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Personal Business and Business Letters

Personal Business Letters from individual to business written on writer’s personal behalf printed on plain paper

Block vs. Modified Block Style all lines begin at left margin easiest and fastest style to use Modified Block date, complimentary closing, and writer’s ID start in horizontal middle all other lines begin at left margin

Mixed vs. Open Punctuation colon after salutation Dear Mrs. Smith: comma after complimentary closing Sincerely, Open no punctuation after salutation or closing Dear Mrs. Smith Sincerely

Block Style, Mixed Punctuation Modified Block, Open Punctuation

Style and Punctuation for Computer Literacy Class in class we will use: Block Style Mixed Punctuation

Saving a New File Ctrl +N Ctrl + S Start a new file for each letter Save in your letters folder pbl_41

Adding a Header not required in real business Include name and assignment # On Insert tab In Header & Footer Group Click Header icon Choose Blank

in header align to right (Ctrl + R) type first and last name and enter key letter type & number (pbl_41)

Close Header click

Formatting the Font or Ctrl + D On Home tab In Font group Times New Roman 12 pt. or Ctrl + D

Change Margins On Page Layout tab Click Margins icon Choose Office 2003 Default top and bottom margins = 1” left and right margins = 1.25”

Center Vertically All letters Page Layout tab Page Setup Dialog Box Launcher Layout tab Vertical Alignment Center click OK

Single Space Select All (Ctrl + A) Single Space (Ctrl + 1)

Parts of a Letter Date Inside Address Salutation Body Paragraphs Complimentary Closing Writer’s Identification Special Notations

Sample Business Letter Date Inside Address Salutation Body Paragraphs Complimentary Closing Writer’s Identification Typist’s Intitials Special Notations: Enclosure Delivery Copy Blind Copy

Inserting the Date Alt > I > T Followed by three blank lines choose June 23, 2008 style (3rd one down) Followed by three blank lines hit enter four times Sample Letter

Inside Address Address of person receiving letter: Mrs. Samantha Wojtas Sales Manager Neoprene, Inc. 2903 Wadsworth Avenue Hollywood, CA 90304 if short title, same line as name Mrs. Samantha Wojtas, Manager Followed by one blank line Name Job Title Company Street Address City, State & Zip Sample Letter

Salutation with Mixed Punctuation Dear Mrs. Wojtas: notice the colon Followed by one blank line Sample Letter

Body Paragraphs Do not indent Only hit enter at end of paragraph use place holder for class Last month, I purchased Only hit enter at end of paragraph lines will "word-wrap" Followed by one blank line Sample Letter

Complimentary Closing with Mixed Punctuation After last paragraph (and blank line) Sincerely, notice the comma Followed by three blank lines room for signature Sample Letter

Writer’s Identification Personal Business your name and address Nicholas Pagano 123 BerniseStreet Melrose Park, IL 60164 Business name and job title Nicholas Pagano Chief Financial Officer don’t need address already on letterhead Sample Letter

Business Letters from employee of business to another business or individual written on company’s behalf printed on letterhead preprinted stationary logo & contact info at top address, phone, e-mail, etc…

Saving a New File Ctrl +N Ctrl + S Start a new file for each letter Save in your letters folder bl_41

Adding a Header not required in real business Include name and assignment # On Insert tab In Header & Footer Group Click Header Choose Blank

in header align to right (Ctrl + R) type first and last name enter key letter type & number (bl_41)

Close Header click

Formatting the Font or Ctrl + D On Home tab In Font group Times New Roman 12 pt. or Ctrl + D

Change Margins On Page Layout tab Click Margins icon Choose Custom Margins top margin = 2” room for letterhead bottom margin = 1” left and right margins = 1.25”

Center Vertically All letters Page Layout tab Page Setup Dialog Box Launcher Layout tab Vertical Alignment Center click OK

Single Space Select All (Ctrl + A) Single Space (Ctrl + 1)

Inserting the Date Alt > I > T Followed by three blank lines choose June 23, 2006 style (3rd one down) Followed by three blank lines hit enter four times Sample Letter

Inside Address Address of person receiving letter: Ms. Alma Louise Yoyoma, President Yoyoma & Yoyoma Associates 4500 Elk Grove Avenue Arlington Heights, IL 60003 if long title, use separate line Ms. Alma Louise Yoyoma President of Communications Followed by one blank line Name Job Title Company Street Address City, State & Zip Sample Letter

Salutation with Mixed Punctuation Dear Ms. Yoyoma: notice the colon Followed by one blank line Sample Letter

Body Paragraphs Do not indent Only hit enter at end of paragraph lines will "word-wrap" Followed by one blank line Use placeholder to start type just first couple of words Sample Letter

Complimentary Closing with Mixed Punctuation After last paragraph (and blank line) Sincerely, notice the comma Followed by three blank lines room for signature Sample Letter

Writer’s Identification Business name and job title Louise K. Farnsworth Production Engineer don’t need address already on letterhead Sample Letter

Typist’s Initials Business Letter many letters not typed by writer use initials to identify typist two lines below writer’s identification lower-case, no spaces, no periods also called reference initials Sample Letter

Enclosure Notations often other items are included with letter if placed in envelope indicate: Enclosure if attached to letter indicate: Attachment Sample Letter

Delivery Notation use if sent letter a special way example: Certified Mail UPS FedEx Fax E-mail example: By FedEx Sample Letter

Copy Notation shows who else received copy of letter type cc: strike tab key names at tab c: Jane Doe Sam Smith Sample Letter

Blind Copy copy someone, but not let others know only used on writer’s copy and recipient’s blind copy type bc: strike tab key name(s) at tab bc: Alex Rodriguez Sample Letter

Other Important Info Save often; Save early (Ctrl + S) Spell-check (F7) Proofread Use the Show/Hide button to help with spacing

Welcome Back Log-in and launch Typing Master Begin Warm Up Typing Test > 3 Minutes Repeat as time allows

Personal Business Letters Ctrl+N, Ctrl+S save in your letters folder Header, Ctrl+R Firstname Lastname pbl_33 Page Setup check margins center vertically Alt > I > T insert date 3 blank lines (4 enters) Inside Address Salutation with colon Use placeholder for body Closing with comma 3 blank lines Writer’s ID your name address city, state zip

Business Letters Alt > I > T Ctrl+N, Ctrl+S Header, Ctrl+R insert date 3 blank lines (4 enters) Inside Address Salutation with colon Use placeholder for body Closing with comma 3 blank lines Writer’s ID name title Ctrl+N, Ctrl+S save in your letters folder Header, Ctrl+R Firstname Lastname bl_33 Page Setup check margins 2 inch top center vertically