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?

Indented with internal single spacing and double spacing above and below Signup and view all the answers

What is the maximum spacing recommended for short body text?

Double spacing Signup and view all the answers

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

Write numbers one to ten in words, and use numerals for others Signup and view all the answers

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

Ladies and Gentlemen Signup and view all the answers

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

Indent items and double space between them Signup and view all the answers

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

To communicate among agencies and individuals Signup and view all the answers

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

Grade IV or First-Year High School Signup and view all the answers

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

Letter of complaint Signup and view all the answers

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

Formatting and structure Signup and view all the answers

What is a key benefit of developing business writing skills?

It serves as a competitive edge in the corporate world Signup and view all the answers

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

A written message for individuals or groups Signup and view all the answers

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

Eagerness to learn and improve Signup and view all the answers

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

Letter of inquiry Signup and view all the answers

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

It must be free from fingerprints and marks. Signup and view all the answers

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

Times New Roman, size 12 Signup and view all the answers

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

4" x 9.5" Signup and view all the answers

Where is the outside address located on a standard envelope?

In the middle of the envelope. Signup and view all the answers

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

Twice into horizontal thirds. Signup and view all the answers

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

Colon Signup and view all the answers

How should money less than one peso be expressed?

In numbers with the word 'cents' Signup and view all the answers

What special feature does a window envelope have?

It has a transparent area showing the address of the letter. Signup and view all the answers

When is it inappropriate to write clock time in numbers?

When it uses 'o'clock' Signup and view all the answers

How should ages typically be expressed in writing?

In words unless specified next to a name Signup and view all the answers

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

Area code in parentheses Signup and view all the answers

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

It is intended for routing purposes. Signup and view all the answers

What is true regarding the expression of simple fractions?

Always written in words Signup and view all the answers

How should percentages be formatted in writing?

In numbers followed by 'percent' Signup and view all the answers

What is required when numbers modify a noun?

Express one number in figures and another in words Signup and view all the answers

What rule applies to writing numbers less than 1?

Always use a leading zero before the decimal Signup and view all the answers

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

Subject Signup and view all the answers

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

Six lines below Signup and view all the answers

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

They should match the first sheet's quality Signup and view all the answers

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

Identification Initials Signup and view all the answers

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

Enclosures Signup and view all the answers

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

GRA:Joel EG Signup and view all the answers

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

Combination of upper and lower cases 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?

Omit them Signup and view all the answers

What does the Reference Notation line indicate in a letter?

Previous correspondence related to the current letter Signup and view all the answers

Which notation indicates other recipients of a letter?

Carbon or Photocopy Notation Signup and view all the answers

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

To mention an important item forgotten in the body Signup and view all the answers

What is the primary purpose of Mailing Notation?

To specify the mode and nature of delivery Signup and view all the answers

Which abbreviation is used for Carbon Copy notation?

cc Signup and view all the answers

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

Clarifying the main subject of the letter Signup and view all the answers

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

Below the date or aligned with the inside address Signup and view all the answers

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

Additional documents sent with the letter Signup and view all the answers

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.