Bellingham School District

TASK:

• Key 3 personal business letters
• Key 2 business letters
• Key 2 memos

PRODUCT - Properly formatted

• Proofread: no spelling or word errors
• Header (or Footer) includes: Student name/Class period
• Use Times New Roman, size 12 font

RESOURCES:

Letter Format Guide - Block & Modified-Block Styles (in PDF)

Word 2000 Tutorial - FCGU

Text: Keyboarding and Document Processing

Types of Business Communication

ASSESSMENT:

Letter Rubric New 12-1-06

Standards of Mailability

PROCEDURE:

Step 1 – Learn style and punctuation basics for business letters

See page R3 of Keyboarding and Document Processing, and study Format Guide

• Block style – ALL text is aligned left
• Modified-Block style – Align date and closing to center. You may indent body paragraphs.
• Standard punctuation – Use a colon after salutation & a comma after closing:

Dear Ms. Bright:

Yours truly,

• Open punctuation – Use no punctuation after the salutation or the closing:

  Dear Ms. Bright

  Yours truly

Note: Open OR standard punctuation can be used with either block OR modified-block style.

• Sender's address - Business stationery - the address is in the letterhead

- Personal business letter - Place return address below sender's name in the closing:

Yours truly

 

Travis Johansson

2638 Newmarket Lane

Bellingham, WA 98229

• Top / bottom margins - center a short letter vertically on the page for equal white space top and bottom

  Go to File> Page Setup - Layout - Vertical alignment:

• Reference initials - when you key a letter for the sender, add your initials in small letters, with no spaces or punctuation, a double space below the sender's name. (Letter 17)
• Enclosures - Indicate that other material is included with a letter by keying the word Enclosure under your reference initials:

  Sincerely

   

  Jennifer Jones

  Advertising Director

  tj

  Enclosure

Step 2 – Learn Proofreaders' marks

See page R13 of Keyboarding and Document Processing - many teachers use these marks, and you will need to know them to key letter 17

TASKS:

I. Key three personal business letters in block format.

Key LETTER 9 on page 58 of Keyboarding and Document Processing

• Current date
• Default left and right margins (1.25)
• Vertically centered
• Use spell-check
• Insert a header (or footer, depending on teacher preference), containing your name and class period
• Save the file in your H: drive.  Name the file with your initials and letter9 (tjletter9.doc)
• Ask your teacher to check off this letter for proper format, then print and mark it to guide you in formatting future letters.
  

 

Key LETTER 10 on page 59 of Keyboarding and Document Processing

• Current date
• Properly format the information provided at the top of the page
• Add header or footer
• Save the file in your H: drive using your initials and letter10 (--letter10.doc)

Compose a letter to a business to voice personal concerns about a product or service.

• Before sending the letter, make sure it meets mailability standards (see ASSESSMENT)
• Add header
• Save the file using your initials and persletter (--persletter.doc)
  

 

II. Key two business letters using modified-block format.

Key LETTER 17 on page 94 of Keyboarding and Document Processing

• Study the model on page 93
• At the top of your page, create a letterhead for Garner Homes:
  • Include necessary information

    23246 Hwy 99 N

    Edmonds, WA 98026

    424-775-2500

    Randy A. Garner, President (optional letterhead information)

  • Use an appealing, bold font
  • Vary the text size
  • Include Clip Art if you wish
  • There are letterhead examples on pages R3, R4, and 51 of the text
• Interpret the proofreaders' marks (see page 66 and R13) and key the letter correctly
• Key your own initials above the word "Enclosure"
• Add header or footer
• Save as your initials and letter17 (--letter17.doc)

Key LETTER 18 on page 94 of Keyboarding and Document Processing

• Use modified-block style and include the letterhead from Letter 17
• Current date
• Properly format the information provided at the top of the page
• Use your own initials for the reference initials
• Add header or footer
• Save using your initials and letter18 (--letter18.doc)

III. Format two memos for interoffice communication

Key Memo 1 on page 89 of Keyboarding and Document Processing

• Read and follow the formatting instructions to the left of the memo, and note the red numbers that show how many times to press Enter before the next line
• You may use Word's Memo Wizard (File> New -- Memos tab)
• Add header or footer
• Save using your initials and memo1 (--memo1.doc)

Compose a memo to your teacher

• Type at least 2 paragraphs about a school or community issue of personal importance
• Explain the issue and how it is affecting your school or community
• State your proposal for dealing with the issue
• Save using your initials and persmemo (--persmemo.doc)
• Email a copy of the memo to your teacher.  With your Word document open:

  Go to File> Send To - Mail Recipient

  In Send To... key your teacher's name

  Complete Subject: line by stating your topic