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Module 2 - Physical Presentation of Reports Letters

The document discusses the physical presentation of letters, memos, and reports. Attractively presented messages reflect favorably on the writer and company by giving an impression of competence and care. Sloppy work has the opposite effect. Common elements that should be considered for document preparation include layout, type, media, and the various standard components of business letters such as the dateline, salutation, subject line, signature block, and envelope address. Proper formatting is important for making a good impression.

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577 views14 pages

Module 2 - Physical Presentation of Reports Letters

The document discusses the physical presentation of letters, memos, and reports. Attractively presented messages reflect favorably on the writer and company by giving an impression of competence and care. Sloppy work has the opposite effect. Common elements that should be considered for document preparation include layout, type, media, and the various standard components of business letters such as the dateline, salutation, subject line, signature block, and envelope address. Proper formatting is important for making a good impression.

Uploaded by

ashutoshsk512
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Physical Presentation of Letters,

Memos, and Reports


• The appearance of a letter, memo, or report plays a significant role in communicating the message.

• Attractively presented massages reflect favorably on the writer and the writer’s company.

• They give an impression of competence and care.

• It reflects the good business etiquette of the writer.

• Sloppy work reflects unfavorably on the writer, the company, and the message itself.

• Thus, messages to be attractively displayed.

• Several word processors help users create custom formats (or templates) from existing documents.

• The user simply identifies the document and the software will build

the format.
BASICS FOR ALL DOCUMENT PREPARATION
• To understand formats most effectively. we should know their basic components and

how they are used for the documents you create.

• These basic components are presented here after a discussion of elements that are common to all

documents:

layout, type and media.


Layout

• Common layout decisions include grids, spacing and margins.


• Grids are non printed horizontal and vertical lines that determine
placement of your document on the page.
• They allow to place the text and graphics on page for consistency.
space
• External spacing: white spaces, (surrounding the text and graphics)
• Internal space: (vertical and horizontal spacing) - spacing b/n letters
on a line is called as KERNING.
• Adjusting the closeness of lines vertically is called Leading.
Margin
• A document as framed picture, margin is used.
• A balanced margin in document
Type
• Type will enhance the appearance.
• Typeface: is font and shape of characters.
• Typestyle: bold, italic, bold italic
• Size: one inch height is of font 72.
• Body text: 9 to 15
• Heading 15 and above
Media
• Transmit our documents.
• Short messages, emails or any other transmission portals.
• Selection of media conveys how updated the sender is to current
technology.
• Selection of paper size , thickness and quality.
Form (Format) of Business Letters
• The layout of letter is the shape on the page.
• Layout play a major role in impressing reader.
• The ideal letter layout should have the same shape throughout letter.
• There is no strict agreement on parts of letters.
• The most used and authorative subparts of letters are discussed here.
• The word processor includes templates and can import few of
subparts in letters
• Dateline
• Return Address
• Inside Address
• Attention Line
• Salutation
• Mixed or Open Punctuation
• Subject Line
• Second page Heading
• Closing
• Signature Block
• Information Notations
• Postscripts
• Folding
• Envelope Address
• Dateline : use conventional date form with month,day,year (September 17,
2004). Don’t use informal date formats like 10-05-2000

• Return Address : Return address is printed on letterhead or filled .

• Inside Address: The Mailing Address, with title of person, with Mr.,Mrs. Ms. Etc..

• Attention Line: Some executives prefer company address rather than individual.
An attention line is included after inside address.
Attention: Mr. Donovan Price , Vice president

• Salutation: salutation is based on your familiarities with reader and the


formality of situation. Example : Dear John, Dear Mr. John.

If you don’t know the name , you can use designation.


• Mixed or Open Punctuation : The punctuation following the salutation
and the closing is either mixed or open.
Mixed punctuation employs a colon after salutation and comma after
the close. open uses no punctuation after salutation and none after
close.
• Subject Line : the subject line tells what the letter is about.
• Second page Heading : when the length of letter exceeds one page, we
should setup following pages for identification. We can use plain sheet
and continued page number and date and the receivers name.
• Closing : The most commonly used complimentary close is sincerely.
You can also use yours, respectfully, cordially.
• Signature Block: the printed signature conventionally appears on the
fourth line below closing .
• Information Notations: In the lower left corner of letter , a
abbreviated notations for enclosures and the initials of writer appears.
May also include Indications of copies prepared for other readers
Enc. 1 : Employee List
CC: Sharon Gorbet
• Postscripts : Referred as PS ,are placed after notations
• Folding: the carelessly folded letter is off to bad start.
• Make the letter clearly in its cover
• Making letter easy to remove
• Making it to appear neat when it is removed.
• Two fold pattern is easiest
• Three fold pattern is used for small covers

• Envelope Address: Some OCR(optical character recognition) and


Scanners are used to sort mail.
The US postal service request all envelopes to be typed in following
way.
• Place address in scanable area
• Use block address format
• Use single space
• Use uppercase
• Don’t use punctuations, except pincode

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