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Overview 2GeneralGuidelines 2AdvancedLetterFeatures 3Standardsof Mailability 3AgendaSample 4ItinerarySample 5Label/EnvelopeFormatSample 6BusinessLetterSample 6PersonalLetterSample 7LetterwithAdvancedFeaturesSample 8Letter&MemoSecondPage 8Memorandum 9NewsRelease 10Minutes 11Outline 12Report 13Endnote4ReferencePage 15Tables 16Tableof Contents 17

FORMAT GUIDE-�

FBLA-PBL FORMAT GUIDE

CHAPTER MANAGEMENT HANDBOOK ©2007

overviewToday’s successful businesses require a consistent message throughout the organization. A foundation of this strategy is the use of a format guide so that a corporation maintains a uniform image through all its communications. As the

premier student business organization, it is our responsibility to guide our students according to today’s business practices. With this in mind, we have crafted a Format Guide by which our students and advisers can prepare for the Computer Applications and Word Processing skill events. Please review the Format Guide carefully in preparing for these events.

general guidelinesFont Size: 12

Font Style: Times, Times New Roman, or Arial

Spacing: 1 or 2 spaces after punctuation ending a sentence (stay consistent within the document) 1 space after a semicolon 1 space after a comma 1 or 2 spaces after a colon (stay consistent within the document) 1 space between state abbreviation and zip code

Letters: Block Style with Open Punctuation Top Margin: 2 inches Side and Bottom Margins: 1 inch

Memorandums: Standard Style Top Margin: 2 inches Side and Bottom Margins: 1 inch

Unbound Report: Body double spaced TopMargin:2inchesfirstpage,1inchremainingpages Side and Bottom Margins: 1 inch Page number is placed 0.5 inches at right margin starting on page 2

Leftbound Report: Body double spaced TopMargin:2inchesfirstpage,1inchremainingpages Side Margins: Left 11/2 inches – Right 1 inch Bottom Margin: 1 inch Page number is placed 0.5 inches at right margin starting on page 2

Miscellaneous Documents: Top Margin: 2 inches (Agenda, Itinerary, Minutes, News Release, Outline, Table of Contents) Side and Bottom Margins: 1 inch

MiscellaneousNotes: Leftjustificationof documentsistobeusedunlessotherwiseindicated. Main and subheadings should be keyed in boldface.

References: All references must be placed in alphabetical order.

Note:Documentsinthisstylemanualmaynotshowthecorrecttopmarginsbecauseof theinstructionboxatthetopof thepage.

FORMAT GUIDE-�



standards of mailabilityThe following errors will make the copy mailable with serious correctionsandwillresultinapenaltyof five(5)pointspererror.

FailuretofollowspecificdirectionsKeying or spelling errorsInserted or omitted words that change the meaning of the sentenceOmission of essential parts of a document (e.g., date, inside address, etc.)Format Guide not followed

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advanced letter featuresMailing Notation: A mailing notation is keyed a double space below the date in ALL CAPS followed by a double space before the inside address.

AttentionLine: Anattentionlineiskeyedasthefirstlineof theinsideaddress.Whenanattention line is used, the salutation is “Ladies and Gentlemen.”

Subject Line: A subject line should be keyed a double space below the salutation in ALL CAPS. The subject line begins at the left margin. The word “subject” or “re” are not used when keying the subject line.

Second Page Heading: If a letter contains more than one page, key a heading at the top of each subsequent page.Keythefirstlineof theinsideaddress,pagenumber,anddateattheleftmargin beginning one inch from the top of the paper. Double space below the date before continuing the body of the letter.

Ms. Terra Green Page 2 Current Date

Company Name: Key the company name a double space below the complimentary close in ALL CAPS. Quadruple space to the writer’s name.

Enclosure Notation: Place an enclosure (or attachment) notation a double space below the reference initials. If multiple enclosures are referred to in the letter, follow the word “enclosures” with a colon and list each enclosure.

Copy Notation: Use a lowercase (c) by the name of the person(s) to receive a copy. Place the copy notation a double space below the last line of the enclosure notation or the reference line if there is no enclosure.

Postscript: A postscript should be keyed as the last line in the letter. It should be preceded by a double space and begin at the left margin. The initials “P.S.” should not be used.

Materials submitted in these events are graded against the standard of zero errors and business-like format. The Format Guide must be followed for proper formatting of any type of word processing documents in Word Processing I & II and Computer Applications.

In grading these materials, the following errors will make the copy mailable with slight corrections and will result in a penalty of two (2) points per error.

Omission of a nonessential part of a document (e.g., reference initials, enclosure notation, etc.)Minor errors in vertical placementMinor errors in horizontal placementMinor spacing errorsInserted or omitted words that do not change the meaning of the sentenceTransposed words that do not change the meaning of the sentence

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FORMAT GUIDE-�



TopMargin: 2" SideMargins: 1" SecondPageTop: 1"

FUTURE BUSINESS LEADERS OF AMERICA(DS)

Board of Directors Agenda(DS)

Tuesday, March 20, 20—(DS)

1. CalltoOrder–JeanBuckley,ChiefExecutiveOfficer (DS)2. RollCall–MaryAnvil,Secretary

3. ReadingoftheMinutes–MaryAnvil,Secretary

4. Treasurer’sReport–HarveyWeinberg,Treasurer

5. OtherOfficerReports

6. CommitteeReports Accounting–MildredWright Social–BettyEinstein (SS) FundRaising–BretRushmore

7. UnfinishedBusiness

8. NewBusiness

9. DateofNextMeeting

10. Adjournment

Note:Numbersmaybeleftorrightaligned.

agenda sample

FORMAT GUIDE-�



ITINERARY(DS)

M. J. Lawson(DS)

October 10-13, 20—(DS)

Sunday, October 10 (DS) 9:30a.m. DepartMemphisMunicipalAirport,UnitedAirlines,Flight433, nonstop,lunchserved. (DS) 1:02p.m. ArriveSanFranciscoInternationalAirport. (DS) 5:30p.m. DeparthotelforChinatownvisit.

Monday, October 11

9:00a.m. ConferenceatMarkHopkinsHotel.

Reminder: CallPatMartintoconfirmdinnerarrangementsfortomorrow.

Tuesday, October 12

9:00a.m. ConferenceatMarkHopkinsHotel.

7:00p.m. DinnerwithPatMartin.

Wednesday, October 13

9:30a.m. Departhotelforairport.

12:20p.m. DepartSanFranciscoInternationalAirport,UnitedAirlines, Flight700,onestop,lunchserved.

7:15p.m. ArriveMemphisMunicipalAirport.

TopMargin: 2" SideMargins: 1" SecondPageTop: 1"

itinerary sample

FORMAT GUIDE-�



MSJUNERTIJERINACLAIMSDEPARTMENTGOLDENINSURANCECOMPANY1846MARKETSTREETSANFRANCISCOCA94102-1234

The Optical Character Recognition (OCR) style, including all recommended abbreviations, is to be used

by the company for all labels and envelopes.

label/envelope format sample

CurrentDate

(QS)

Ms.TerraGreen1923DeseramaCircleCottonwood,AZ86326(DS)DearMs.Green(DS)Thisletteriskeyedinblockstylewithopenpunctuation.Alllines,includingthedate,insideaddress,salutation,andclosingbeginattheleftmargin.Adoublespaceisleftbetweenallletterpartsexceptbeforetheinsideaddressandthewriter’sname,whereaquadruplespace(4returns)willbefound.(DS)ThisletterstyleistobeusedforFBLA-PBLcompetition.(DS)Sincerely

(QS)

BarbaraSmallDirectorofEducation(DS)xx

TopMargin: 2" SideMargins: 1"

business letter sample

FORMAT GUIDE-�



1912AssociationDriveReston,VA20191-1591CurrentDate

(QS)

Ms.TerraGreen1923DeseramaCircleCottonwood,AZ86326(DS)DearMs.Green(DS)Thisletterrepresentsanacceptableformatforapersonalbusinessletter.Asyoucansee,theformatisidenticaltoabusinessletterkeyedinblockstylewithopenpunctuation.Addition-ally,referenceinitialsarenotincluded.(DS)Sincerely

(QS)

BarbaraSmall


personal letter sample

FORMAT GUIDE-�



CurrentDate(DS)CONFIDENTIAL(Ifnomailingnotation,QSafterdate.)(DS)AttentionFBLA-PBLCompetitorsFBLA-PBL,Inc.1912AssociationDriveReston,VA20191-1591(DS)LadiesandGentlemen(DS)LETTERFORMATWITHADVANCEDFEATURES(Ifnosubjectline,DSaftersalutation.)(DS)Thisletterillustratestheplacementofalladvancedletterpartsasdescribedontheenclosedsheet.Italsoillustratestheblockstyleletterwithopenpunctuation.(DS)Pleaserefertothisletterwhenkeyingsuchadocumenttoavoidmakingformattingerrors.(DS)Sincerely(DS)FBLA-PBL,INC.

(QS)

BarbaraSmallDirectorofEducation(DS)xx(DS)Enclosure(DS)cMs.JeanBuckley,President/CEO(DS)Bestofluckinyourcompetition!

NameofAddresseeorCompanyPage2 (SS)Date(DS)


TopMargin: 1" Spacingof Materials: SSSpacingafterDatetoBody: DS

letter with advanced features sample

letter & memo second page

FORMAT GUIDE-�



TO: FBLA-PBLCompetitors(DS)FROM: JudgingCommittee(DS)DATE: Current(DS)SUBJECT:FormattingaStandardMemorandum(DS)Whenformattingastandardmemorandum,usea2-inchtopmargin.Next,keytheheadinglineswithadoublespacebetweeneach.NotethateachheadingistypedinALLCAPSandinformationallinesarealignedontheleft.Thesubjectlineshouldbekeyedwithinitialcapsandfollowedbyadoublespace.

Paragraphsarealignedattheleftmarginandaresinglespacedwithadoublebetweeneach.Thecompetitorshouldkeyhis/herinitialsattheleftmarginadoublespacebelowthebodyofthelastparagraphinlowercaseletters.Ifanattachmentorenclosureisincluded,theword“Attachment”or“Enclosure”shouldbekeyedattheleftmarginadoublespacebelowthecompetitor’sinitials.

xx(DS)Enclosure


memorandum

FORMAT GUIDE-10



NEWSRELEASE(DS)Contact:PatriciaWells,FBLAAdviserWashingtonHighSchool1801E.NationalAvenuePhoenix,AZ85007-0032602-555-1234(DS)ReleaseMay1,20—

(QS)

STUDENTSEARNTRIPTOFBLANATIONALCONFERENCE

(QS)

FifteenWashingtonHighSchoolFutureBusinessLeadersofAmericamembershavebeen

selectedtorepresentArizonaattheFBLANationalLeadershipConference.

Thesestudentshavetheopportunitytoattendthisconferencewithover5,000otherhigh

schooldelegatesrepresentingeachstate,theVirginIslands,Guam,Canada,andtheDepart-

mentofDefenseDependentSchools.

Toraisefundstoattendthisconference,FBLAmemberswillholdayardsaleandsilent

auctionMay23–24from8a.m.to2p.m.atWashingtonHighSchool.

Anycommunitymemberswishingtomakeadonationfortheyardsale/silentauctionmay

contactPatriciaWellsattheabovenumber.(DS)###

TopMargin: 2" SideMargins: 1" Body: DS

news release

FORMAT GUIDE-11



WASHINGTON HIGH SCHOOL FBLA(DS)

Minutes of September 1, 20—

(QS)

Call to Order(DS)TheregularmeetingoftheWashingtonHighSchoolFBLAchapterwascalledtoorderonMonday,September1,20—at3:30p.m.PresidentSteveDockraycalledthemeetingtoorderwithSecretaryDaleWilliamsrecordingminutes.(DS)Attendance

Allmemberswereinattendance.

Minutes

TheminutesoftheAugust1,20—meetingwereread.JustinVaughnmovedtoapprovetheminutesasread.Theyweresecondedandapproved.

Treasurer’s Report

TreasurerKellyOsbornereportedachapterbalanceasofSeptember1,20—of$347.16.Thereportwasfiled.

Unfinished Business

ThedatefortheWinterDancewasannounced.ItwillbeheldNovember27inthemaingym.Thepriceperpersonwillbe$5eachor$8percouple.

New Business

None.

Announcements

ReminderforallmemberstobegincollectingpledgesfortheMarchofDimesWalk-A-Thon.

Adjournment

Therebeingnofurtherbusiness,themeetingwasadjournedat4:10p.m.

(QS)

TerraGreen,Secretary


minutes

FORMAT GUIDE-1�



FORMATTING OUTLINES

(QS)

I. VERTICALSPACING (DS) A. TitleofOutline 1.Two-inchtopmargin 2.Followedbyaquadruplespace B. MajorHeadings 1.Firstmajorheadingprecededbyaquadruplespace;allothersprecededby adoublespace 2.Allmajorheadingsfollowedbyadoublespace 3.Allsubheadingssinglespaced (DS)II. HORIZONTALSPACING (DS) A. TitleofOutlineCenteredoverLineofWriting B. MajorHeadingsandSubheadings 1. Identifyinglowercaseromannumeralsalignedatleftmarginoraligned onperiods 2. Identifyinglettersandnumbersforeachsubsequentlevelofsubheading alignedbelowthefirstwordoftheprecedingheading (DS)III. CAPITALIZATION (DS) A. TitleofOutlineKeyedinALLCAPS B. MajorHeadingsKeyedinALLCAPS C. First-orderSubheadingsKeyedwithallMajorWordsBeginningwithInitialCaps D. Second-orderSubheadingsKeyedwithFirstWordOnlyUsingInitialCap

Note:Romannumeralscanbeleftorrightaligned.

TopMargin: 2" SideMargins: 1" SpacinginBody: SS

outline

FORMAT GUIDE-1�



REPORT FORMATTING

(QS)

Standard Margins

Withtheexceptionoftheleftmargin,allmarginsettingsarethesamefortheunbound

andleftboundreports.Therightmarginisoneinch.Atopmarginoftwoinchesandabottom

marginofoneinchareusedonthefirstpageofreports.Allremainingpagesarekeyedwith

one-inchtopandbottommargins.Sincetheinternalspacingofreportpartsvaries,abottom

marginofexactlyone-inchissometimesnotfeasible.Thebottommarginmaybevariedto

preventasideheadingorfirstlineofaparagraphfromprintingasthelastlineonapage(or-

phan),orthelastlineofaparagraphfromoccurringatthetopofanewpage(widow.)

Page Numbering

Thefirstpageofareportisnotnumbered.Onthesecondandsubsequentpages,

placethepagenumberintheupperrightsideofthepageheader.Referencepagesshould

alsobenumbered.

Long Quotes

Quotedmaterialoffourormorelinesshouldbesinglespaced,indented0.5inchesfrom

boththeleftandrightmargins,anddoubledspaceaboveandbelowthequotedmaterials.

Enumerated or Bulleted Items

Indentenumeratedorbulleteditems0.5inchesfromtheleftmargin;blockthelinesatthe

beginningofthefirstwordoftheitem.Therightmarginforenumeratedandbulleteditems

remainsatoneinch.Singlespaceindividualitems;doublespacebetweenitemsaswellas

aboveandbelowaseriesofitems.

Headings and Subheadings

Mainheading.CenterthemainheadinginALLCAPSandboldoverthebody.

Sideheadings.Beginsideheadingsattheleftmargin.Capitalizethefirstletterofthefirst

wordandallothermainwordsineachheading.Boldsideheadings.

Paragraphheadings.Indentparagraphheadings0.5inchesfromtheleftmargin.Capitalize

thefirstletterofthefirstwordonly.Underlinetheheadingandfollowitwithaperiod.1

TopMargin: 2" SideMargins: 1" SpacinginBody: DS

report

FORMAT GUIDE-1�



report continued

2

Endnotes

Endnotesareplacedattheendofthereport,andtheendnoteiscitedbyasuperscript

number.Theendnotespagehasthesametopandsidemarginsasthefirstpageofthereport

andisnumbered.Eachendnoteissinglespacedwithadoublespacebetweenendnotes.The

firstlineofeachendnoteisindented0.5inchesfromtheleftmargin;allotherlinesbeginat

theleftmargin.2

References

AllreferencescitedwillbelistedalphabeticallyundertheheadingREFERENCESor

BIBLIOGRAPHYorWORKSCITED.Thepagehasthesametopandsidemarginsasthe

firstpageofthereportandisnumbered.Eachreferenceissinglespacedwithadoublespace

betweenreferences.Thefirstlineofeachreferencebeginsattheleftmargin;allotherlines

areindented0.5inchesfromtheleftmargin.3

Whenlistingthetitlesofindividualworks,followtheseguidelines:Titlesofbooks

shouldbeitalicized.Titlesofarticlesshouldbeplacedinquotationmarks.Journalormaga-

zinetitlesshouldbeitalicized.ThetitleordescriptionofmaterialsfoundonWebsitesor

otherInternetsourcesshouldbesurroundedbyquotationmarks.

Note:

Putjustthepagenumberonthesecondandsubsequentpagesintheupperrightsideofthe

pageheader0.5inchfromtopofpage.

TopMargin: 1" SideMargins: 1" SpacinginBody: DS

ENDNOTES

(QS)

1D.F.Dansereau,“LearningStrategyResearch,”Thinking and Learning Skills,Vol.1,Hill-sdale,NJ:LawrenceErlbaum,1999,p.111.(DS) 2RoseHuber,“TeachingStudentsHowtoStudy,”Eastside Weekend,September1-7,1998,p.18.(DS) 3TheodoreSilver,Study Smart,NewYork:VillardBooks,2000,p.99.


endnote page

FORMAT GUIDE-1�



reference page

REFERENCES

(QS)

Dansereau,D.F.“LearningStrategyResearch,”Thinking and Learning Skills.Vol.1.Hillsdale,NJ:LawrenceErlbaum,1999.(DS)Huber,Rose.“TeachingStudentsHowtoStudy,”Eastside Weekend.September1-7,1998.

Silver,Theodore.Study Smart.NewYork:VillardBooks,2000.

TheShakespeareanHomeworkHelper<[email protected]>.“WhereisDukeOrsin’s Palace?”29November1999.Borrow,Christine<[email protected]>.

U.S.CensusBureau.“AmericanFactFinder:FactsAboutMyCommunity.”[Online] 30November1999.<http://factfinder.census.gov/java_prod/ dads.ui.homePage.HomePage>.

USGS.“Map:MajorVolcanoesinEcuador.”[Onlineimage]30November1999.<http:// vulcan.wr.usgs.gov/Volcanoes/Ecuador/Maps/map_ecuador_volcanoes.html>.

ZoologicalSocietyofSanDiego.“Let’sSeeThoseNewTeeth,”SanDiegoZooBabyPanda Exhibit.[Onlinevideoclip]29November1999.<http://sandiegozoo.org/special/ pandas/pands_baby_videos3.html>.


FORMAT GUIDE-1�



tables

Example Table with Gridlines

SALARY CHART TABLES(DS)

Administrative Support Department

(QS)

Current Percent Amount New Position Salary Increase Increase Salary

Accountant 26,000.00 6.5 1,690.00 27,290.00AdministrativeAssistant 23,000.00 5.5 1,265.00 24,265.00DataEntryClerk 16,500.00 4.5 742.50 17,242.50ExecutiveAssistant 25,000.00 6.5 1,625.00 26,625.00OfficeSpecialist 19,000.00 5.0 950.00 19,950.00

Total $109,500.00 $6,272.50 $115,372.50

Example Table without Gridlines

SALARY CHART(DS)

Administrative Support Department

(QS)

Current Percent Amount New Position Salary Increase Increase SalaryAccountant 26,000.00 6.5 1,690.00 27,290.00AdministrativeAssistant 23,000.00 5.5 1,265.00 24,265.00DataEntryClerk 16,500.00 4.5 742.50 17,242.50ExecutiveAssistant 25,000.00 6.5 1,625.00 26,625.00OfficeSpecialist 19,000.00 5.0 950.00 19,950.00

SpecialInstructionsColumn headings may be centered over column or blocked at left of column.Tables using both one- and two-line column headings should be aligned at the bottom of the cell.For two-line column headings in tables without gridlines, underline the bottom word of the heading.Gridlines are optional unless otherwise stated.If gridlines are not used, underline column headings and DS after heading.Do not include $ with dollar amounts in columns. Dollar signs may be placed in Total Row.All columns containing numbers should be right or decimal aligned.All columns containing text should be left aligned.The body of the table may be single or double spaced.Tables within another document should be centered horizontally unless otherwise indicated. DS before and after the table.Gridlines should not be used in titles.

••••••••••••

CenterVerticallyCenterHorizontally

FORMAT GUIDE-1�



table of contents

TABLE OF CONTENTS

(QS)

Preface........................................................................................................................................ ii(DS)AlphabeticalList....................................................................................................................... iv(DS)Introduction

Philosophy............................................................................................................................ 2 Purpose(SS).......................................................................................................................... 3

SoftwareComparison

CostFactors.......................................................................................................................... 5 HardwareRequirements....................................................................................................... 6 ImplementationPlan............................................................................................................ 7 TrainingNeeds................................................................................................................... 12 MiscellaneousFactors........................................................................................................ 15

SummaryandRecommendations

Summary............................................................................................................................ 18 Recommendations.............................................................................................................. 22

Bibliography............................................................................................................................ 28

Appendices

AppendixA:GlossaryofComputerTerms...................................................................... 31 AppendixB:OrganizationalChart................................................................................... 35

Note:Pagenumbersshouldberightalignedwithleaderlines.
