Preparing a Letter using the No Spacing Style

Preparing a Letter using the No Spacing Style in MS Word

Preparation • Change to “No Spacing” style. • Set up for single spacing • Addressee: – Who are you sending this letter to? – Title, Name, Address – What kind of greeting or salutation?

Heading • Printed Letterhead – company name – address (spell out state) – other (phone number, fax number) • Personal (plain paper) – Mailing address – City, State ZIP Code Your address City, State ZIP

Dateline • Place below letterhead or heading or 2 inches from top of paper • Spell month in full • Key full year • Example – June 30, 2011 – October 15, 2011

Inside Address • Also known as the letter address • Includes – personal title (Mr. , Mrs. , Ms. , Dr. ) – Full name – Address of recipient

Salutation (or Greeting) • Dear Mrs. White: • Ladies and Gentlemen: – If addressee is unknown • Use a colon after the salutation.

Body • Usually three paragraphs • Single-spacing within paragraph • Double-space between paragraphs

Complimentary Closing • Farewell • Examples – Sincerely, – Yours truly, – Aloha,

Signature • Leave space for the writer’s signature.

Writer’s Identification • Name and professional title of sender • Separate name from title with a comma or place title on separate line Susan Sarandon, President Nicholas Johnson International Film Festival Coordinator

Options for Reference Initials • Name of person who keyed the document-Sabrina Lowe or • Name of writer and person who keyed document – JK: rl for James Kealoha and Rose Lucas Examples: sl SL

Notations • Enclosure or Attachment – Enclosure: Check No. 1223 • Copy Notation – c: Chris Brown • Postscript – P. S. Don’t forget to come by and see me. – Don’t forget to come by and see me.

Block Style • All lines begin at left margin • 4 enters between date and letter address • 4 lines blank lines between complimentary closing and writer’s identification Note: 4 SS Enters = 3 blank lines

Modified Block Style • Date begins at center • Closing begins at center • Writer’s name and title begin at center • Not as popular