Business Letter Writing Basics
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Questions and Answers

Which salutation is appropriate for military correspondence?

  • Sir (correct)
  • Dear Manager
  • Ladies and Gentlemen
  • To whom it may concern

What should be avoided when the addressee's gender or organization is unknown?

  • To Our Customers (correct)
  • Dear Personnel Director
  • Dear Sir or Madam
  • Dear Director

When should 'Gentlemen' be used in a salutation?

  • When addressing a mixed-gender agency
  • When the writer is older than the addressee
  • When addressing an agency with mostly females
  • When addressing an agency with mostly males (correct)

What format should long quotations in the body of the letter follow?

<p>Indented with internal single spacing and double spacing above and below (D)</p> Signup and view all the answers

What is the maximum spacing recommended for short body text?

<p>Double spacing (C)</p> Signup and view all the answers

Which of the following is a guideline for expressing numbers in letters?

<p>Write numbers one to ten in words, and use numerals for others (D)</p> Signup and view all the answers

Which salutation is appropriate when addressing an agency with an equal number of males and females?

<p>Ladies and Gentlemen (B)</p> Signup and view all the answers

What should be done with enumerated items in a letter's body?

<p>Indent items and double space between them (B)</p> Signup and view all the answers

What is one of the primary purposes of business letter writing in professional settings?

<p>To communicate among agencies and individuals (C)</p> Signup and view all the answers

At what educational level should students ideally start learning the basics of business letter writing?

<p>Grade IV or First-Year High School (A)</p> Signup and view all the answers

Which type of letter would you write if you were dissatisfied with a product or service?

<p>Letter of complaint (C)</p> Signup and view all the answers

What aspect of business letters do many students often struggle with, leading to poor-quality letters?

<p>Formatting and structure (B)</p> Signup and view all the answers

What is a key benefit of developing business writing skills?

<p>It serves as a competitive edge in the corporate world (D)</p> Signup and view all the answers

Which of the following best describes the nature of a letter?

<p>A written message for individuals or groups (B)</p> Signup and view all the answers

What motivates individuals to improve their business writing skills, according to the content?

<p>Eagerness to learn and improve (B)</p> Signup and view all the answers

Which letter is typically used to request additional information or clarification?

<p>Letter of inquiry (C)</p> Signup and view all the answers

What is a key requirement for the surface of writing material to avoid issues with ink?

<p>It must be free from fingerprints and marks. (B)</p> Signup and view all the answers

Which font and size is most widely accepted for encoded letters?

<p>Times New Roman, size 12 (B)</p> Signup and view all the answers

What is the standard size of an envelope to match short bond paper?

<p>4&quot; x 9.5&quot; (A)</p> Signup and view all the answers

Where is the outside address located on a standard envelope?

<p>In the middle of the envelope. (C)</p> Signup and view all the answers

How should a business letter be folded before placing it in an envelope?

<p>Twice into horizontal thirds. (B)</p> Signup and view all the answers

What punctuation mark is usually used at the end of the salutation in business letters?

<p>Colon (B)</p> Signup and view all the answers

How should money less than one peso be expressed?

<p>In numbers with the word 'cents' (A)</p> Signup and view all the answers

What special feature does a window envelope have?

<p>It has a transparent area showing the address of the letter. (D)</p> Signup and view all the answers

When is it inappropriate to write clock time in numbers?

<p>When it uses 'o'clock' (A)</p> Signup and view all the answers

How should ages typically be expressed in writing?

<p>In words unless specified next to a name (D)</p> Signup and view all the answers

What is the correct format for writing a telephone number with an area code?

<p>Area code in parentheses (A)</p> Signup and view all the answers

What is indicated if there is an attention line written on an envelope?

<p>It is intended for routing purposes. (D)</p> Signup and view all the answers

What is true regarding the expression of simple fractions?

<p>Always written in words (A)</p> Signup and view all the answers

How should percentages be formatted in writing?

<p>In numbers followed by 'percent' (D)</p> Signup and view all the answers

What is required when numbers modify a noun?

<p>Express one number in figures and another in words (A)</p> Signup and view all the answers

What rule applies to writing numbers less than 1?

<p>Always use a leading zero before the decimal (D)</p> Signup and view all the answers

What is the preferred term to use in the subject line of a letter?

<p>Subject (B)</p> Signup and view all the answers

Where should the continuation line be positioned in relation to the top edge of the page?

<p>Six lines below (B)</p> Signup and view all the answers

What should be true of the additional sheets used for continuation?

<p>They should match the first sheet's quality (C)</p> Signup and view all the answers

What part of the letter identifies the dictator and the typist?

<p>Identification Initials (A)</p> Signup and view all the answers

What is used to indicate that documents are enclosed with the letter?

<p>Enclosures (B)</p> Signup and view all the answers

Which of the following styles is NOT a correct format for writing identification initials?

<p>GRA:Joel EG (A)</p> Signup and view all the answers

What is the preferable format for the capitalization of the subject line?

<p>Combination of upper and lower cases (D)</p> Signup and view all the answers

What should you do if you are the writer and are typing the letter yourself regarding the identification initials?

<p>Omit them (D)</p> Signup and view all the answers

What does the Reference Notation line indicate in a letter?

<p>Previous correspondence related to the current letter (B)</p> Signup and view all the answers

Which notation indicates other recipients of a letter?

<p>Carbon or Photocopy Notation (D)</p> Signup and view all the answers

When should a Postscript (P.S.) be used in a letter?

<p>To mention an important item forgotten in the body (A)</p> Signup and view all the answers

What is the primary purpose of Mailing Notation?

<p>To specify the mode and nature of delivery (B)</p> Signup and view all the answers

Which abbreviation is used for Carbon Copy notation?

<p>cc (D)</p> Signup and view all the answers

What is NOT a recommended use for a Postscript in business letters?

<p>Clarifying the main subject of the letter (C)</p> Signup and view all the answers

Where can the Reference Notation typically be placed in a letter?

<p>Below the date or aligned with the inside address (C)</p> Signup and view all the answers

Which statement best describes the term 'Enclosure' in a letter?

<p>Additional documents sent with the letter (D)</p> Signup and view all the answers

Flashcards

Business Writing Skills

The ability to write clear, concise, and effective business correspondence.

Business Letter

A written message sent to an individual or group, used for formal and professional communication.

Letter of Inquiry

A document used to formally request something, such as information, a sample product, or an interview.

Letter of Complaint

A document expressing dissatisfaction with a product or service.

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Letter of Credit

A document requesting financial assistance, used in business transactions.

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Application Letter

A document used to apply for a job or position.

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Competitive Edge

The ability to write effectively in business settings can give you an advantage in the job market.

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Importance of Early Training

Even basic excuse letters written by students can benefit from learning proper format and content.

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Writing Material

Writing material should not be glossy, have fingerprints or marks. It should be of good quality and avoid cheapness or extravagance.

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Font Style

The standard font is Times New Roman, size 12, but Arial or other fonts might be used based on the reader and letter length.

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Ink Quality

Ink should be of good quality and sufficient for a clear result. Avoid erasures or correction fluid.

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Envelope Size

The standard envelope size for short bond paper is approximately 4" x 91/2".

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Outside Address

Contains the name, title, position, agency, and address of the addressee.

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Return Address

Contains the name, title, position, agency, and address of the sender.

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Standard Letter Folding

A letter is folded twice into horizontal thirds. This makes it easy to unfold after opening the envelope.

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Punctuation Style

The presence or absence of punctuation marks at the end of the lines of the conventional heading, inside address, salutation, and complimentary closing.

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Salutation

A formal address used to begin a letter, usually 'Sir', 'Madam', 'Dear Mr./Ms. [Last Name]', or 'To Whom It May Concern'.

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Dear [Name]

A brief and polite greeting typically used at the beginning of a formal letter to address the recipient. It indicates a respectful tone and sets the stage for the content of the letter.

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Ladies and Gentlemen

A type of salutation used when a letter is addressed to a group of people (like a company) when the gender of the majority is not known. Often used to address an organization with a mixed gender composition.

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To Whom It May Concern

When writing to a group of individuals, a non-sexist salutation to use when the gender of the recipients is unknown or not applicable.

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Body

The main body of a written letter or formal communication. It's the central part where the message is conveyed.

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Double Spacing

The practice of using double spacing between lines within paragraphs in a written document, often used when the text is concise or short. Makes the text visually more spacious.

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Single Spacing

The practice of using single spacing between lines within paragraphs in a written document. Often used when the text is lengthy or detailed for a compact visual look.

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Quotation

A long passage quoted directly from another source. It's set apart from the rest of the text to distinguish it.

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F.Reference Notation

A section in a business letter that lists previous correspondence, like order numbers or policy numbers, relevant to the current message.

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G.Carbon or Photocopy Notation

This section lists the names and positions of other recipients who received a copy of the letter, indicating if it was a carbon copy or a photocopy.

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H.Postscript

A short, additional statement added at the end of a letter, usually starting with 'P.S.', often used to emphasize a point or add a forgotten item.

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I.Mailing Notation

A line in a letter that specifies the method of delivery, like registered mail or airmail, and any special instructions, such as 'Confidential' or 'Personal'.

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Enclosure Notation

This part lists any accompanying documents, such as transcripts or bios, alongside the letter. It can be written as 'Enclosure,' 'Encl.,' or 'Encls.'

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Subject Line

This section clearly indicates the subject matter of the letter, which helps the recipient quickly understand the content. It is typically placed below the inside address.

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Complimentary Closing

The closing phrase at the end of the letter, typically followed by a comma and the sender's signature.

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Writing Amounts Less Than One Peso

When writing sums of money less than one peso, use the word "cents" instead of numbers. Example: "Give her a change of 50 cents."

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Writing Clock Time

Clock time is written in numbers followed by a.m. or p.m. When it refers to a whole hour, the colon and zeros are omitted. For "o'clock", both words and numbers can be used. Example: "The program will start at 7:30 p.m. / 7 p.m. The activity will start at 7 o'clock / seven o'clock."

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Writing Telephone Numbers

Telephone numbers are always written in numbers. Area codes are written in parentheses before the number. Example: "You can contact me at tel. No. (078) 846-3742."

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Writing Numbers for Similar Items

When numbers relate to similar items within the same reference, they should be expressed consistently, either all in numbers or all in words. If numbers are unrelated, one can be written in words and the other in numbers. Example: "The table shows that there are 4 teachers, 10 farmers, and 7 nurses. I was able to apply to 20 agencies within a span of three weeks."

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Writing Numbers Modifying Nouns

When numbers modify a noun, rewrite the sentence or express one number in figures and the other in words. Use the fewest words possible for the number. Example: "Please buy me 250 7-inch galvanized"

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Writing Ages

Ages are generally expressed in words, unless the age is written beside the name or is expressed in exact years and months. Example: "Dr. Susana Uduando, 32, is the present Personnel Officer of the University of Manchester. Johanna came to the United States from Germany in 2011, when she was twenty-eight years old."

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Writing Fractions

Simple fractions are written in words, while complex fractions can be written as a number or in words and numbers. Example: "One-half of the student population agree that there should be a tuition fee increase this year. The report was written by Miss Oana within 2 and 1/2 hours."

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Writing Percentages

Percentages are expressed as numbers followed by "percent", which can be one or two words. The percent sign (%) is used in business forms and statistical analysis. Example: "The data show a 55% increase in enrolment. The institutional passing rate is 22 percent lower than the national passing rate."

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What is the 'Attention' line?

This section includes the name of the recipient. It should ideally end with a colon and can be written in full or abbreviated.

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What's the purpose of the Subject Line?

This line summarizes the letter's main topic, using a brief phrase or keyword. It helps the reader understand the content at a glance.

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What is the 'Continuation Line' used for?

This section is used when a letter continues onto multiple pages. It ensures that the main content is on the second page to prevent page one from having a page number.

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What are 'Identification Initials' and what do they represent?

This line lists the initials of the letter's writer and typist/encoder. It helps identify the letter's origin and is used for administrative purposes.

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What are 'Enclosures' in a letter?

This line indicates any documents attached to the letter, helping ensure those accompanying documents stay together.

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What is a 'Salutation' in a letter?

It's a brief statement that indicates the main subject of the letter and is placed just below the recipient's name and before any salutations.

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What is a 'Complimentary Close' in a letter?

It's a polite way to end a letter, providing a final message before signing off. It can be followed by a comma or colon.

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What is the 'Signature' in a letter?

It's found just under the complimentary close and signifies the writer's name written in ink. It's the official confirmation of the letter's authorship.

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Study Notes

Importance of Business Letters

  • Business letters are crucial for professional communication
  • Effective letter writing provides a competitive advantage in the job market
  • Students should be introduced to business letter writing early in their education.

Nature of Business Letters

  • A business letter is a formal written message for official business transactions
  • Social letters are used for personal communication with friends and family

Aims of Business Letters

  • Business letters are a form of sales, regardless of the purpose
  • They aim for various outcomes like explanation, apologies, suggestions, or proposals
  • They function as permanent records, documents, and contracts for the company

Effective Business Letters

  • Effective letters are easy to understand and are not overly long
  • Avoid using clichés or overly formal approaches
  • Letters should include essential elements like heading, date, recipient's address, salutation, body, closing, and signature
  • Letter layout (visual appeal) should follow standard formats

Typewritten vs. Handwritten Letters

  • Typewritten letters are generally preferred because they are easier to read and give a professional look.
  • Handwritten letters, particularly application letters, can reveal the writer's personality.

Format

  • The format of a letter, including margins, spacing, typeface, headings, and page numbering, affects readability and professionalism
  • Common formats include full-block, modified block, semi-block, and simplified (NOMA) styles.

Writing Materials

  • Business letters should be written on standard 8.5" x 11" white paper
  • Appropriate font style (e.g., Times New Roman, size 12) should be used.
  • Letter size and envelope size should match

Folding a Standard Letter

  • Business letters are folded into thirds and inserted into an envelope

Punctuation Styles

  • Mixed (standard) is the most accepted style of punctuation
  • Punctuation marks are present or absent in the heading, inside address, salutation, and closing
  • Letters may have close punctuation, mixed punctuation, and open punctuation styles.

Main Parts of a Business Letter

  • The letter's heading defines its source and date
  • The inside address contains the receiver's information
  • The salutation is a formal greeting (e.g., Dear Sir/Madam)
  • The body is the message's main content
  • The closing is a formal expression of gratitude/regards (e.g., Sincerely yours)
  • The signature is a final written confirmation

Optional Parts of a Business Letter

  • Attention line is used when addressing a specific person/department
  • Subject line summarizes the letter's topic in a few words
  • Continuation line is used for multi-page letters
  • Identification initials (initials of letter creator and typist) will be placed at the bottom of the letter.
  • Enclosure line specifies any attachments accompanying the letter
  • Reference notation lists reference to previous letters, orders, invoices, etc.
  • Carbon/photocopy notation identifies copies of the letter
  • Postscript is used for additional comments or considerations
  • Mailing notation provides instructions on how to deliver the letter

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Description

Test your knowledge on the essentials of business letter writing. This quiz covers salutations, formatting, and common guidelines to ensure professional communication. Ideal for students learning the intricacies of effective business correspondence.

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