• Unit 3: Creating Business Documents

    In this unit, we discuss how to create and format two standard business documents, block-style business letters and memos. Word processing tools allow us to incorporate a variety of font styles to emphasize text. These techniques include creating text that is in bold type, in italics, and underlined. We can also use borders to create a visual break between sections of a document. Finally, we explore how you can add headers and footers to present a polished, professional, and organized business document.

    Completing this unit should take you approximately 1 hour.

    • Upon successful completion of this unit, you will be able to:

      • outline the elements of a business letter and memo;
      • format document margins and adjust spacing between headings and body text;
      • add headers, footers, page numbers, and borders to a document;
      • create a basic block-style business letter; and
      • create a basic block-style business memo.

    • 3.1: What is a Business Letter?

      Many businesses use standard templates and styles for their memos, letters, and emails. Since these formats are standardized, you can use these templates to quickly create business documents in the proper format.

      • How to Construct a Business Letter Page

        Read this handout which discusses business writing and the proper way to format business letters. As you read, think about a work-related letter you have sent or received. Did you or the author follow these guidelines?

      • How to Construct a Business Memo Page

        Read this chapter to learn how to formulate a business memo or email.

    • 3.2. Creating a Block-Style Letter or Memo

      When creating the basic block-style that many offices use for their emails, memos, and letters, be sure to pay attention to spacing between paragraphs and words, since it is an important component of block-style documents.

    • 3.3. Adjusting the Margins and Page Borders of your Business Letter

      Margins are the space between the text and edge of a document. By default, margins in Microsoft Word and Google Docs are set to one inch from the right, top, left, and bottom of the page. You may want to adjust the page margins if, for example, your company uses a logo at the top of the page. We can use page borders to customize documents with background colors and shading. You can apply a border to an entire page, a paragraph, or a section of text.

      • Margins in Microsoft Word Page

        This video demonstrates how to change the margins in Microsoft Word.

      • Margins in Google Docs Page

        While this video focuses on how to set up MLA formatting, it also shows how to adjust the page margins in Google Docs. Note that scholars use three main style conventions to format their documents depending on the subject matter: APA (American Physiological Association), MLA (Modern Language Association), and Chicago Manual of Style.

      • Page Borders

        Watch this brief video to learn how to add page borders to document.

    • 3.4. Creating Headers and Footers for your Business Letter

      This section focuses on how to use headers and footers which we often use when creating documents that have multiple pages. For example, they may contain information, such as the author’s name, date and time, or page numbers. As their names suggest, headers appear at the top of a document, while footers appear at the bottom.