Chapter 9 Pages 193-197Christopher CrosbyViviana Hernandez

USB drives are more durable and eco-friendly than CDs.

Formatting Standard formatting- a way to set up a document so it follows a convention

Visual cue- an element the reader sees that has a particular meaning

White spaces- any blank space on the page

Readability- how easily the reader can understand and locate information on the document

Introductory Paragraph, Headings, Fonts and sizesUse a introductory paragraph to make it easier to read.

Headings- are words and phrases that introduce sections of text

Font (typeface) - are characters that make up a set of letters

Varying Heading Font Styles & Parallel StructureVarying in heading fonts helps clarifies organizational structure.

Parallel structure- writing method in which similar elements are expressed in a consistent way or using a same pattern

Formatting, Organizational Symbols, High-Quality Paper

●Highlight important information

●High-quality paper helps your information look professional.

●Higher grade paper for important correspondence.

Formatting LettersDocuments are also characterized by different formats

Block-style letter- formatted so all lines are flush with the left margin.

Modified-block-style letter- places the date, complimentary close, and signature to the right of the center point of the letter

pg 197 - pg 204

Javier & Jessica

Standard Letter Elementsdateinside addresssalutationbodycomplimentary closesignaturenotations

Date LineThe date consists of the month, day, & year.

Inside AddressThe inside address is the name, title, & address of the recipient.

SalutationThe salutation is the greeting in a letter & always begins with Dear. This is followed by the recipient’s first name or, according to your relationship, title & last name.

BodyThe body of the letter is the message. Format the body according to the block or modified-block style.

Complimentary CloseThe complimentary close is the sign-off for the letter. Only the first word is capitalized. Mixed or open punctuation is used in the complimentary close.

SignatureThe writer’s name & title are called the signature or signature block. The writer’s job title & department appear beneath the name, unless a letterhead is used that contains this information.

NotationsLetters may include reference initials. These indicate who keyed the letter.

Additional Letter ElementsAttention Line- is a wealth of resources available to the writer telephone, internet, company databases.

Subject Line- A subject line in a letter is used like a subject line in an e-mail. It helps the reader know the content of the message before reading.

Postscript- means after writing and is information included after the signature.

Envelopes If you are physically mailing a letter, it is necessary to to address an envelope. The US Postal Service recommends the address be in all capital letters with no punctuation.

Enclosure Notation An enclosure notation alerts the reader to materials that are included in the mailing along with the letter.

Jaret Delatorre & Nathan J

Chapter 9pages 205-213

Formatting Memos

Memos are hardcopies used for intra-office communication

Templates

Are predesigned forms supplied in word processing software

Guide Words

To form, date, and subject appear at the top

Notations

At the bottom of the memo are used to indicate specific things to the reader

Blind Copy

Is used when you are sending a copy of the memo to someone without the recipient’s knowledge

E-mail

Is a message that is created, sent, and received digitally (electronically)

Netiquette

Is a set of guidelines for appropriate behavior on the Internet, including e-mail, and should always be followed