04.03 PPT ACT Letters

Apply Letter Formats

PowerPoint Assignment

Directions

Use the PowerPoint presentation on letter formatting (Slides 8 through 17) to find the answers to the following questions.

Create a word processing document to respond to the assignment questions.

  • Key your heading in the header
  • Type each question in bold and unbold your answers
  • DS between questions.

Assignment Questions

  1. What is the difference between a personal-business letter and a business letter?
  1. What is letterhead?
  1. Which part of a letter identifies the address of the person writing the letter?
  1. Which part of a letter identifies the address of the person receiving the letter?
  1. What would be an example of a greeting/salutation?
  1. What would be an example of a complimentary close?
  1. What is the body of a letter?
  1. What is block style?
  1. What is the line spacing in the body of a letter?
  1. What is the line spacing after the dateline?
  1. What is the line spacing after the complimentary close?
  1. What is the line spacing after the inside address?
  1. What is the line spacing after the salutation?
  1. What is the line spacing after the body?
  1. If typist initials are included, what is the line spacing after the author’s keyed name?
  1. What is the difference between open punctuation and mixed punctuation?
  1. When would an enclosure notation be used in a letter?
  1. When would a copy notation be used in a letter?
  1. When would an attachment notation be used in a letter?
  1. When would typist initials be included in a letter?

04.03 VOC Letters

4.03 Competency Vocabulary

Apply correct memo and letter formats.

Letter Vocabulary

Term / Definition
Attachment Notation / A special notation at the end of a memo or letter that indicates that an item(s) is attached to the letter or memo.
Block Style / A keying style for a letter or memo in which all the text is aligned at the left margin.
Body / The main text of a personal letter, business letter, memo, email, or report.
Business Letter / A letter sent from one business or organization to another or to an individual.
Complimentary Close / Ending of the letter. Example: Sincerely yours,
Copy Notation / Use a lowercase (c) followed 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 typist line if there is no enclosure.
Double Space / Pressing the enter key twice (2) leaving one blank line. This can also refer to line spacing using the word processing feature to leave one blank line between each line of text.
Enclosure Notation / A special notation at the end of a letter indicating that an item(s) is included with the letter.
Handwritten Signature / Author’s handwritten/signed name. Placed on the printed copy of the letter.
Keyed Name / The author’s keyed name in the closing of the letter.
Letter Address/Inside Address / The address of the receiver of the letter.
Letterhead / Letterhead is stationery that is used instead of the return address in a business letter and consists of the business’ name, address, phone/fax/email, and logo.
Mixed Punctuation / A colon or comma is keyed in the salutation and a comma is in the complimentary close.
Open Punctuation / There is not a colon keyed in the salutation and there is not a comma in the complimentary close.
Personal-Business Letter / A letter written by an individual to deal with business of a personal nature. (A letter that is sent from an individual to a person or business/organization.)
Return Address / The address of the sender of the letter and consists of a line for the street address and one for the city, state, and ZIP code.
Salutation / The greeting of a letter that is keyed a double space below the letter address.
Single Space / Pressing the enter key one (1) time leaving no blank lines.
Typist Initials / Initials of the typist. Used when someone other than the author keys the letter and is keyed at the left margin, a double space below the writer’s name.
04.03 ACT8
MODEL LETTER

Directions: Key the personal business letter below using block style with mixed punctuation. Follow the spacing and page formatting directions shown. Save the letter as “MODEL LETTER” and print the letter. Do not key the boxes or the directions printed in the boxes.

168 Dansey Drive

Raleigh, NC27614

Current Date

(QS)

Furniture Warehouse Company

1359 Mackie Lane

Asheville, NC32324

(DS)

Dear Sir:

(DS)

I (a person) am writing to you, Mountain Furniture Company (a business) to demonstrate how to write a personal business letter. Every personal business letter is the same in this regard because they are always from a person to a business.

(DS)

This particular personal business letter is being typed as a sample of the correct formatting of a personal business letter. Be sure not to type the vertical line spacing abbreviations such as QS and DS.

(DS)

This letter is keyed in block style, which means that every line starts at the left margin. I think we all know that we will not use the TAB key to indent any paragraphs in a block style letter.

(DS)

I would also like to point out the special punctuation contained in this letter. Please notice that there is a colon (:) after the salutation, and a comma (,) after the complimentary close. This style of punctuation is called mixed punctuation.

(DS)

I am including something with this letter to be placed in the envelope with the letter. In the business world, it is appropriate to type the word “Enclosure” after the typist’s initials. When the person receives this letter and sees the word “Enclosure” at the bottom, they will know to look in the envelope for something in addition to the letter.

(DS)

Sincerely,

(QS)

Your Name

(DS)

xx

(DS)

Enclosure

04.03 ACT9
Personal/Business Letter-Mixed Punctuation

Directions: Study the parts and spacing of the personal/business letter below. Key the letter as shown using word processing software. Follow the instruction printed in bold. Save the letter as “EASTMIDDLE SCHOOL” and print the letter.

123 Sir Walter Raleigh StreetRETURN ADDRESS

Manteo, NC 27954

Current DateDATELINE

(QS)

EastMiddle SchoolINSIDE ADDRESS

444 Lee Road

Greenville, NC 27858-4353

(DS)

Ladies and Gentlemen:SALUTATION/MIXED PUNCTUATION

(DS)

I will be graduating from EastMiddle School, and I would like to apply for the drama productions in the fall term.

(DS)

Please send information on tryouts to my home address, which is listed above. I am also interested in obtaining any information about the athletic teams that you can send me.

(DS)

Thank you for your cooperation.

(DS)

Sincerely,COMPLIMENTARY CLOSE/MIXED PUNCTUATION

(QS)HANDWRITTEN SIGNATURE

Joe A. SmithKEYED NAME LINE

xxTYPIST INITIALS

04.03 ACT10
Business Letter -Open Punctuation

Directions: Study the parts and spacing of the business letter below. Notice that this letter is created using company letterhead. Using your word processing software, design the letterhead and key the letter as shown. Follow the instruction printed in bold. Save the letter as “B and C Construction” and print the letter.

Taylor Reality

345 Austin Drive

Anytown, NC 34444

(666) 222-3456

Current DateDATELINE

(QS)

Mr. and Mrs. Simon HernandezINSIDE ADDRESS

2456 Elgin Street

Anytown, NC 34587

(DS)

Dear Mr. and Mrs. HernandezSALUTATION/OPEN PUNCTUATION

(DS)

Thank you for choosing us to help you find your new home. Enclosed are our brochures and a sample of the many houses that are available.

(DS)

There are several new homes under construction in this area. We have many satisfied customers who can attest to the quality of our work.

(DS)

After viewing the material, please contact me at Ext. 32 at the phone number listed above. I would like to discuss your needs as you plan the purchase of your new home.

(DS)

SincerelyCOMPLIMENTARYCLOSE/OPEN PUNCTUATION

(QS)HANDWRITTEN SIGNATURE

Your NameKEYED NAME

(DS)

xxTYPIST INITIALS

(DS)

EnclosuresENCLOSURE NOTATION

c Ian Taylor

04.03 ACT11
Business Letter
Mixed Punctuation

Directions: The letter/inside address, salutation, and the complimentary close are not formatted correctly. Key the business letter below using the correct block style format with mixed punctuation. Assume the letter will be printed on company letterhead (beginning the letter with the dateline). Save the letter as “ACME MOVING and STORAGE” and print the letter.

Use today’s date. Send the letter to Mrs. Jean Smith/1456 Milbury Lane/Cary, NC 27511. Key an appropriate salutation.

As per our phone conversation yesterday, I have scheduled our crew to arrive at your home at 8 a.m. on Tuesday. Please find enclosed the contract for services and return it to me as soon as possible.

You may reach me at Ext. 1620 between 7 a.m. and 4 p.m. during the week. Thank you for choosing Acme Moving & Storage for your relocation needs. We will get you where you want to go.

Sincerely yours, Greta Voight, Sales Associate/xx/Enclosure

04.03 ACT12

Directions:

  • Label the parts of the personal business letter. Place your answers in the space provided.
  • Key the personal business letter using word processing software with open punctuation. Use correct spacing and formatting.
  • Save the file as “Label that Letter”.

6618 Madge Lane

Fuquay-Varina, NC27526

May 2, xxxx

Darrell McFadden

4600 Hamilton Road

Apex, NC27539

Dear Mr. McFadden

Thanks again for agreeing to tutor Johnny on Tuesdays and Thursdays. I think the extra help will allow him to improve in all of his classes. You mentioned that you might need the Power Point software package during your tutoring session. I think this would be great! Power point is installed on each of our personal computers.

I will plan to introduce the program to Johnny on Monday. Please contact me if your have any questions or concerns about the tutoring sessions. I look forward to seeing you on Tuesday.

Sincerely

Ms. Wellington

04.03 ACT13

Parts of a Personal-Business Letter

A PERSONAL-BUSINESS LETTER IS A LETTER THAT IS SENT FROM AN INDIVIDUAL TO A PERSON OR BUSINESS/ORGANIZATION.

DIRECTIONS

  1. Fill in the parts of the letter on this handout using the word bank.
  2. Key the letter below using word processing software in block style (all parts of the letter begin at the left margin).
  3. Set the top margin at 2”. Set the bottom and side margins at 1”.
  4. Use mixed punctuation, placing a colon after the salutation and a comma after the complimentary close.
  5. Do not type the boxes or the vertical line spacing clues.
  6. Save the letter as “Computer Central” and print the letter. Staple this handout and your keyed letter together.

04.03 ACT14

Block Style Open Punctuation

Directions: Write a personal business letter to your local high school to request information about their athletics program and/or extracurricular activities. Use your address as the return address. Use your local high school’s address as the inside address. Format the letter in block style with open punctuation. Save the file as “High School” and print the letter.

Tips for writing a personal business letter:

Be brief and to the point.

Explain the purpose of your letter in the first paragraph.

Provide reasoning and details of the situation in the second paragraph.

State the outcome that you will wish to result from sending the letter.

Make sure your letter is readable and easy to understand.

Proofread and spell check carefully.

Make sure the letter is neat in appearance.

Set the top margin at 2”, bottom and side margins at 1”.

Single space paragraphs; double space between paragraphs

Typist initials are used when someone other than the writer keys the letter.

Enclosure and/or copy notations appear a double space after typist initials.

04.03 ACT15

STAR LETTER

Two-Page Letter

Directions: The document below is a two-page personal business letter that summarizes the purpose of a computer system. Key the letter using block style with mixed punctuation. Follow the spacing and page formatting directions shown. Save the letter as “Star Letter” and print the letter. Do not key the boxes or the directions printed.

Student’s Street Address

Student’s City, State, and Zip

Current Date

(QS)

Jessica Simpson

3456 Belview Lane

Palmetto, CA 90876

(DS)

Dear Mrs. Simpson:

(DS)

I heard that you had questions about your new computer. Do you know what a computer is? It is an electronic device that receives, processes, and stores data, and can produce a result. There are many types of personal computers including laptops, desktops, and notebooks/tablets. Regardless of the type, all computers need two components, hardware and software, in order to work.

(DS)

Hardware is the physical equipment of the computer system that you can see and touch. Examples of hardware include the monitor, keyboard, printer, and speakers. Hardware devices can be classified into four categories: input, output, processing, or storage. Input devices put information into the computer. Examples are the keyboard, mouse, scanner, and microphone. Output devices send information out of the computer. Examples of output devices are the monitor, printer, and speakers. The CPU or central processing unit is the processing device in a computer system. It is responsible for processing the information that is entered into the computer. Finally, storage devices allow you to store the information that you have been working with on your computer. This can be done either internally (inside the computer) or externally (outside the computer). When information is stored internally, it is saved on the computer’s hard drive. You can save information externally on floppy disks, CD-ROMs, DVDs, and USB drives.

(DS)

The other component that all computers need in order to work is software. Software is the program that tells the computer what to do. Without it, you would simply have a bunch of computer parts connected together. There are two types of software, system software and application software. System software controls the operation of the computer system. This includes booting (starting up), and how files can be organized. An example of system software is Windows XP. Application software is software that is used to meet a specific need. An example of application software is MS Word, which is used to process text documents such as memos, letters, tables, and reports. Other examples of application software include database and spreadsheet programs. Database programs allow information, such as names and addresses, to be organized. Spreadsheet programs allow numerical information, such as students’ grades, to be calculated.

(DS)

Hopefully you this letter has helped you to better understand what a computer is and how it works. Be sure to read the manual before setting up your computer. To properly take care of you new tool, keep food, drinks, and magnets away from the computer. Also make sure you properly shut down the computer each time after you each session of use.

(DS)

Sincerely,

(QS)

Your Name

04.03 ACT16

CHARACTER TRAITS FOR STUDENTS

Directions: The personal business letter below summarizes character traits that are important for students to exhibit. Key the letter using block style with mixed punctuation. Apply correct spacing and formatting rules.

Student’s Street Address

Student’s City, State, and Zip

Current Date

Keyboarding Teacher

2355 Somewhere Blvd.

Anytown, NC 2556

Dear Ms. Teacher:

This letter is to explain three important traits that successful students exhibit when it comes to their schoolwork.

The first, and one of the most important traits, is organization. This refers to students that keep things in a predictable place, and arrange things in an orderly manner. It is important to stay organized so that you can find your work and materials quickly and easily. It is important to keep information organized so that you can better understand, process, and remember what you have learned.

Another trait of a successful student is productivity. Productivity is the state of being productive. This includes staying on task, making good use of class time, and presenting work in an acceptable format. Keys to being a productive student include arriving to class on time with all required materials, listening to and following directions, and participating in class discussions.

A third trait of a successful student is resourcefulness. This means that a student is able to use information that they already have (class notes, their textbook, a dictionary, etc) to solve their problems. Instead of relying on the teacher or classmates, someone that is resourceful will first attempt to answer questions that they may have on their own.

I try to demonstrate these traits daily. Please pass this information on to your students so that they can also be successful.

Sincerely,

Student Name

04.03 Letter QUIZ

Name______

Date______

Class Period______

Block Style Letters

Check your Knowledge

Directions: Circle the best answer for each question.

  1. What type of notation should be used if a map were included in the envelope with the letter?
  2. Copy
  3. Enclosure
  4. Typist initials
  5. Attachment
  1. What type of document would be MOST APPROPRIATE to thank a senator for speaking to a class?
  2. Academic report
  3. Business letter
  4. Memorandum
  5. Table
  1. What type of computer program would MOST LIKELY be used to key a letter?
  2. Word processing
  3. Spreadsheet
  4. Database
  5. Multimedia presentation
  1. What type of correspondence would be BEST to complain about a restaurant?
  2. Unbound report
  3. Personal business letter
  4. Memorandum
  5. Table
  1. The principal is writing a letter to a parent.