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Questions and Answers
Inside Address consists of the name of the addressee (recipient), his designation, company and its business ______
address
Heading consists of the sender's address and the ______ line (month, day, and year)
date
Salutation serves as the welcome part of the ______
letter
Complimentary Close gives the details of the communication (introduction, body & conclusion) serves as the farewell part of the ______
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Signature consists of the name of the sender and his ______
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Memorandum Style: Full Block, Modified Block, ______
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Use one-inch ______ and align your text to the left.
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Leave an extra space after the salutation, before the ______, and before and after your handwritten signature in a printed letter.
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Business letters should be printed on plain white ______.
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Address the letter using a professional greeting and formal title ('Dear Mr./Ms./Dr.').
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The first paragraph of your letter should provide an introduction as to why you are writing, so that your reason for contacting the person is ______.
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The last paragraph of your letter should reiterate the reason you are writing and thank the reader for reviewing your ______.
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Study Notes
Parts of a Formal Business Letter
- Heading consists of the sender's address and the date line (month, day, and year)
- Inside Address consists of the name of the addressee, designation, company, and business address
- Salutation serves as the welcome part of the letter
- Body of the Letter provides the details of the communication (introduction, body, and conclusion)
- Complimentary Close serves as the farewell part of the letter
- Signature consists of the name of the sender and his designation
Business Letter Styles
- Memorandum Style
- Full Block Style
- Modified Block Style
Principles of Effective Business Writing
- Coherence: sticking together of ideas using transitional devices or pivotal words
- Clearness/Clarity: no ambiguity using simple and familiar words
- Consistency: unity using English words consistently
- Conciseness: brevity using short words and constructing short sentences
- Completeness: thoroughness using full words and avoiding omission of necessary words and ideas
- Concreteness: specificity using specific words, not generic words
- Correctness: accuracy using precise words and editing before sending
- Courteousness/Courtesy: politeness using polite words
- Consideration: kindness using kind, not rude, words
Letter Format and Structure
- Font Style: plain font such as Times New Roman, Arial, or Calibri
- Font Size: between 10 and 12 points
- Margins: one-inch margins, left justified
- Spacing: single space, with a space between each paragraph
- Length: most formal letters are no more than one typed page
Printing and Greeting
- Printing: on plain white paper
- Greeting: professional greeting and formal title ("Dear Mr./Ms./Dr.")
Body of the Letter
- Introduction: provide an introduction to why you are writing
- Details: provide specific details about your request or the information you are providing
- Conclusion: reiterate the reason for writing and thank the reader for reviewing your request
- Polite Request: politely ask for a written response or for the opportunity to arrange a meeting
Closing and Signature
- Closing: formal sign-off, such as "Sincerely" or "Best regards"
- Signature (Written Letter): handwritten signature followed by typed name
- Signature (Email): typed name followed by contact information
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Description
Learn about the essential components of a business letter, including the heading, inside address, salutation, body, complimentary close, and signature. Understand the differences between full block and memorandum styles.
