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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

Slide ShowMemos

Use the PowerPoint presentation to discuss formatting rules for memos using slides 1-7. This can be shown 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.

04.03 PPTSlides 1-7

PowerPointActivityMemos

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

04.03 PPT ACTMemos

VocabularyMemos

Distribute vocabulary for objective 04.03 and discuss terms for memos.

04.03 VOCMemos

Model ActivityMemos

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

04.03 ACT1Model Memo

Activity

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

04.03 ACT2

ActivityDistribute Activities 04.03 ACT3 and 04.03 ACT4, entitled “OPEN HOUSE” and ”FINAL EXAM” respectively. Have students use word processing software to key each memo.

04.03 ACT304.03 ACT4

6511 Keyboarding UNIT A 04.03


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

ActivityDistribute 04.03 ACT5 entitled “Unscramble the Memo”. 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.

04.03 ACT5

ComposingActivity

Distribute 04.03 ACT6 entitled “FORMATTING MEMOS; Computer System”. Prior to students keying 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.

04.03 ACT6

ComposingActivity

Distribute Activities 04.03 ACT7 entitled “SOLVING OFFICE PROBLEMS”. Have students use word 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.

04.03 ACT7

QuizMemos

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

04.03Memo QUIZ

PowerPointLetters

Use the PowerPoint presentation (slides 8 through 17) to discuss letter formats. This can be shown 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.

04.03 PPTSlides 8-17



PowerPoint Activity Letters

Distribute 04.04 PPT ACT. Students will use this PowerPoint assignment to review the formatting rules for block style letters.

04.03 PPT ACTLetters

Vocabulary Letters

Distribute letter vocabulary and discuss terms. 04.03 VOCLetters

ModelActivityLetters

Distribute 04.03 ACT8 entitled ”MODEL LETTER”. Use this personal business letter to demonstrate block style formatting, parts of a letter, and spacing rules. Have 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.

04.03 ACT8Model Letter

ActivityDistribute 04.03 ACT9. Discuss the difference between 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.

04.03 ACT9

ActivityDistribute 04.03 ACT10. This is a business letter keyed on company letterhead. Demonstrate, using a LCD

04.03 ACT10



projector, the many different ways letterhead can be 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.

ActivityDistribute 04.03 ACT11. This is a business letter that 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.

04.03 ACT11

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

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

04.03 ACT12

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

04.03 ACT13

Composing Activity

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

04.03 ACT14



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.

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

Activity

Distribute 04.03 ACT15 entitled “STAR LETTER”. This activity is a two-page letter. Discuss the contents of the 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.

04.03 ACT15

Activity

Distribute 04.03 ACT16 entitled “CHARACTER TRAITS 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 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.

04.03 ACT16

QuizLetters

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

04.03 Letter Quiz

TextbookResources

Memos

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

South Western:Century 21 Computer Keyboarding



Textbook Resources

Letters

Keyboarding with Computer Applications, (G)—Unit 3 “Word Processing”, Lesson 48 “Personal Business Letters”

Century 21 Computer Keyboarding, (SW)—Unit 9 “Learn to Format Personal-Business Letters”, Lesson 28 “Format Personal-Business Letters”

Glencoe:Keyboarding with Computer Applications

South Western:Century 21 Computer Keyboarding

WebsitesLetters

http://www.unc.edu/depts/wcweb/handouts/business.html

http://learnnc.org

http://www.lcusd.net/lchs/pcyhaniuk/PBLGuide.html

http://www.wrhs.net/messages_from_staff/forbesnotes/Personal%20Business%20Letters_files/frame.htm

http://www.ais.msstate.edu/aee/tutorial/busletters.html

http://www.education-world.com/a_lesson/lesson281.shtml

Handouts on writing business letters

Learn NC website to find plans on teaching memos and letters

Personal business letter guide

Formatting personal business letters

Writing business letters and envelopes

Lesson plan for teaching letters writing











http://learnnc.org/




WebsitesMemos

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

http://www.fiu.edu/~schriner/memotips.htm

http://gecko.gc.maricopa.edu/~rbarstac/memo.htm

http://www.website101.com/email_e-mail/

http://home.thirdplanet.net/mireland/e-mailguide.htm

http://tdi.uregina.ca/~kestenj/email/email.html

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

Memo Writing

Memo Writing Tips

Writing Memos and Parts of a Memo

E-Mail Tutorial

Using E-mail and E-Mail Terms

Email Etiquette








http://www.website101.com/email_e-mail/







Document Processing Memos and Letters – PPT PresentationSlide 1 ___________________________________

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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?


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.



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.


04.03 VOC Memos

4.03 Competency VocabularyApply correct memo and letter formats.

Memo VocabularyTerm Definition

Attachment notationA 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.

BodyThe main text of a personal letter, business letter, memo, email, or report.

Copy NotationUse lowercase (c ) 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 reference 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.

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

Enclosure notation A special notation at the end of a letter that indicates that an item(s) is included with the letter.

Entry Information following the words in the memo heading. The tab key is used to align each entry.

Memorandum (Memo)

A written message used by employees within an organization to communicate with one another.

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

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


04.03 ACT1MODEL 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.

TO: Faculty and Staff(DS)FROM: John Green, Principal(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)The customary standard margins are used: 2” top margin, 1” side margins, and a least a 1” bottom margin.(DS)Headings begin at the left margin. Remember to follow each heading with a colon (:), and use 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.

xx


BodySS within ¶sDS Between¶s

Typist Initials-lower case, no space, and no punctuation

1”

1”

1”

2”

Memo Heading

EntryAn entry is the information that follows the memo heading. Pressing the tab key once or twice aligns each entry.

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.

TO: Middle School Students(DS)FROM: Your Name(DS)DATE: Current date(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 your workspace properly can lead to unwanted and painful injuries.

Injuries that occur when someone performs a task repeatedly, causing the build up of waist products in muscles, are called Repetitive Stress Injuries or RSI. An injury that can occur from 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, pain and tingling, and swelling in the wrist and hand.

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


BODYSS within ¶sDS Between¶s

MEMO HEADING

Typist Initials

TM 2 inches

LM1 inch

BM1 inch

RM1 inch

ENTRIESInformation that follows the

memo heading is called an entry and is aligned by pressing the

tab key.

04.03 ACT3OPEN HOUSE

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

TO: Teachers and Staff

FROM: Administration

DATE: Current Date

SUBJECT: Open House

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.

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.

xx

Attachment


TM-2

LM-1

RM-1

BM-1

DS

DS

DS

DS

DS

DS

DS

04.03 ACT4FINAL EXAM

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

TO: 5th Period Students

FROM: Ms. Lambert

DATE: Current Date

SUBJECT: Final Exam

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 should also keep your class notes in your binders. Your notes provide another great way to prepare for the final exam. Remember the major parts on the test are:

Touch Typing (fingering)-Letters, Numbers, Symbols, and the Numeric Keypad Title Pages/Reports/Bibliography Block Style Letters-Open Punctuation and Special Parts Block Style Letters-Mixed Punctuation and Special Parts Memos Tables Major Parts of the Computer Proofreader Marks

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


LM-1”

TM-2”

RM-2”

BM-1”

MEMO HEADINGDouble Space between TO:,

FROM:, DATE:, and SUBJECT:. Press the tab key to align the entries

following the memo heading.

BULLETED LISTSSingle Space between each item in the list. Double above and

below the list.

DS

DS

DS

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


04.03 ACT6FORMATTING 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.


04.03 ACT7

MemorandumsWrite a Memo to Address the Problem

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.


Don’t forget to:1. Set Margins2. Key Memo Heading (DS)3. SS Paragraphs4. DS Between Paragraphs5. Use Attachment or Enclosure if needed.

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. Singleb. Doublec. Tripled. Quadruple


9. Which key should be used to align the entries that follow the memo heading?a. Space barb. Tabc. Cursor keysd. Backspace

10. What is the line spacing within the paragraphs in a memo?a. Singleb. Doublec. Tripled. Quadruple

11. What is the line spacing between the paragraphs in a memo?a. Singleb. Doublec. Tripled. Quadruple

12. Which notation should be used if an additional document is stapled to the memo?a. Typist initialsb. Copy notationc. Attachment notationd. Complimentary close

13. What is the standard top margin in a memo?a. 1-inchb. 2-inchesc. 2.5-inchesd. 1.5-inches

14. What are the side margins in a memo?a. 1-inchb. 2-inchesc. 2.5-inchesd. 1.5-inches

15. What should be included If someone other than the author keys the memo?a. Copy notationb. Enclosure/Attachment notationc. Typist initialsd. Complimentary close


04.03 PPT ACT Letters

Apply Letter FormatsPowerPoint Assignment

Directions

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


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?


04.03 VOC Letters

4.03 Competency VocabularyApply correct memo and letter formats.

Letter VocabularyTerm 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 Address

The address of the receiver of the letter.

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 Letter

A letter written by an individual to deal with business of a personal nature. (A letter that is sent from an individual to a 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.


04.03 ACT8MODEL 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 DriveRaleigh, NC 27614Current Date

(QS)

Furniture Warehouse Company1359 Mackie LaneAsheville, NC 32324(DS)Dear Sir:(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 and DS.(DS)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)Sincerely,

(QS)

Your Name(DS)xx(DS)Enclosure


Single Space each line in the Return Address (sender’s address). Quadruple Space after the Return Address.

Single Space each line in the Letter Address (receiver’s address), which is also called the Inside Address. Double Space after the Inside Address.

Key the Salutation/Greeting using Mixed Punctuation, placing a colon at the end.

Key the Complimentary Close a double space below the body using mixed punctuation, placing a comma at the end. Quadruple space after the Complimentary Close.

The Author’s Keyed Name is keyed a quadruple space below the complimentary close. Double space after the author’s keyed name.

Key the Typist Initials a double space below the author’s keyed name in lower case with no spaces and no punctuation.

Key the Enclosure Notation a doubles space below typist initials.

BodySS within¶sDS between¶s

04.03 ACT9Personal/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.

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

(QS)

East Middle School INSIDE ADDRESS444 Lee RoadGreenville, 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.

(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


TM-2

BM-1

RM-1LM-1

04.03 ACT10Business 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.

Taylor Reality345 Austin Drive

Anytown, NC 34444(666) 222-3456

Current Date DATELINE

(QS)

Mr. and Mrs. Simon Hernandez INSIDE ADDRESS2456 Elgin StreetAnytown, NC 34587

(DS)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


TM-2

RM-1LM-1

BM-1

LETTERHEAD

04.03 ACT11

Business LetterMixed 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.

04.03 ACT12

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”.

6618 Madge LaneFuquay-Varina, NC 27526May 2, xxxx

Darrell McFadden4600 Hamilton RoadApex, NC 27539

Dear Mr. McFadden

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

Ms. Wellington


________________________________

________________________________

________________________________

________________________________

________________________________

________________________

Name: ______________________Date: _______________________Class Period: ________________

Complimentary Close Letter Address SalutationWriter’s Name Return Address Body

04.03 ACT13Parts of a Personal-Business Letter

A PERSONAL-BUSINESS LETTER IS A LETTER THAT IS SENT FROM AN INDIVIDUAL TO A PERSON OR BUSINESS/ORGANIZATION.

DIRECTIONS1. 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.


1546 Ward AvenueRaleigh, NC 27893Current Date

Computer Central2014 Montgomery StreetRocky Mount, NC 28456

Dear Sir:

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.

I have enclosed a photocopy of the check that I used to pay for my order. Thank you for handling this for me. I look forward to hearing from you in the near future.

Sincerely yours,

Mr. Charles N. Lindsey

xx

Enclosure

c Mrs. NicenessDS

DS

DS

QS

SS withinDS between paragraphs

DS

DS

QS

WORD BANKReturn AddressComplimentary CloseLetter/Inside AddressWriter’s Keyed NameBodyEnclosure NotationTypist InitialsCopy NotationSalutation

04.03 ACT14

Block Style Open PunctuationDirections: 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.


04.03 ACT15STAR LETTERTwo-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.

Student’s Street AddressStudent’s City, State, and ZipCurrent Date

(QS)

Jessica Simpson3456 Belview LanePalmetto, CA 90876(DS)Dear Mrs. Simpson:(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. (DS)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


Return AddressUse your address as the return address. Remember that the return address is the address of the person writing the letter. Key the dateline directly under the return address. SS each line of the letter of the return address.

Letter Address/Inside AddressKey the letter address a QS under the dateline. SS each line of the letter address.

SalutationKey the salutation using mixed punctuation.

BodySS within ¶sDS between ¶s

MarginsTop Margin 1st Page-2 inches Side Margins-1 inchTop 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.)

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.(DS)Hopefully you this letter has helped you to better understand what a computer is and how it 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)Sincerely,

(QS)

Your Name


Complimentary CloseKey the complimentary close a DS below the body of the letter in mixed punctuation.

Keyed NameKey the author’s name a QS below the complimentary close.


04.03 ACT16CHARACTER 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.

Student’s Street AddressStudent’s City, State, and ZipCurrent Date

Keyboarding Teacher2355 Somewhere Blvd.Anytown, NC 2556

Dear Ms. Teacher:

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 have learned.

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.

Sincerely,

Student Name


Return AddressUse your address as the return address. Remember that the return address is the address of the person writing the letter. Key the dateline directly under the return address. SS each line of the letter of the return address.

Letter Address/Inside AddressKey the letter address a QS under the dateline. SS each line of the letter address.

SalutationKey the salutation using mixed punctuation.

Keyed NameKey the author’s name a QS below the complimentary close.

Complimentary CloseKey the complimentary close a DS below the body of the letter in mixed punctuation.


04.03 Letter QUIZ Name________________________Date_________________________Class Period___________________

Block Style LettersCheck 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. Copyb. Enclosurec. Typist initialsd. Attachment

2. What type of document would be MOST APPROPRIATE to thank a senator for speaking to a class?

a. Academic reportb. Business letterc. Memorandumd. Table

3. What type of computer program would MOST LIKELY be used to key a letter?a. Word processingb. Spreadsheetc. Databased. Multimedia presentation

4. What type of correspondence would be BEST to complain about a restaurant?a. Unbound reportb. Personal business letterc. Memorandumd. 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 notationb. Copy notationc. Attachment notationd. 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


b. Copyc. Attachmentd. Typist initials

7. Which part is the author’s address?a. Return addressb. Inside Addressc. Salutationd. Complimentary close

8. How is the salutation written?a. Dear Julieb. Sincerelyc. Rebecca Dunworthyd. Enclosures

9. Which part is the address of the person receiving the letter?a. Return Addressb. Letter Addressc. Salutationd. Complimentary close

10. Which part is the complimentary closing?a. Dear Julieb. Sincerely yoursc. 123 Baker Streetd. Enclosure

11. Which part is the body of the letter?a. Greetingb. Paragraphsc. Typist initialsd. Complimentary close

12. How is the complimentary close written?a. Dear Julieb. Sincerelyc. Rebecca Dunworthyd. Enclosures

13. What is the line spacing after the dateline?a. Singleb. Doublec. Tripled. Quadruple


14. What is the line spacing used between paragraphs?a. Singleb. Doublec. Tripled. Quadruple

15. What is the line spacing used within paragraphs?a. Singleb. Doublec. Tripled. Quadruple

16. What is the line spacing used after the complimentary close?a. Single b. Doublec. Tripled. 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 punctuationb. Mixed punctuationc. Closed punctuationd. 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


b. Open punctuationc. Mixed punctuationd. Indented

22. What is the line spacing between the inside address and the salutation?a. Singleb. Doublec. Tripled. Quadruple

23. What is the line spacing between the body and the complimentary close?a. Singleb. Doublec. Tripled. Quadruple

24. What is the line spacing between the author’s typed name and the enclosure notation?a. Singleb. Doublec. Tripled. Quadruple

25. What is the line spacing after the salutation?a. Singleb. Doublec. Tripled. Quadruple

26. What part of a personal business letter comes immediately after the body?a. Typist initialsb. Inside addressc. Salutationd. Complimentary closing


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