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BASIC LETTER PARTS Letterhead. A letterhead contains the name and address of an organization or person. A variety of additional information can be included, such as the telephone number, fax number, e‐mail address, list of company officers, and a logo. The letterhead, which is designed to stand out from the text of the letter, is usually preprinted and does not need to be keyed. Date. The only acceptable date style for letters is month/day/year (November 14, 2009), with the month spelled out. Most word processing programs enter and update the date automatically if it is inserted using the Date feature. Key the date 2" from the top of the page, or a DS below a letterhead that is more than 2" deep. Letter address. Key the receiver’s name and address SS, with a minimum of three lines and a maximum of six lines. If the default line spacing in your software is 1.15", you must SHIFT + ENTER after each line of the letter address in order to achieve single spacing. For U.S. addresses, the last line must contain only three elements: city (never abbreviated), state (always two‐letter USPS abbreviation), and ZIP+4. The letter address should be the same as the delivery address on the envelope. Begin the address a QS below the date. Key a personal title (Ms., Mr., Mrs.) or a professional title (Dr., Senator) before the receiver’s name. Insert one space between the state and the ZIP code. Salutation. Key the salutation (greeting) double space (one blank line) below the letter address. Only the title and last name appear in the salutation unless the title is not known and the gender of the addressee is difficult to determine—for example, Leslie Kennedy. Then the salutation would read Dear Leslie Kennedy. February 25, 2010 Ms. Marilyn Lombard 2539 W. Fifth Avenue San Francisco, CA 94101‐3399 Dear Ms. Lombard Example shown is opening lines for a letter using a letterhead in block format. Double space = 1 blank line Quadruple space = 3 blank lines Body. Begin the body (message) of the letter a double space below the salutation. Single space each paragraph with a DS between paragraphs. Complimentary close. Key the complimentary close (farewell) a double space below the body of the letter. If two words are used (Sincerely yours), capitalize only the first word. Page 1

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  • BASICLETTERPARTSLetterhead.Aletterheadcontainsthenameandaddressofanorganizationorperson.Avarietyofadditionalinformationcanbeincluded,suchasthetelephonenumber,faxnumber,emailaddress,listofcompanyofficers,andalogo.Theletterhead,whichisdesignedtostandoutfromthetextoftheletter,isusuallypreprintedanddoesnotneedtobekeyed.Date.Theonlyacceptabledatestyleforlettersismonth/day/year(November14,2009),withthemonthspelledout.MostwordprocessingprogramsenterandupdatethedateautomaticallyifitisinsertedusingtheDatefeature.Keythedate2"fromthetopofthepage,oraDSbelowaletterheadthatismorethan2"deep.Letteraddress.KeythereceiversnameandaddressSS,withaminimumofthreelinesandamaximumofsixlines.Ifthedefaultlinespacinginyoursoftwareis1.15",youmustSHIFT+ENTERaftereachlineoftheletteraddressinordertoachievesinglespacing.ForU.S.addresses,thelastlinemustcontainonlythreeelements:city(neverabbreviated),state(alwaystwoletterUSPSabbreviation),andZIP+4.Theletteraddressshouldbethesameasthedeliveryaddressontheenvelope.BegintheaddressaQSbelowthedate.Keyapersonaltitle(Ms.,Mr.,Mrs.)oraprofessionaltitle(Dr.,Senator)beforethereceiversname.InsertonespacebetweenthestateandtheZIPcode.Salutation.Keythesalutation(greeting)doublespace(oneblankline)belowtheletteraddress.Onlythetitleandlastnameappearinthesalutationunlessthetitleisnotknownandthegenderoftheaddresseeisdifficulttodetermineforexample,LeslieKennedy.ThenthesalutationwouldreadDearLeslieKennedy.

    February25,2010Ms.MarilynLombard2539W.FifthAvenueSanFrancisco,CA941013399

    DearMs.Lombard

    Exampleshownisopeninglinesforaletterusingaletterheadinblockformat.

    Doublespace=1blankline

    Quadruplespace=3blanklines

    Body.Beginthebody(message)oftheletteradoublespacebelowthesalutation.SinglespaceeachparagraphwithaDSbetweenparagraphs.Complimentaryclose.Keythecomplimentaryclose(farewell)adoublespacebelowthebodyoftheletter.Iftwowordsareused(Sincerelyyours),capitalizeonlythefirstword.

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    mckinneyeTypewritten TextComputer Keyboarding Handout - McKinney - 2011

  • Nameofthewriter.Keythenameofthewriter(sender)quadruplespacebelowthecomplimentaryclose.Generallythepersonaltitleofthewriterisnotincluded;however,atitlecanprecedethenameifafemaleprefers(Mrs.,Miss,Ms.)orifthegenderofthewriterisunclear(Mr.LeslieKennedy).Abusinesstitleordepartmentmaybeaddedtitleiskeyedbelowthenameofthewriter.Referenceinitials.Ifsomeoneotherthanthewriterkeystheletter,addthekeyboardoperatorsinitialsinlowercaselettersattheleftmarginadoublespacebelowthewritersname,title,ordepartment.PERSONALBUSINESSLETTERSAletterwrittenbyanindividualconcerningbusinessofapersonalnatureiscalledapersonalbusinessletter.Allthepartsofabusinessletterareincluded,withoneexception:Theletterheadisreplacedwithareturnaddress.Apersonalbusinessletterisprintedonplainpaperwiththewritersaddresskeyed2"fromthetopofthepageattheleftmargin.Thereturnaddressconsistsofonelineforthestreetaddressandonelineforthecity,state,andZIPcode.Thedateiskeyeddirectlybelowthecity,state,andZIPcode.

    SincerelyyoursRobertHaywardCreditManagersw

    Quadruplespace

    DoublespaceExample

    2341JeffersonAvenueToledo,OH436120851March22,2010Dr.RaymondMarkley2042CarmenStreetLouisville,KY402993179

    DearDr.MarkleyDoublespace

    TopMargin=2inchesExampleshownisopeninglinesforaletternotusingaletterheadinblockformat.(Personal/BusinessLetter)

    Quadruplespace

    LETTERFORMATSBusinessandpersonalbusinesslettersarearrangedinvaryingformatsandstyles.Thesevariationsaredescribedbelow.Margins.Lettersareformattedwith1"leftandrightmargins,a2"topmargin,anda1"bottommargin.Insteadofa2"topmargin,lettersmaybecenteredverticallyusingtheCenterPagefeature.BUSINESSLETTERSFormats.Businesslettersareformattedintwobasicstyles:blockandmodifiedblock.

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  • Blockformatarrangesallletterpartsattheleftmargin.Theparagraphsarenotindented.

    Refertotheillustrationofapersonalbusinessletterinblockformatshownbelow. Modifiedblockformatplacesthedateandtheclosinglines(complimentaryclose,writers

    name,andtitle)beginningnearoratthehorizontalcenterofthepageinsteadofattheleftmargin.Thedefaulttabnearesttothecentermaybeusedtoplacethedateandclosinglines.Thefirstlineofeachparagraphmaybeblockedattheleftmarginorindented0.5".Seetheillustrationofaletterinmodifiedblockformatshownbelow.Thisillustrationcontainsseveralspecialbusinessletterpartsincludingamailingnotation,subjectline,enclosurenotation,andcopynotation.

    Punctuationstyles.Twostylesofpunctuationarecommonlyusedinbusinessletters.Openpunctuationhasnopunctuationmarkafterthesalutationorcomplimentaryclose.Mixedpunctuationcontainsacolon(:)afterthesalutationandacomma(,)afterthecomplimentaryclose.ADDITIONALLETTERFEATURESSomeadditionalletterfeaturesthatmaybeusedaredescribedbelow.USPSletteraddressstyle.TheletteraddressofabusinessorpersonalbusinesslettermaybekeyedinALLCAPSwithnopunctuationifusingtheUnitedStatesPostalServicestyleforthedelivery(envelope)address.Secondpageheading.Ifaletterislongerthanonepage,aplainsheetofpaperisusedforthesecondandsucceedingpages.Onlythefirstpagecontainsthesendersletterhead.Asecondpageheadingshouldbekeyed1"fromthetopofthepageinblockformat,SS.Includethenameoftheaddressee,thewordPagefollowedbythepagenumber,andthedate.PlaceDSbelowthedatebeforecontinuingtheletter.Ms.BarbaraPowellPage2 Page2 heading ofaletter illustrated

    TopMarginis1inch.

    July22,2010DoubleSpaceTheremainingparagraphsoftheletterwillbekeyedhere.Widow/Orphan.Atleasttwolinesofaparagraphmustbekeyedatthebottomofthefirstpageofaletterandatthetopofthesecondpage.ActivatetheWidow/OrphanfeaturefromthedropdownmenuitemFormat,Paragraph,LineandPageBreakstoensureproperbreaks.Thisfeatureensuresthatthefirstlineofaparagraphdoesnotappearbyitselfatthebottomofapage(orphanline)orthelastlineofaparagraphdoesnotappearbyitselfatthetopofapage(widowline).

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  • BulletsandNumbering.UsetheBulletsfeatureorNumberingfeaturetocreatebulletedornumberedlists.Thesefeaturesautomaticallyformateachlistediteminhangingindentstyle(thesecondandsucceedinglinesalignunderthefirstletterofthefirstword).Tablesinletters.Atableinsertedinalettershouldbeplacedevenwiththeleftandrightmarginsoftheletterorcenteredbetweenthemargins.Leaveablanklineaboveandbelowtheinsertedtable.Tablegridlinesmaybeshownorhidden.Formletters.Aformletterisastandardmessagesenttomorethanoneaddressee.Formparagraphsmaybestoredasmacros(storedtext)andplayedbackwhenneededtocreatepersonalizedformletters.FormletterscanalsobecreatedusingtheMailMergefeatureofwordprocessingprograms.ENVELOPESMostwordprocessingprogramshaveanEnvelopefeaturethatwillautomaticallyformattheplacementofthereturnandletteraddresses.However,becauseofprinterissues,notallusersareabletousetheEnvelopefeatureefficiently.Therefore,specifickeyinginstructionsareprovidedbelowforformattingenvelopes. Sendersreturnaddress.Keythereturnaddressinblockstyle,SS,approximately0.25"

    fromtheleftandtopmarginsoftheenvelope.Keythename,streetaddress,city,state,andZIPCodeinthreelineseitherinALLCAPSorInitialCaps.

    Receiversaddress.Keythereceiversaddressinblockstyle,SS,andInitialCaps.YoumayuseALLCAPSifdesired.Placethecity,state,andZIPCode(onespaceprecedestheZIP)onthelastaddressline.Neverabbreviatethenameofacityorcountry.

    Internationaladdresses.Omitpostal(ZIP)codesfromthelastlineofaddressesoutsidetheU.S.Showonlythenameofthecountryonthelastline,asshownbelow.

    Mr.HiramSanders2121ClearwaterStreetOttawaONKIAOB1CANADA

    Spacing.IfnotusingtheEnvelopefeature,tabover2.5"forasmallenvelope(No.634)

    and4"foralargeenvelope(No.10).Enterhardreturnstoplacethefirstlineofthedeliveryaddressapproximately2"fromthetopoftheenvelope.

    Mailingandaddresseenotations.Keyamailingnotation(REGISTERED,SPECIALDELIVERY)inALLCAPSbelowthestamp,approximately12"abovethefirstlineofthedeliveryaddress.Keyanaddresseenotation(PERSONAL,CONFIDENTIAL)attheleftmarginaDSbelowthereturnaddress.Ifanattentionlineisused,keyitasthefirstlineofthedeliveryaddress.

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  • 2889 South Main Street Redding, CA 96002 October 7, 1997 Mr. Bill Eggert Enterprise High School 3411 Churn Creek Road Redding, CA 96002 Dear Mr. Eggert: For my project I chose to do something that I have not done before. I will be exploring herbal medicine as a positive alternative to prescription drugs. I feel drawn to this subject due to the overwhelming amount of herbs that are available. I want to know if they can do what experts claim they can do. By completing this project, I will have been exposed to a part of the medical field which I might learn to enjoy. I might even want to make a career out of it. My research paper will consist of a history of herbal and the effectiveness of herbal medicine. I hope to be able to include a wide variety of herbs to cure various ailments, especially common ones. I will be using several home remedy and botany books for my reference materials. The Internet will also be used for some of my references. My physical project will be directly involved with my research paper in the sense that I will job shadow in a health food store. While job shadowing I will learn how to use many forms of alternative medicine. My mentor will be Mrs. Jane Pryde, who sells herbs and does herbal consulting. The cost of my project will be relatively low, probably no more than fifty dollars. The time it will take to complete my project will be approximately twenty hours. I understand plagiarism and its repercussions. I will credit all sources. Sincerely, David Blythe-Bettes

    DoubleSpace

    ReturnAddress

    LetterAddress

    ThreeBlankLines(QuadrupleSpace)

    2inchTopMarginPERSONAL/BUSINESSLETTERin

    BLOCKSTYLEwithMixedPunctuation

    BodyofLetter

    ComplimentaryClosewithmixedpunctuation

    DoubleSpace

    DoubleSpace

    DoubleSpace

    DoubleSpaceSalutationwithmixedpunctuation

    1SideMargins

    Dateline

    ThreeBlankLines(QuadrupleSpace)

    NameofLetterWriter

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    May23,2010FACSIMILEMr.JamisonCooper882ElderberryDriveFayetteville,NC283110065DearMr.CooperSELECTIONOFEXCELLENTPRESENTERSLastweekatourmeeting,youmentionedseveralindividualsyouthoughtwouldbeexcellentpresentersfortheopeningandclosingsessionsofnextyearsconvention.Iacceptyouroffertocontactthem.Whenyoucontactthem,pleasesharewiththemthethemeofourconventionanddeterminewhattheywouldproposeasanopeningorclosingsessionforourconvention.Ofcourse,weneedtobeconcernedwiththebudget;pleasedeterminethefeetheywouldcharge.TheinformationwillbeneededbeforeJune15forourmeeting.Yourwillingnesstoserveonthiscommitteeisgreatlyappreciated.Illlookforwardtoseeingyouinacoupleofweeks. Sincerelyyours SusanneJ.Warrens ProgramChairSW:xxEnclosurecMarshaEdinburgh,PresidentAblockformatletterisenclosedsothatyoucancomparethetwoformats.Asyoucansee,eitherformatpresentsanattractiveappearance.

    ThreeBlankLines(QuadrupleSpace)

    2inchTopMarginBUSINESSLETTERinMODIFIEDBLOCKSTYLEwithOpen(no)PunctuationTab3.25

    1SideMarginsBeginDateline,ComplimentaryClose,WritersNameandTitleatthesametab. (3.25LeftTab)StartsatCenter.

    Dateline

    SubjectLine

    MailingNotation

    Salutationwithopenpunctuation

    LetterAddressDoubleSpace

    DoubleSpace

    DoubleSpace

    DoubleSpace

    DoubleSpace

    ThreeBlankLines(QuadrupleSpace)ComplimentaryClosewithopenpunctuationTabsetat3.25(exactcenter)

    NameofLetterWriterTab3.25

    DoubleSpace

    DoubleSpaceReferenceInitials

    DoubleSpaceEnclosureNotation

    DoubleSpaceCopyNotation

    DoubleSpace

    Postscript

    mckinneyeTypewritten TextComputer Keyboarding Handout - McKinney 2011


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