College Keyboarding Lesson 39

Overview of Business Letters
• Overview of Letter Parts
– Dateline and Letter Address – Salutation – Closing Letter Parts

• Letter Format • Letter Placement

© 2000 South-Western Educational Publishing

Overview of Letter Parts
• Letterhead • Dateline • Letter Address • Salutation • Body • Complimentary Closing • Writer’s Name and Title • Reference Initials
© 2000 South-Western Educational Publishing

Dateline and Letter Address
• Dateline
Include personal title

– Date letter is mailed – QS below dateline

• Letter address
– Person who receives the letter – Include personal title – One space before Zip Code One space before Zip Code
© 2000 South-Western Educational Publishing

Salutation
• Salutation
– Salutation is the greeting – Open punctuation requires no mark following the salutation

No punctuation following the salutation
© 2000 South-Western Educational Publishing

Proper Salutations
• Ladies and Gentlemen
– Appropriate when the letter is addressed to a company

• Dear title and surname
– Standard letter address – Use professional titles (Dr., Rev.) or personal titles (generally Mr. or Ms.) – Example: Dear Mr. McDonald
© 2000 South-Western Educational Publishing

Letter Parts
• Body
– Body is the message

• Complimentary closing
– The complimentary closing is the farewell

• Writer’s name and title
– QS below complimentary close

• Reference initials
– Initials of the typists in lowercase
© 2000 South-Western Educational Publishing

Block Letter Style
• All lines begin at left margin • Default side margins • Vertical position:
– Center the page vertically

or
– Position dateline 2.3” to 3” from the top of the page, depending on length of the letter

© 2000 South-Western Educational Publishing

Letter Placement Table
Length Short (1-2¶) Average (3-4¶) Margins Default Default Position on Page Center page Center page or Dateline 2.7” from top Long (4 or more¶) Default Center page or Dateline 2.3” from top

© 2000 South-Western Educational Publishing

Centering Letter on Page

File Page setup Layout tab Vertical alignment Center

© 2000 South-Western Educational Publishing

Print Preview
• Shows how a document will look when it is printed. • Use it to check the placement and format of the letter before printing.

© 2000 South-Western Educational Publishing

Steps to Creating a Letter
• Key the letter • Use correct spacing between parts • Correct errors • Check the spelling • Delete extra hard returns (¶) above date or below initials • Center letter on page • Use Print Preview to check placement • Position date manually if necessary • Print, proofread, edit if necessary

© 2000 South-Western Educational Publishing

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