Memorandums and Letters

Keyboarding Objective—04.03

Apply correct memo and letter formats.

 

What are Memorandums?

nA memorandum is a short message from one person to another in the same business or organization.

 

nMemorandums are usually referred to as memos.

 

nMemos have no salutation line and no signature area at the end.

Memo Formatting Rules

nUse a standard font style and font size i.e. Times New Roman/Arial and 12 point font.

nSingle Space within paragraphs and double space between paragraphs.

nAll parts of the memo begin at the left margin, including paragraphs.  (Block Style Format)

 

Memo Heading
The formal memorandum uses a special heading, sometimes preprinted on stationery.  Typically, words in the memo heading  are keyed in ALL CAPS, bold, followed by a colon, and double spaced as follows:

 

TO:(Reader’s name)

 

FROM:(Author’s name)

 

DATE:(Complete and current date)

 

SUBJECT:(What the memo is about)

 

Keying Formal Memos

2”

TO:Tab Tab      Receiver’s name

(DS)

FROM:Tab       Author’s name

(DS)

DATE:Tab        Current date

(DS)

SUBJECT:Tab Memo topic

(DS)

Body-Message of the memo

(DS)

Typist initials

 

 

Parts of a Memo

Notes to Remember!

üIf someone other than the writer of the memo keys the memo, typist initials should be included.

üTypist initials are keyed in lower case with no space and no punctuation.

üIf you have an attachment or enclosure notation, double space after typing typist initials and type “Enclosure” or “Attachment.

§Enclosure-Something is included with the memo.

§Attachment-Supporting document is attached by a paper clip, staple, etc.

üIf someone in addition to who the memo is originally written will be receiving a copy of the memo, include a copy “c” notation.

 

Types of Letters

 

Personal—Business Letter

nA personal-business letter is a letter that is sent from an individual using their home address to a person or business/organization.

Business Letter

nA business letter is sent from a business or organization to an individual or to another business or organization.

nBusiness letters are usually keyed on letterhead. The letterhead can consist of the business’ name, address, phone/fax/email, and logo.

 

Major Parts of a Letter

 

•Return Address-the address of the person writing the letter. Letterhead if the letter is from a business.

•Dateline-Complete and current date.

•Letter Address/Inside Address-the address of the person receiving the letter.

•Salutation-the greeting of the letter. Example: Dear Sir or Madam:

•Body-the message of the letter.

•Complimentary Close-the ending of the letter. Example:  Sincerely yours,

•Keyed Name-the authors typed name.

•Handwritten Signature-the author signs the letter after it has been printed.

•Typist Initials-initials of the typist.

 

Formatting a Letter

nParagraphs should not be indented in this style of letter.

nUse a standard font style and font size i.e. Times New Roman/Arial and 12 point font.

nSingle Space within paragraphs and double space between paragraphs.

 

 Punctuation Styles

             Open Punctuation

nThere is not a colon or comma in the salutation and there is not a comma in the complimentary closing.

Example:

Dear Ms. Smith

Sincerely yours

Personal—Business Letter with Mixed Punctuation

Business Letter with Open Punctuation

 

Special Letter Parts

nTypist initials are used when someone other than the author types the letter. Typed a DS below the writer’s name, in lowercase letters, with no space or punctuation.

nEnclosure notation is used when additional items are included in the envelope with the letter.

nAttachment notation is used when additional items are clipped, stapled, etc… to the letter.

nCopy notation is used when a copy of the letter is sent to someone in addition to the addressee/letter address.

n 

Block Style Letter with Special Parts

 

•Typist Initial  Typed a double space below the author’s keyed name.

•Enclosure Notation        Typed a double space below the typist initials.

•Copy Notation Typed a double space below  the enclosure notation.

 

Notes to Remember!

 

nA personal business letter is correspondence sent from an individual using their home address to a person or organization.

nA business letter is correspondence sent from a business to another business or to an individual. Because letterhead stationery is used, the return address is not keyed.

nThe top margin is usually 2“, side and bottom margins are typically 1".

nBlock format is one style of writing for personal-business and business letters in which all parts of the letter begin at the left margin.

nTypist initials are the initials of the typist and are used when someone other than the writer prepares the letter. Lowercase letters are used, with no space, and with no punctuation, appearing a double space below the signature.

nEnclosure/Attachment and Copy notations appear a double space below the typist initials.