Business Documents Preparation Stationery.pdf

CSEC EDPM
Section v: Business Document Preparation

1. CSEC EDPM
STATIONERY
Fayonie Sawyers-McFarlane

2. SECTION V: BUSINESS DOCUMENT PREPARATION
OBJECTIVES
At the end of the topic the students will be able to:
◉1. Identify the different paper layout
◉2. Suggest different types of papers and their sizes
◉3. Name various documents used for each size mentioned
◉4. State various envelopes used and their sizes
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3. About this templateSTATIONERY
Definition
Stationery refers to
writing materials and
office supplies
including paper,
pens, pencils, paper
clips and labels.
Examples
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4. STATIONERY
◉Sizerefers to the dimensions (length and width) of an item of
stationery
◉Weightrefers to the thickness of the paper
◉Texturerefers to the degree of roughness or coarseness of a
paper, both in terms of feel and in terms of its appearance. Most
stationery used in organizations has a smooth texture. This is
because office equipment is unable to effectively print on
stationery that is not smooth.
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5. TYPE OF PAPERS
◉Bond: high quality paper used for top copy work and for headed paper
like letterheads, postcard and business card.
◉Parchment: superior high quality paper that is heavier than bond paper
and has a special finish sometimes used for certificates.
◉Flimsy:This is cheaper and lighter grade of paper which is used for
carbon copy and sets of forms.
◉Onion skin: translucent paper usually used for tracing diagrams
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6. TYPE OF PAPERSCONT’D
◉No Carbon Required:NCR This is carbon copy paper used for sets of
forms such as invoices, school fee vouchers
◉Carbon :this is a thin paper which is covered with carbon or other dark
colouredsubstance on one side. Carbon paper is used between sheets
of writing or drawing in order to make copies.
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7. TYPE OF PAPERSCONT’D
◉Airmail: very thin, lightweight papers used or correspondence to be
sent by airmail
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8. PAPER ORIENTATION
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Paper Orientationis either Portrait which the document is printed with the
Longerside up
or Landscape with the document printed across the wider edge of the paper.
Select, the Page Layout tab, then orientation then select either
portraitor landscape

9. PAPER SIZES
◉The most commonly used system for paper sizes is the International
Organisationfor Standardization (ISO) A Series. These are the two that
are more frequently used.
◉Letter Size paper8.5”x 11”which is just a little wider and
shorter than the A4. It is used for the same purposes as the
A4 paper.
◉Legal or Foolscapepaper 8.5”x 14”which is used to prepare
legal documents such as Power of Attorney, Lease and Wills etc.
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10. PAPER SIZES CONT’D
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AO for large poster, technical drawing (33.12”x 46.83”)
A1 for posters, architectural drawings (23.40x 33.12”)
A2 for large newspaper, architectural drawings (16.54”x 23.40”)
A3 for legal documents and financial Statements11.70” x 16.54”)
A4 for Business letters, reports, agenda, minutes of meeting 8..27” x 11.70”)
A5 for Short letters and memos (5.83” x 8.27”)
A6 for post cards, index cards (4.17” x5.83”)
A7 for business cards and labels (2.91” x 4.17”)

11. THE ENVELOPE
◉Aflat paper container with a sealable flap or other means of closure,
used to enclose a letter or document.
◉The C Seriesof envelope sizes was designed to accommodate ISO A
paper sizes.
◉One of the most widely used business envelopes, the DL format does
not fall under the C series sizes as it has a different aspect ratio. The
dimensions of DL are 110 x 220 mm (4⅓" x 8⅔") and as such the DL
envelope will hold an A4 sheet of paper folded into 3 equal sections
parallel to its shortest sides.
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12. ◉Regularenvelopes are standard
business size envelopes (DL)
that are usually white or manila
brown paper. Some are plain or
have company logo or slogan on
them.
◉PaddedEnvelopes have a
padded interior which are used
for sending fragile articles such
as pictures
TYPES OF ENVELOPE
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13. WindowEnvelopes have a
transparent window through
which the name and address of
the recipient can be seen from
the letter inside the envelope.
The letter must be carefully
printed and folded so that the
address can be shown. These
are usually used by companies
that have to send out large
number of letters
THE ENVELOPE
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14. ◉.Self –sealenvelopes are those
with sticky strips on the back of
the envelope and on the flap.
To seal them the two strips are
pressed together and they save
time because they do not need
to be moistened.
◉Airmailenvelope are used to
send letters by air (overseas)
and are usually labeled “Airmail”
TYPES OF ENVELOPE
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15. ◉Bankerenvelope has its
opening on the longer side
◉Pocketenvelope has its opening
on the shorter side
TYPES OF ENVELOPE
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16. ENVELOPE
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17. SIZES OF THE ENVELOPE
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Sizes of Envelopes
C3 for legal documents (12.75” x 18”)
C4 for A4 documents unfold (9” x 12.75”)
C5 for large greeting cards (6.4” x 9”)
C6 for small greeting cards (4.5” x 6.4”)
C5/6 for A4 documents folded in 2
C7/6 for invitation cards, index cards (3.2” x 4.5”)
DL for A4 documents folded in 3 (4.4” x 8.6”)

18. 1. The top half of the envelope should
be left blank, so as to ensure that the
address is not obscured by the stamp
or postmark
2. The address should be complete
and towns should be typed in capital
letters.
3. Overseas mail should include the
name of the country with post code for
sorting
PARTS OF THE ENVELOPE
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19. ◉4. For Airmail, special air
mail envelope must be used
or a blue air mail sticker
attached to the top left
hand corner
◉5. The stampis always
placed at the top right hand
corner.
◉Confidentialcan be written
on the envelope to indicate
that only the receiver
should open the letter.
PARTSOF ENVELOPE
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20. 6. If the name and address of
the sender is not already on
the envelope, it is a good idea
to either type it in the top left
hand corner or across the top
of the flap on the back.
7. Attention lines are used
when writing to company,
partnership.
PARTSOF ENVELOPE
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21. 8. When using window
envelope, check to ensure that
the entire name and address
are visible through the
window (transparent plastic)
before sealing the flap
PARTSOF ENVELOPE
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22. ◉https://www.youtube.com/watch?v=DLHEHqgA0 _M
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23. HOW TO PRINT AN ENVELOPE
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24. Folding a letter
◉https://www.youtube.com/watch?v=Ru50Zz6lnT8
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25. STEPS TO PRINT THE ENVELOPE
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26. PLACING THE LETER IN THE ENVELOPE
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