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Questions and Answers
What is used to indicate the beginning of a new paragraph in a letter?
What is used to indicate the beginning of a new paragraph in a letter?
Which punctuation is used at the end of a common closing in a letter?
Which punctuation is used at the end of a common closing in a letter?
What is the purpose of the enclosure notation in a letter?
What is the purpose of the enclosure notation in a letter?
When using a two-word closing in a letter, which word should be capitalized?
When using a two-word closing in a letter, which word should be capitalized?
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Why should the sender's name be typed after pressing enter six times following the closing?
Why should the sender's name be typed after pressing enter six times following the closing?
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What is the purpose of using special stationery in a business letter?
What is the purpose of using special stationery in a business letter?
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What is the best font size to use for a business letter?
What is the best font size to use for a business letter?
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What information is included on the first line of the sender's return address?
What information is included on the first line of the sender's return address?
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What should be done after typing the return address in a business letter?
What should be done after typing the return address in a business letter?
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What punctuation mark is used at the end of a salutation in a business letter?
What punctuation mark is used at the end of a salutation in a business letter?
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How many times should you press enter after the date before the next section?
How many times should you press enter after the date before the next section?
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What should the inside address of a business letter include?
What should the inside address of a business letter include?
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What is the correct way to format the subject line of the letter?
What is the correct way to format the subject line of the letter?
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Study Notes
Business Letter Format
- Letterhead: Special stationery with the business return address formatted artistically in the header.
- Font: Font size 12, styles like Times New Roman or Arial.
- Line Spacing: 1.0 or 1.15, remove any extra spacing after paragraphs.
Return Address and Date
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Return Address: Sender's address, including the street number and name, city, province, and postal code.
- Include a comma after the city.
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Date: Current date, excluding the day of the week, and do not abbreviate.
- Format: October 29, 2024
- Press enter 6 times after the date before typing the inside address.
Inside Address
- Recipient Information: Name (prefix title, first and last name), job position, company name.
- Format: Different format than the return address.
- Press enter 2 times after the mailing address before typing the salutation.
Salutation
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Formal Greeting: Dear [prefix title] [last name].
- If the recipient's name is unknown, use "Dear Sir" or "Dear Madame".
- Punctuation: Colon after the salutation.
- Press enter 2 times after the salutation before typing the subject.
Subject
- Clear Topic Indicator: Use a colon after the word "Subject".
- Press enter 2 times after the subject before typing the body of the letter.
Body
- Paragraphs: Justified or left-aligned, not indented.
- New Paragraphs: Use an enter to indicate a new paragraph.
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Content:
- First Paragraph: Briefly states the purpose of the letter.
- Second Paragraph: Provides more details.
- Last Paragraph: Includes a call to action, such as a request or thank you.
Closing
- Common Closing: Sincerely.
- Two-Word Closings: Capitalize only the first word (e.g., Yours Truly).
- Punctuation: Comma after the closing.
- Press enter 6 times after the closing before typing the sender's name.
Sender's Name and Business Title
- Format: Type the sender's name followed by their business title, if applicable.
- Purpose: To ensure legibility, as signatures can be difficult to read.
Enclosure Notation
- Purpose: To remind the sender to include necessary documents and to allow the recipient to check for all items.
- Use: Not always required in every letter.
Typist's Initials
- Purpose: Indicates someone other than the sender typed the letter.
- Format: Sender's initials in capitals followed by the writer's initials in lowercase, separated by a colon.
Final Thoughts
- Proofread: Essential to ensure no spelling or grammatical errors, which can affect professionalism.
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Description
Test your knowledge on the correct format for business letters. This quiz covers essential elements like letterhead, date formatting, inside address, and salutation. Perfect for students learning business communication skills.
