Cheng Deng
Reference Manuel
Of Information Technology Terminology
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Term |
Definition |
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Necessary for
the receiver of the letter to know where to send a reply. It is becoming
common to include fax numbers and e-mail addresses in the return address. You
key the return address 2.5 cm-3.8cm from the top of the page. Notice that the
address does not contain your name. You key your name at the bottom of the
letter below your signature. If you have set your own letterhead you do not
key the return address.(back) |
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Immediately
below the return address is the date line. This line indicates the date the
letter is keyed. The date should e formatted using the long date. You do not
use the short date version, as letters tend to be more formal in nature. If
you are using letterhead, key the date below it, leaving a line or two in
between.(back) |
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The inside
address is the name and address of the recipient of the letter. If you know
the name of the individual in the organization to whom you are sending the
letter, key it on the first line, along with the person’s title. The company
name appears on text on the next line, followed by the company’s address,
city, province, and postal code.(back) |
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The salutation
is the greeting within the letter. If you know the name of the person, use
it. If you do not know the person’s name, use a generic salutation such as
Dear Sir or Madam, To Whom It May Concern, Ladies and Gentleman. (back) |
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Key the subjects
of your letter on the subject line. Be concise, using one line or less. Key the
subject in all UPPERCASE letters or upper-lower case and underlined.(back) |
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The body of the
letter is where your message is placed. Use the full sentences and choose
clear, concise words to get your message across. Remember, business letters
should waste no one’s time. Single-space the paragraphs with a blank lie
between each paragraph.(back) |
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The choice of
complimentary closing depends largely on the nature of the letter. Choose a
formal closing for a formal letter.
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The name of the
letter writer appears four to five lines below the complementary closing to
allow space for the writer to sign the letter. Your title also appears here
to help the recipient correctly address a reply, where necessary.(back) |
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If you have
someone else key the letter on your behalf, that person’s initials appear
below the keyed name. There are a number of ways to show that someone else
keyed the letter for you, including:
The
CAPITALIZED part of the initials represents the initials of the writer. The
lower-case letters are the initials of the keyer.(back) |
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If you have
included anything with the letter (resume, invoice, brochure, etc.) you make
a note of it here. If there is more than one enclosure, key the number of
enclosures in brackets. (back) |
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CC stand for
courtesy copy. This copy used to be a carbon copy in the days of typewritten
letters. If you are sending a copy of the letter to another person, it Is
polite to let the person to whom the letter is written know that the other
person has also received a copy of the letter. Key CC with the person’s name
at the bottom of the letter.(back) |
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BCC stands for
blind courtesy copy. A BCC notation means that the recipient of the letter
does not know that a copy of the letter has been sent to the person in the
BCC line. How can the recipient not know? The BCC line only appears on the
copy that the writer keeps and the copy that goes to the person o the BCC
line. It does not go on the copy sent to the person to whom the letter is
written. (back) |
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In full block,
all of the letter parts are aligned at the left-hand side. It has quickly
become the most popular style of letter in the computer ear because it
requires fewer bytes for storage on disk. There are no extra indents or tabs
to move letter parts over as there are in a block or semi-block letter style.(back) |
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In block letter
style, the return address, date line, complimentary closing, and writer’s
identification all start at the halfway point in the line.(back) |
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Semi-block
letters are a modification of the block letter style. In this style of
letter, each new paragraph begins with an indent.(back) |
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Another way you
share information and present your ideas in business is in a report. Reports
are prepared in business for a variety of reasons, including
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All formal
reports have a title page listing the title of the report, the author’s name
or organization for whom he report was prepared. (back) |
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The table of
contents is a listing of each heading contained within the report and the
page on which the heading appears. Typically, a Table of Contents is used
only when the report is five or more pages in length. The headings in the
table of contents should appear as they do in the report-both in word and in
typestyle. This consistency helps the reader of the report locate the
headings within the body.(back) |
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One of the most
useful tools in a report is the inclusion of illustrations, charts, graphs,
and pictures to help the writers communicate their ideas. These may be
gathered during the research process, or created by the author in one of the
many software programs.(back) |
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The report
itself is made up of three sections. The
introduction, Body, and Conclusion and Recommendations.(back) |
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References list
the specific sources of information that were used to get information for the
report.(back) |
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The introduction
should provide the reader of the report with four pieces of information. Many
reports writers prepare the introduction after the report body is completed.(back) |
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The statement of
purpose shpuld indicate ehat the report will accomplish. Is the report’s
purpose to inform. Is the report’s purpose to inform suggest courses of
action, or purpose a new idea? The purpose needs to be stated clearly so
there is no conclusion. (back) |
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The scope
indicates the amount of detail the report will go into. Is the report just an
overview or is it an in-depth study that looks at every possible angle of the
situation. You will find outline the scope of the report. The scope should
give(back) |
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The author of a
report needs to indicate where he o she got the information to compile the
report. Did the author perform the research himself or herself, or was
information gathered from secondary sources? If the data was gathered from
secondary sources, what type of sources, in general terms, did the writer
use?(back) |
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This part
indicates who requested the report in the first place and authorized the research
to be done.(back) |
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