CPS ® and CAP ® Examination Review OFFICE ADMINISRATION, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper

CPS ® and CAP ®Examination ReviewOFFICE ADMINISRATION, Fifth EditionBy Schroeder and Graf

©2005 Pearson Education, Inc.Pearson Prentice HallUpper Saddle River, NJ 07458

Office Administration

Chapter 9: Producing Documents

in Final Format

2



Format of Business Letter

Date line Inside address Attention line (opt.) Salutation Subject line (opt.) Body of the letter Complimentary

closing

Signature line Reference initials Enclosure notation Copy notation Blind copy notation Line spacing Special notations

3



Letter Styles Block letter style displays all lines beginning at

the left margin, second page heading at left Modified block letter style moves the date an

complimentary closing/signature lines to the center, paragraphs may be indented, second page heading split between left, center, and right

Simplified letter omits the salutation and complimentary closing, it begins with a subject line and ends with the signature line in all caps, second page heading same as block style

4



Punctuation Styles

Open punctuation style does not use any punctuation after the salutation or complimentary closing

Mixed punctuation uses a colon (:) after the salutation and a comma after the complimentary closing

5



Addressing Envelopes

#10 envelope is addressed using a 4-inch top margin and 2.25-inch top, #6 3/4 uses a 2-inch left and top margin

Use block style, single-spaced address with all words in capital letters and no punctuation

Use the 2-letter state abbreviation and ZIP + 4 code

Special mailing notations should be used where applicable

6



Additional Envelope Information

The OCR-read area boundary should not be used for the address

Follow USPS guidelines for addressing envelopes, including suggestions for fonts and font sizes

Use acceptable vertical and line spacing to meet OCR guidelines

Mailing labels can be computer generated and then affixed to envelopes

7



Format of a Memorandum

Top margin is between 1–2 inches and the heading is centered in all caps

Side margins will vary with the length of the memo

Guide words should be double-spaced and begin a double-space below the heading

Double- or triple-space after guide words to key the body (single-spaced with a double-space between paragraphs)

Reference initials go a double-space below the body

8



Electronic Mail

Preliminary sections include the from and to address, copy and blind copy addresses, date and time of the message, and the subject

The message includes a salutation, message, complimentary closing, and signature file

Attachments can be added to copy files and send along with the e-mail

9



Layout of Business Reports

The top margin is 1/2–1 inch larger on the first page than on subsequent, left margin decisions depend on binding choice

Title is keyed in all caps, on the first page Line spacing should be uniform Heading levels should be predetermined Page numbers are used for organization Software can generate table of contents, etc. Avoid widow/orphan lines

10



Documentation and Reference Notes

Documentation gives appropriate credit to information sources

Copyright protection influences documentation The most popular documentation styles include

APA, MLA, and CMS Using ideas of others without citing the source

is plagiarism References for direct quotes and paraphrasing

are cited in-text, or as footnotes or endnotes A bibliography lists all references consulted for

the report

11



Minutes

The official report of the meeting Heading includes the name of the group, date,

time, location, and type of meeting Alphabetical list of attendees and absentees Body is a summary that follows the agenda Motions are listed along with those making and

seconding them Complimentary close is “Respectfully

submitted” and the secretary’s signature line

12



News Releases

An announcement about a business event, prepared by the administrative assistant

Heading is NEWS RELEASE, release date, and contact information

Body includes a title and news (direct approach)

Closing symbols indicate the end of the release (###)

Margins and spacing adjusted to keep it on one page

13



Itinerary—A Travel Plan

Includes details about Departure date, time,

and place Transportation type Arrival date, time,

and place Lodging information Appointments and

meetings Return trip

information

Guidelines Heading includes

name and dates of trip

Dates and times Travel and meeting

information Formatted so it is an

easy-to-understand reference

14



Outlines Coding Levels

Roman numerals (I, II) Capital letters (A, B) Arabic numbers (1, 2) Lowercase letters (a,

b) Numbers in

parentheses (1), (2) Lowercase letters in

parentheses (a), (b)

Spaced for readability from the reader’s viewpoint Consistent spacing If phrases are mainly

2 or more lines long, double-space between all points

If key words are short, it can be single-spaced

15



Abstracts Abstract is 1/4–1/2 the length of the original; précis is

1/3 of the original, recomposed text w/o illustrations Concise summary of key points Relevant information and major conclusions Complete documentation Level of language consistent with original document Outline or paragraph format Identify the abstract and précis on document Use abstract or précis while giving credit to the

original author