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Chapter 4
Preparing Legal Correspondence
35
Law
11th Grade
09/15/2010

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Term
Attention line
Definition
The line that is used for directing correspondence within a company.  Usually it appears below the inside address on a letter.
Term
block letter style
Definition
All parts and all lines of this style of business letter begin at the left margin.
Term
body of the letter
Definition
The single-spaced paragraphs that represent the content of the letter.
Term
complimentary closing
Definition
The salutation that appears below the body of the letter.
Term
copy notation
Definition
The notation on the letter that indicates when copies of the correspondence are directed to individuals other than the addressee and the distribution of these copies.
Term
date line
Definition
The date of the letter.  Usually this line is placed below the letterhead.
Term
default settings
Definition
Settings that are preestablished in software packages.
Term
edit
Definition
The process of changing or modifying text from its original state.
Term
electronic cueing device
Definition
A device used in transcription that allows that user to determine the length of the transcribed document.  It also may include special instructions for the transcriber.
Term
enclosure notation
Definition
A notation on the letter placed below the reference initials that indicates that additional information is included or enclosed with the letter.
Term
header
Definition
Text that appears at the top of each page.
Term
inside address
Definition
The addressee, the one to whom the letter is being sent.  Usually the inside address includes the courtesy title, full name, professional title, department name, company name, street or mailing address, city, state, and zip code of the recipient.
Term
letterhead
Definition
The letterhead includes the attorney or firm's name along with the address, phone number, fax number, and e-mail address.  It also may include some form of graphic design.
Term
machine dictation
Definition
A machine into which someone dictates information to be recorded on some form of media.  The transcriber then can transcribe this information at some future time.
Term
macro
Definition
A previously-saved series of stored keystrokes or commands that, when invoked, replays those commands or keystrokes.
Term
mailing notation
Definition
Mailing notations such as air mail, special delivery, and registered mail are entered in capital letters in prescribed locations on the letter and envelope.
Term
modified block letter style
Definition
A letter style that uses blocked paragraphs, and all lines except the return address, the date, and the closing lines begin at the left margin.  The most popular letter style used in business.
Term
modified block letter style (indented paragraphs)
Definition
This letter style is the same as the modified block letter except that it has indented paragraphs.
Term
optical scanner
Definition
A piece of computer-controlled automated equipment that locates, reads, and interprets address information.
Term
postscript
Definition
A notation in the last position of the letter that may be used to emphasize or add an idea that was unintentionally omitted from the body of the letter.
Term
reference initials
Definition
The initials on the letter that are used to show who typed the letter.  The initials of both the writer and preparer may be included in the reference initial notation.
Term
return address
Definition
The address of the person or office mailing the letter.
Term
salutation
Definition
The personal greeting at the beginning of the letter.
Term
scanning devices
Definition
Devices used with transcription equipment that indicate the length of the documents and special notations for the transcriber.
Term
second-page headings
Definition
Headings that appear on second and succeeding pages of a letter that may include the name of the addressee, the page number, and the date.
Term
special notation
Definition
Addressee notations, such as personal, confidential, and fax confirmation, that appear in all capital letters a double space above the inside address on the letter.
Term
spell checking
Definition
A word processing feature that checks the correct spelling of every word in a document against the word processor's dictionary.
Term
subject line
Definition
The line in the letter below the salutation that indicates what kind of information is included in the letter.
Term
templates
Definition
A stored document pattern used to create word processed documents.
Term
text insertion
Definition
 The ability to insert text into previously-keyed information and have that information accommodate and adjust to the insert.
Term
thesaurus
Definition
A word processing feature that gives the user synonyms for words.
Term
transcription
Definition
The act or process of transcribing previously-recorded information.
Term
wizards
Definition
A time-saving software feature that provides on-screen guidance in the creation of a document.
Term
word processing
Definition
A software program that is used to edit, manipulate, and revise text to create documents.
Term
word wrap
Definition
A feature in word processing and other types of programs that automatically ends each line of text and wraps the remaining text down to the next line.
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