




6511 Keyboarding                                               UNIT A       04.03      Page 33
                                                                                     04.03 ACT12



                                                                 Name: ______________________
                                                                 Date: _______________________
                                                                 Class Period: ________________
Directions:
      Label the parts of the personal business letter. Place your answers in the space provided.
      Key the personal business letter using word processing software with open punctuation.
       Use correct spacing and formatting.
      Save the file as “Label that Letter”.

Complimentary Close                         Letter Address                          Salutation
Writer’s Name                               Return Address                          Body




6618 Madge Lane
Fuquay-Varina, NC 27526               1. ________________________
May 2, xxxx                              ________



Darrell McFadden
4600 Hamilton Road                 2. _________________________
Apex, NC 27539                        _______
                                                                                   4. ________
                                                                                      ________
Dear Mr. McFadden                   3. _________________________                      ________
                                        _______                                       ________
Thanks again for agreeing to tutor Johnny on Tuesdays and Thursdays. I think the extra help
will allow him to improve in all of his classes. You mentioned that you might need the Power
Point software package during your tutoring session. I think this would be great! Power point is
installed on each of our personal computers.

I will plan to introduce the program to Johnny on Monday. Please contact me if your have any
questions or concerns about the tutoring sessions. I look forward to seeing you on Tuesday.

Sincerely                                       5. _________________________
                                                   _______

                                                6. ________________________
Ms. Wellington




6511 Keyboarding                                              UNIT A        04.03       Page 34
                                                                                               04.03 ACT13
                               Parts of a Personal-Business Letter
     A PERSONAL-BUSINESS LETTER IS A LETTER THAT IS SENT FROM AN
          INDIVIDUAL TO A PERSON OR BUSINESS/ORGANIZATION.
     DIRECTIONS
       1. Fill in the parts of the letter on this handout using the word bank.
       2. Key the letter below using word processing software in block style (all parts of the letter begin at
          the left margin).
       3. Set the top margin at 2”. Set the bottom and side margins at 1”.
       4. Use mixed punctuation, placing a colon after the salutation and a comma after the complimentary
          close.
       5. Do not type the boxes or the vertical line spacing clues.
       6. Save the letter as “Computer Central” and print the letter. Staple this handout and your keyed
          letter together.
                                                   WORD BANK
            Return Address                      Complimentary Close               Letter/Inside Address
         Writer’s Keyed Name                            Body                       Enclosure Notation
             Typist Initials                        Copy Notation                       Salutation

                       1546 Ward Avenue
                       Raleigh, NC 27893
                       Current Date

QS

                       Computer Central
                       2014 Montgomery Street
                       Rocky Mount, NC 28456
DS
                       Dear Sir:
DS
                       I ordered a copy of Carmen Sandiago software from your catalog about a month
                       ago. Unfortunately, I have not received the software. I am writing to ask you to
                       please look into this matter. I am concerned that my order has been misplaced.
SS within
DS between             I have enclosed a photocopy of the check that I used to pay for my order. Thank you
paragraphs             for handling this for me. I look forward to hearing from you in the near future.

                       Sincerely yours,
 QS


                       Mr. Charles N. Lindsey
 DS
                       xx
 DS
                 Enclosure
 DS
  6511 Keyboarding                                                     UNIT A         04.03       Page 35
                 c Mrs. Niceness
                                                                                     04.03 ACT14




                           Block Style Open Punctuation
Directions:       Write a personal business letter to your local high school to request information
about their athletics program and/or extracurricular activities. Use your address as the return
address. Use your local high school’s address as the inside address. Format the letter in block
style with open punctuation. Save the file as “High School” and print the letter.



Tips for writing a personal business letter:
   Be brief and to the point.
   Explain the purpose of your letter in the first paragraph.
   Provide reasoning and details of the situation in the
       second paragraph.
      State the outcome that you will wish to result from
       sending the letter.
      Make sure your letter is readable and easy to
       understand.
      Proofread and spell check carefully.
      Make sure the letter is neat in appearance.
      Set the top margin at 2”, bottom and side margins at 1”.
      Single space paragraphs; double space between
       paragraphs
      Typist initials are used when someone other than the
       writer keys the letter.
      Enclosure and/or copy notations appear a double space
       after typist initials.




6511 Keyboarding                                               UNIT A        04.03      Page 36
                                                                                                04.03 ACT15
                                            STAR LETTER
                                            Two-Page Letter

Directions: The document below is a two-page personal business letter that summarizes the
purpose of a computer system. Key the letter using block style with mixed punctuation. Follow
the spacing and page formatting directions shown. Save the letter as “Star Letter” and print the
letter. Do not key the boxes or the directions printed.

                                              Margins
    Top Margin 1st Page-2 inches                                      Side Margins-1 inch
    Top Margin 2nd Page-1 inch                                        Bottom Margin-1 inch
     (Page Numbering should begin on the 2nd page. The first page is usually not numbered. Right
               align the page number on the 2nd page ½ inch from the top of the page.)




                                                                           Return Address
                                                        Use your address as the return address. Remember
Student’s Street Address                                that the return address is the address of the person
Student’s City, State, and Zip                          writing the letter. Key the dateline directly under
Current Date                                            the return address. SS each line of the letter of the
                                                        return address.

(QS)
                                                                  Letter Address/Inside Address
Jessica Simpson                                      Key the letter address a QS under the dateline. SS
3456 Belview Lane                                    each line of the letter address.
Palmetto, CA 90876
(DS)                                                                       Salutation
Dear Mrs. Simpson:                                   Key the salutation using mixed punctuation.
(DS)
I heard that you had questions about your new computer. Do you know what a computer is? It
is an electronic device that receives, processes, and stores data, and can produce a result. There
are many types of personal computers including laptops, desktops, and notebooks/tablets.
Regardless of the type, all computers need two components, hardware and software, in order to
work.                                                                                                       Body
(DS)                                                                                                    SS within ¶s
                                                                                                        DS between ¶s
Hardware is the physical equipment of the computer system that you can see and touch.
Examples of hardware include the monitor, keyboard, printer, and speakers. Hardware devices
can be classified into four categories: input, output, processing, or storage. Input devices put
information into the computer. Examples are the keyboard, mouse, scanner, and microphone.
Output devices send information out of the computer. Examples of output devices are the
monitor, printer, and speakers. The CPU or central processing unit is the processing device in a
computer system. It is responsible for processing the information that is entered into the
computer. Finally, storage devices allow you to store the information that you have been
working with on your computer. This can be done either internally (inside the computer) or



6511 Keyboarding                                                      UNIT A           04.03        Page 37
externally (outside the computer). When information is stored internally, it is saved on the
computer’s hard drive. You can save information externally on floppy disks, CD-ROMs, DVDs,
and USB drives.
(DS)
The other component that all computers need in order to work is software. Software is the
program that tells the computer what to do. Without it, you would simply have a bunch of
computer parts connected together. There are two types of software, system software and
application software. System software controls the operation of the computer system. This
includes booting (starting up), and how files can be organized. An example of system software
is Windows XP. Application software is software that is used to meet a specific need. An
example of application software is MS Word, which is used to process text documents such as
memos, letters, tables, and reports. Other examples of application software include database and
spreadsheet programs. Database programs allow information, such as names and addresses, to
be organized. Spreadsheet programs allow numerical information, such as students’ grades, to
be calculated.                                                                                    Body
(DS)                                                                                          SS within ¶s
Hopefully you this letter has helped you to better understand what a computer is and how it DS between ¶s
works. Be sure to read the manual before setting up your computer. To properly take care of
you new tool, keep food, drinks, and magnets away from the computer. Also make sure you
properly shut down the computer each time after you each session of use.
(DS)                                         Complimentary Close
Sincerely,                   Key the complimentary close a DS below the body of the
                            letter in mixed punctuation.
(QS)
                                                   Keyed Name
Your Name                    Key the author’s name a QS below the complimentary
                             close.




6511 Keyboarding                                                 UNIT A           04.03   Page 38
                                                                                                04.03 ACT16
                          CHARACTER TRAITS FOR STUDENTS

Directions: The personal business letter below summarizes character traits that are important
for students to exhibit. Key the letter using block style with mixed punctuation. Apply correct
spacing and formatting rules.
                                                                              Return Address
                                                           Use your address as the return address.
Student’s Street Address
                                                           Remember that the return address is the address
Student’s City, State, and Zip                             of the person writing the letter. Key the dateline
Current Date                                               directly under the return address. SS each line of
                                                           the letter of the return address.


                                                                  Letter Address/Inside Address
Keyboarding Teacher                                      Key the letter address a QS under the dateline. SS
2355 Somewhere Blvd.                                     each line of the letter address.
Anytown, NC 2556
                                                                              Salutation
Dear Ms. Teacher:                                         Key the salutation using mixed punctuation.

This letter is to explain three important traits that successful students exhibit when it comes to
their schoolwork.

The first, and one of the most important traits, is organization. This refers to students that keep
things in a predictable place, and arrange things in an orderly manner. It is important to stay
organized so that you can find your work and materials quickly and easily. It is important to
keep information organized so that you can better understand, process, and remember what you
                                                                                                                   Body
have learned.                                                                                                   SS within ¶s
                                                                                                                DS between ¶s
Another trait of a successful student is productivity. Productivity is the state of being productive.
This includes staying on task, making good use of class time, and presenting work in an
acceptable format. Keys to being a productive student include arriving to class on time with all
required materials, listening to and following directions, and participating in class discussions.

A third trait of a successful student is resourcefulness. This means that a student is able to use
information that they already have (class notes, their textbook, a dictionary, etc) to solve their
problems. Instead of relying on the teacher or classmates, someone that is resourceful will first
attempt to answer questions that they may have on their own.

I try to demonstrate these traits daily. Please pass this information on to your students so that
they can also be successful.
                                                   Complimentary Close
Sincerely,                               Key the complimentary close a DS below
                                         the body of the letter in mixed punctuation.


                                                        Keyed Name
Student Name                             Key the author’s name a QS below the
                                         complimentary close.


6511 Keyboarding                                                     UNIT A             04.03     Page 39
                                                                              04.03 Letter QUIZ
                                                               Name________________________
                                                               Date_________________________
                                                               Class Period___________________
                                    Block Style Letters
                                   Check your Knowledge

Directions: Circle the best answer for each question.
   1. What type of notation should be used if a map were included in the envelope with the
      letter?
           a. Copy
           b. Enclosure
           c. Typist initials
           d. Attachment

   2. What type of document would be MOST APPROPRIATE to thank a senator for
      speaking to a class?
         a. Academic report
         b. Business letter
         c. Memorandum
         d. Table

   3. What type of computer program would MOST LIKELY be used to key a letter?
        a. Word processing
        b. Spreadsheet
        c. Database
        d. Multimedia presentation

   4. What type of correspondence would be BEST to complain about a restaurant?
        a. Unbound report
        b. Personal business letter
        c. Memorandum
        d. Table


   5. The principal is writing a letter to a parent. A copy of this letter is given to the teacher.
      What should be included on the letter?
         a. Enclosure notation
         b. Copy notation
         c. Attachment notation
         d. Typist initials

   6. The business owner hand wrote a letter that was given to his secretary to key using word
      processing software. What should be included on the letter?
         a. Enclosure


6511 Keyboarding                                                UNIT A         04.03      Page 40
          b. Copy
          c. Attachment
          d. Typist initials

   7. Which part is the author’s address?
        a. Return address
        b. Inside Address
        c. Salutation
        d. Complimentary close

   8. How is the salutation written?
        a. Dear Julie
        b. Sincerely
        c. Rebecca Dunworthy
        d. Enclosures

   9. Which part is the address of the person receiving the letter?
        a. Return Address
        b. Letter Address
        c. Salutation
        d. Complimentary close

   10. Which part is the complimentary closing?
         a. Dear Julie
         b. Sincerely yours
         c. 123 Baker Street
         d. Enclosure

   11. Which part is the body of the letter?
         a. Greeting
         b. Paragraphs
         c. Typist initials
         d. Complimentary close

   12. How is the complimentary close written?
         a. Dear Julie
         b. Sincerely
         c. Rebecca Dunworthy
         d. Enclosures

   13. What is the line spacing after the dateline?
         a. Single
         b. Double
         c. Triple
         d. Quadruple




6511 Keyboarding                                              UNIT A   04.03   Page 41
   14. What is the line spacing used between paragraphs?
         a. Single
         b. Double
         c. Triple
         d. Quadruple

   15. What is the line spacing used within paragraphs?
         a. Single
         b. Double
         c. Triple
         d. Quadruple

   16. What is the line spacing used after the complimentary close?
         a. Single
         b. Double
         c. Triple
         d. Quadruple

   17. Which punctuation style is used when there is not a colon in the salutation or a comma in
       the complimentary close?
           a. Open punctuation
           b. Mixed punctuation
           c. Closed punctuation
           d. Block style

   18. How should the top margin be set in a letter?
         a. 1”
         b. 1.5”
         c. 2”
         d. 2.5

   19. How should the side margins be set in a letter?
         a. 1”
         b. 1.5”
         c. 2”
         d. 2.5”

   20. How should the bottom margin be set in a letter?
         a. 1”
         b. 1.5”
         c. 2”
         d. 2.5”

   21. What is this method of formatting when all parts of the letter are aligned at the left
       margin?
          a. Block style



6511 Keyboarding                                                UNIT A        04.03      Page 42
          b. Open punctuation
          c. Mixed punctuation
          d. Indented

   22. What is the line spacing between the inside address and the salutation?
         a. Single
         b. Double
         c. Triple
         d. Quadruple

   23. What is the line spacing between the body and the complimentary close?
         a. Single
         b. Double
         c. Triple
         d. Quadruple

   24. What is the line spacing between the author’s typed name and the enclosure notation?
         a. Single
         b. Double
         c. Triple
         d. Quadruple

   25. What is the line spacing after the salutation?
         a. Single
         b. Double
         c. Triple
         d. Quadruple

   26. What part of a personal business letter comes immediately after the body?
         a. Typist initials
         b. Inside address
         c. Salutation
         d. Complimentary closing




6511 Keyboarding                                              UNIT A       04.03    Page 43

				
DOCUMENT INFO
Description: Correct Format for a Business Letter document sample