Business Correspondence: Types and Components

Podcast

Play an AI-generated podcast conversation about this lesson

Questions and Answers

What is the main purpose of a Letter of Inquiry?

To express dissatisfaction with a service

To inform a consumer of past due payments

To recommend a person's capabilities

To request information from the receiver (correct)

What is the primary component of a Letter of Complaint?

A general reminder to settle accounts

A description of the complaint (correct)

A brief introduction of the writer

A statement of expectation for a recommendation

What is the purpose of a Letter of Collection?

To recommend a person for a job

To express gratitude for a service

To inform a consumer of past due payments (correct)

To provide information about a product

What is the primary component of a Letter of Recommendation?

A detailed information about the person's strengths Signup and view all the answers

What is a common type of business letter that is sent by one company to another?

Letter of Inquiry Signup and view all the answers

What is the main purpose of a business letter?

To exchange information or conduct business Signup and view all the answers

What is the primary purpose of a letter of resignation?

To notify the employer of leaving the job Signup and view all the answers

Which part of a business letter indicates the date the letter was written?

Date Signup and view all the answers

What is the purpose of the attention line in a business letter?

To address a specific person in the company Signup and view all the answers

Which of the following is a highly formal complimentary close?

Respectfully yours Signup and view all the answers

What is the function of the signature block in a business letter?

To include the signature and typed name of the sender Signup and view all the answers

What is the purpose of the identification initials in a business letter?

To indicate the typist's initials if the sender is not the one who typed the letter Signup and view all the answers

What is the purpose of a memorandum in an organization?

To inform and persuade people within the organization Signup and view all the answers

What is the recommended font size for a business letter?

At least 10 points and maximum of 12 points Signup and view all the answers

What is the correct way to indicate the name of the secondary recipients of a letter?

Using 'cc:' which means carbon copy or courtesy copies Signup and view all the answers

What is the recommended format for writing dates in a business letter?

Spelling out the name of the month, such as October 9, 2021 Signup and view all the answers

What is the purpose of the enclosure notation in a business letter?

To indicate the attachments to the letter Signup and view all the answers

What is the recommended length of a business letter?

One to two pages Signup and view all the answers

What is the recommended font size range for a business letter?

10-12 points Signup and view all the answers

What is the purpose of a resume?

To summarize skills, educational background, and experience Signup and view all the answers

What is recommended in a business letter to ensure its professionalism?

Use a 1- to 1.5-inch margin on all sides Signup and view all the answers

What is optional for recent graduates in a resume?

Objective Statement Signup and view all the answers

What is recommended to focus on in a business letter?

Strengths and avoid mentioning weaknesses Signup and view all the answers

How many pages should a business letter be limited to?

One to two pages Signup and view all the answers

What is the primary purpose of a Job Application Letter?

To state one's intention to work in a particular organization Signup and view all the answers

What should be included in the body of a university admission letter?

Academic qualifications, extracurricular involvement, and community activity engagements Signup and view all the answers

Why should you separate your thoughts into paragraphs in a university admission letter?

To make the letter easier to read Signup and view all the answers

What should you indicate at the end of a Job Application Letter?

Your interest in an interview Signup and view all the answers

Why should you address a Job Application Letter to a specific person?

To ensure the letter is read by the correct person Signup and view all the answers

What should you mention in the last part of the body of a Job Application Letter?

Your resume for the employer's perusal Signup and view all the answers

Study Notes

Professional Correspondences

Correspondence refers to any form of communication that involves exchanging of letters.
Business Letter is a professional and formal document sent by one company to another.

Types of Business Letters

Letter of Inquiry: a request for information, including purpose of the letter, brief introduction, and courteous closing remarks.
Letter of Complaint: written to concerned authorities, including description of the complaint, suggested solution, and expectation of an immediate response.
Letter of Collection: informs a consumer of past due payments, including a general reminder, outstanding amount, and specification that the letter is a general reminder.
Letter of Recommendation: vouches for a person's capabilities, including purpose, detailed information, and closing remarks.
Letter of Resignation: notifies employer of leaving job, including objective, appreciation, and closing strategy.

Parts of a Business Letter

Letterhead: identifies the writer, address, and contact numbers.
Date: indicates the date the letter was written.
Inside Address: identifies the reader's name, position, company, and address.
Attention Line: used when addressing the whole company, but wanting to bring it to the attention of a particular person.
Salutation: formal greeting, in formats such as Dear Sir:/Sir:/Dear Mr.Lopez:.
Body: contains the message of the letter.
Complimentary Close: expression used to end the letter, in formats such as Respectfully yours or Sincerely yours.
Signature Block: includes the signature and typed name of the sender.
Identification Initials: indicates the typist's initials if the sender is not the one who typed the letter.
Enclosure notation: refers to attachments to the letter, in formats such as Enclosures or enc./encl.
Copy Notation: indicates the name of the secondary recipients of the letter, indicated by cc:.

Writing Tips

Use correct format, punctuation, spelling, and grammar.
Present ideas clearly and use appropriate language.
Specify the name of the receiver of the letter, or use a generic title if impossible to get the name.
Leave three to five blank lines for a signature before typing your name in the signature block.
Use a font size of at least 10 points and maximum of 12 points.
Always sign the letter.
Use a business letter format, such as full block or block.
Use letter-sized bond paper with a 1- to 1.5-inch margin on all sides and limit it to one to two pages.
Focus on the readers by using the “you” approach.

Memorandum

Meant to inform and persuade people within an organization.
Use correct format, punctuation, spelling, and grammar.
Use bullet or numbered list to enumerate information.
Use a positive tone, concise wording, and active verbs.
Conclude the memo by saying Thank You or a directive action.

Resumé

A tool that summarizes skills, education, experience, and qualifications.
Common components: Contact Information, Summary of Qualifications, Objective Statement (optional), Employment History, Education, Skills, Training, Organizations, Licensure/Certifications, Honors and Awards, and References (dependent on the employer).

Job Application Letter

A personal business correspondence stating intention to work in a particular organization.
Parts of a Job Application Letter:
- Introduction: state who you are, what you are applying for, source of information, enthusiasm, and an interesting statement about yourself.
- Body: present work experience, academic qualifications, trainings, and some personal qualities with specific details and evidence.
- Conclusion: indicate interest for an interview, how to contact you, and hope for a positive response.

Studying That Suits You

Use AI to generate personalized quizzes and flashcards to suit your learning preferences.

Description

Learn about the different types of professional business letters, including letters of inquiry, and understand their components and formal structure.