Your Name Documents Teacher Hour

Standard Memo Example

2” TM (top margin) Document 1
Line up using the 1” Left and Right margins
TAB button

TO: Faculty and Staff

FROM: Lenore M. Feilding, Principal DS between the parts

DATE: Today’s Date

SUBJECT: STANDARD MEMO FORMAT

DS
At a recent meeting, department heads recommended that memos be processed on
plain paper instead of preprinted forms. This recommendation is a cost-cutting measure
that requires only a little more effort on the part of the keyboard operator.
DS
The customary standard margins are used: 2” top margins; default (near 1”) side
margins; at least at 1” bottom margin.
DS
Standard double spacing separates memo parts, including paragraphs, which are
individuality single-spaced. If someone other than the writer keys the memo, that
person’s initials should be keyed at the left margin a double below the message. If an
attachment or enclosure is included, Attachment or Enclosure should be keyed at the
left margin a double space below the message or the keyboard operator’s initials (if
any).
DS
Headings begin at left margin. After TO: tab twice to key the name; after FROM: tab
once to key the name; after DATE: tab once to key the date; after SUBJECT: space
twice (or tab once) to enter the subject (may be keyed in ALL CAPS or C/1c-- Cap and
lowercase) .
DS
Pleas use this format for several days; then let me know if you experienced any
difficulties.
DS
xxx Reference Initials
Initials of the person who person
who typed the document
Page Break
Ctrl + Enter = New Page
Your Name Documents Teacher Hour

Standard Memo: Apply

Document 2

Format a Standard Memo using the following information:

Members of Youth Camp Planning Committee | Your Name | Today’s Date | Youth
Camp Participant Selection Process

Here is a first draft of a summary of the selection process to be used in choosing

students for the Twin Cities Youth Camp for Fine & Performing Arts to be held at Twin
Cities University this summer.

I believe the decisions reached at our last joint meeting are accurately reflected in the
summary. To be sure, please read the summary carefully and note any changes you
think should be made.

After I receive you feedback, I’ll prepare a revised summary to be included in a packet
of material to be given to prospective participants and their parents.

Enclosure

Personal Business Letter: Apply

Document 4

1764 Seminole Drl | Detroit, MI 48214-2176 | November 19, 2005

Mr. Trevor L. Delong | 1371 King George Blvd. | Ann Arbor, MI 48104-2657 | Dear
Trevor

A news item in the Detroit Free Press indicates that you will be graduated from the
university in midyear. With honors no less! Congratulations!

When you were a student at Hillside High, I worried that you might never put potential to
work in a serious way. But evidently you have been able to continue your athletic goals
and at the same time pursue an academic major successfully. I am glad you have done
credit to yourself and to us at Hillside. We’re proud of you.

What are your plans after graduation? Whatever they may be, your former teachers at
Hillside wish you well. I would enjoy a note from you that I can share with others on the
Hillside faculty.

Cordially yours | Your Name

Your Name Documents Teacher Hour

Personal Business Letter: Example

Document 3
2” TM (top margin)
1” Left and Right margins

1049 Michigan Ave. N.

Chicago, IL 60611-2273 Return Address
November 18, 2005

QS (Enter 4 times)

Mr. Elden P. Carter

7257 Charles Plz. Letter Address
Omaha, NE 68114-3219
DS
Dear Elden (Salutation)
DS

Your telephone call on Wednesday was a really pleasant surprise. Life for both of us
since college has been exciting as well as challenging, it seems. I enjoyed the update.
DS
If you had taken keyboarding as I recommended when we were in high school, you
wouldn’t be asking me now for a model to use for your personal-business
correspondence! But I am glad to supply this model in block format (all lines beginning
at the left margin).
DS
Use the software default or 1” side margins. Begin the return address 2” (line 13) from
the top of the paper. Key the date on the next line below the return address.
DS
All letters parts are separated by a double space (2 returns) with two exceptions: A
quadruple space (4 returns) is left between the date and the letter address and between
the complimentary close and the keyed name.
DS
I am attaching a page from a refernce manual that includes an annotated model. Call
again if you need more help.
DS
Cordially (Complimentary Close)

Your Name (Writer)

Attachment (Attachment Notation)

Your Name Documents Teacher Hour

Business Letter: Example

2” TM (top margin) Document 5
1” Left and Right margins

November 21, 2005 Date

Mr. Julio M. Basanez, Manager

La Paloma Resturant Letter Address
224 Saint Louis St.
Baton Rouge, LA 77802-3615

Dear Julio (Salutation)

Your piquant black bean soup drew me back to La Paloma yesterday. We were taken
promptly to our table, but we waited over ten minutes before menus were presented.

Several times I provided clues to the server that I was hosting the luncheon. Without
noting these clues or asking who should receive the check, the server gave it to the
man across from me. Had the check been placed upside down in the middle of the
table, my client wouldn’t have been “put on the spot.”

Several times a week someone from my company entertains clients at La Paloma

Resturant. Will you talk with your staff about greeting diners promptly and about
handling check properly. But please, Julio, don’t disturb the chef!

Cordially (Complimentary Close)

Mrs. Luanne Chang, President (Writer)

xx Reference Initials
Your Name Documents Teacher Hour

Business Letter: Apply

Document 6

January 6, 2005 | Mr./Mrs. John C. Duncan | 178 Royal Oak Blvd. | Brooklyn Center,
MN 55430-4322 | Dear Mr./Mrs. Dunn

You are invited to attend the Final Event of the Twin Cities Youth Camp for Fine &
Performing Arts. This exciting event, “Voices of Harmony,” will be held in Nokomis
Auditorium on the TCU campus at 7:30 p.m., July 22. Admission for parents is free.

A copy of the preliminary program in enclosed. You will note the multicultural focus of
the program, which reflects the theme of the two-week camp in which the student
participants will be engaged. The yo uth campers are highlighted, but some TCU facility
and students are included when necessary to supplement the cast.

In addition to the variety of music, drama, and dance that comprise the program, you
will enjoy viewing the artwork of the Art Campers that will be exhibited in the foyer of the
auditorium.

The Final Event is designed to delight you, to surprise you, and to expand your
perspective. Please come and bring other members of your family (if any) to support
these happy campers.

Cordially | Your Teacher’s Name | xx | Enclosure

Your Name Documents Teacher Hour

2” TM (top margin)
1” Left and Right margins

ELECTRONIC KEYBOARDING APPLICATIONS

(QS= 4 SS enters OR 2 DS enters)

Learning to key is of little value unless one applies it in preparing a useful document—a

letter, a report, and so on. Three basic kinds of software are available to assist those with keying

skill in applying that skill electronically.

Word Processing Software

Word processing software is specifically designed to assist in the document preparation

needs of individuals or businesses. Word processing software permits the user to “create, edit,

format, store, and print documents.” (Fulton and Hanks, 1996, 152) The software can be used to

process a wide variety of documents such as memos, letters, reports, and tables.

This software has special features such as automatic centering and wordwrap that reduce

time and effort. It also permits easy error correction, format and sequence changes, and insertion

of variable “on screen” before a copy is printed. These features increase efficiency by

eliminating document rekeying.

Database Software

A database is any collection of related items stored in computer memory. The data in a

database may be about club members, employee payroll, company sales, and so on. Database

software allows the user to enter data, arrange it, retrieve and change it, or select certain data

(such as an address) for use in documents. (Tilton, et al 1996, 112-113)

Your Name Documents Teacher Hour

Spreadsheet Software 1” TM (should be default)

A spreadsheet is an electronic work sheet made up of columns and rows of data. Spreadsheet

software allows the user to “create, calculate, edit, retrieve, modify, and print graphs, charts,

reports, and spreadsheets” necessary for current business operations and in planning for the

future. (Fulton and Hanks, 1996, 156)

Employment personnel look favorably upon job applicants who are familiar with these

kinds of software and how they are used.

(QS= 4 SS enters OR 2 DS enters)

REFERENCES

(QS= 4 SS enters OR 2 DS enters)

Fulton, Patsy, J., and Joanna D. Hanks. Procedures for the Office Professional. 3rd ed.
Cincinnati: South-Western Publishing Co., 1996.

Tilton, Rita S., et al. The Electronic Office: Procedures & Administration. 11th ed. Cincinnati:
South-Western Publishing Co., 1996.