10 Questions
Where is the return address typically located in a business letter?
Above the date line
What should you do if you do not have the recipient's name?
Do some research to find the person's name
What should you include in the date line?
The date you finished writing the letter
What is the purpose of the inside address?
To provide the recipient's address
How should you address a woman in a business letter if you're unsure of her title preference?
Use 'Ms.' as a default
What should you include in the salutation?
The recipient's name and title
What is the purpose of the complimentary close?
To sign off the letter
How should you format the inside address?
Include the street address, city, and zip code
What should you include in the return address?
The street address, city, zip code, and contact information
What is the purpose of the date line?
To indicate the date the letter was written
Study Notes
Business Letter Writing
- A salutation can be a first name if you know the person, but otherwise use a personal title and last/family name.
- The body of the letter:
- First paragraph: friendly opening and statement of main point
- Second paragraph: justification of main point
- Next paragraphs: background information and supporting details
- Closing paragraph: restatement of purpose and possible request for action
- Complimentary close:
- Begins at the same vertical point as the date and one line after the last body paragraph
- Capitalize the first word only and leave four lines between the closing and the sender's name for a signature
- Signature line:
- Contains the signature and the full name of the sender
- The sender can include their title before their name to show how they wish to be addressed
Office Correspondences
- Office correspondences are used to communicate with employees, employers, clients, and customers in a professional manner
- Common types of office correspondences:
- Letters of recommendation
- Acknowledgment
- Inquiry
- Request
- Complaint
- Apology
- Resignation
- Business letters can be written in block, indented, or modified block form
Specific Types of Business Letters
- Letter of recommendation:
- Focuses on the professional relationship between the applicant and the sender
- Highlights the positive points that may convince the receiver to consider the application
- Acknowledgment (letter of receipt):
- Written to express acceptance or receipt of a prior correspondence
- Informs the receiver of any action taken regarding their request, complaint, or inquiry
- Inquiry letter:
- Written to ask a specific question or elicit information from the addressee
- Should be specific with the question and identify exactly the information needed
- Request letter:
- Written to ask for a particular information, permission, favor, or service
- Should use polite yet straightforward language
- Complaint letter:
- Written to express a problem, discontent, or protest about a particular situation
- Tends to have a strong content
Learn about the proper etiquette and structure of a business letter, including the salutation and body, to effectively communicate with others.
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