Business Letter Writing Quiz

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Questions and Answers

What is the primary purpose of a follow-up letter?

To acknowledge receipt of prior communication

To provide a formal resignation from a job

To inquire about the status of an application (correct)

To thank a customer for their order (correct)

Which type of letter primarily serves as a receipt of communication?

Cover Letter

Letter of Recommendation

Letter of Resignation

Acknowledgement Letter (correct)

In a letter of recommendation, who typically writes the letter?

A friend of the applicant

The job applicant themselves

A previous employer or professor (correct)

A future employer

What is a key characteristic of a cover letter?

It describes the contents or purpose of an accompanying package Signup and view all the answers

What should a letter of resignation include?

Notice of departure and last working day Signup and view all the answers

Which of the following illustrates the 'Clear' principle of communication best?

Hi John, could we please discuss Daniel Kedar's recent contributions to the IT department? Signup and view all the answers

When should a follow-up letter be sent?

After any type of initial communication Signup and view all the answers

What is a common component missing from an effective cover letter?

Contact information Signup and view all the answers

Which of the following components is NOT part of a business letter?

The Preamble Signup and view all the answers

What is required in the date section of a business letter?

Fully spelled month and four-digit year Signup and view all the answers

In a business letter, how should the greeting typically begin?

Dear Signup and view all the answers

What is the function of the body paragraphs in a business letter?

To explain the purpose of writing Signup and view all the answers

Which statement about the signature in a business letter is correct?

It is placed above the signature line. Signup and view all the answers

Which letter style has all elements aligned to the left margin without indents?

Full-Block Style Signup and view all the answers

Which of the following is a key characteristic of a courteous business letter?

It should be clear and concise. Signup and view all the answers

What should be included in the inside address of a business letter?

Recipient's name, company, and address Signup and view all the answers

What does it mean to communicate concisely?

Keeping your communication brief and to the point. Signup and view all the answers

Which phrase exemplifies a bad example of concrete communication?

The Lunchbox Wizard will save you time every day. Signup and view all the answers

What is a key characteristic of correct communication?

It is tailored to fit the audience and is error-free. Signup and view all the answers

Which of the following is a sign of coherent communication?

The message flows logically and all points are related. Signup and view all the answers

What type of words should be eliminated for concise communication?

Filler words and redundant phrases. Signup and view all the answers

When is it appropriate to use a vague statement in your communication?

Vagueness should never be used. Signup and view all the answers

Which example best demonstrates good coherent communication?

Let's touch on marketing strategies and how they affect sales. Signup and view all the answers

What is the effect of using too many adjectives in communication?

It may confuse the audience and dilute the main message. Signup and view all the answers

What is the recommended length for a letter of application?

One page long Signup and view all the answers

What is the appropriate style for an application letter?

Full Block Style Signup and view all the answers

Which font size is appropriate for a letter of application?

10 to 12 points Signup and view all the answers

Which of the following is NOT a recommended practice when writing a resume?

Using bright colors and elaborate designs Signup and view all the answers

What action should you request in the closing paragraph of your application letter?

A personal interview Signup and view all the answers

Why is it important to use different resume paper?

It helps the resume stand out. Signup and view all the answers

What margin size is recommended for a letter of application?

1 inch Signup and view all the answers

What should you include in the closing remarks of your application letter?

Your cell phone number Signup and view all the answers

What should be included in a cover letter when submitting a resume?

Introduction to the candidate Signup and view all the answers

How should the text align in a letter of application?

Left-aligned Signup and view all the answers

What is the maximum number of pages recommended for a resume?

2 pages Signup and view all the answers

Which of the following is an appropriate closing for an application letter?

Sincerely Signup and view all the answers

What is a beneficial personal attribute to highlight in your application letter?

Willingness to learn Signup and view all the answers

What is a characteristic of a complete message in business correspondence?

It should have a clear call to action. Signup and view all the answers

Which example best demonstrates courteous communication?

Your team does an excellent job, but I need more time. Signup and view all the answers

What is a key component of the 'Good Example' regarding the meeting reminder?

The time and location of the meeting. Signup and view all the answers

Which sentence reflects an incomplete message?

I just wanted to send you all a reminder about the meeting. Signup and view all the answers

What aspect of communication is emphasized in the example messages?

Including specific details to ensure clarity. Signup and view all the answers

What tone should be avoided in courteous communication?

Passive-aggressive tone. Signup and view all the answers

What is a significant goal of a business email?

To inform and prompt the reader’s action. Signup and view all the answers

Which feature makes the 'Good Example' communications effective?

Clear structure and thorough information. Signup and view all the answers

Study Notes

Business Correspondence

Defined as the exchange of information in written format for business activities
Can occur between organizations, within organizations, or between customers and the organization
Generally follows widely accepted, universal formats

Major Types of Business Correspondence

Business Letters: The most formal method, following specific formats, addressed to a specific person or organization
Business Memos/Memorandums: Documents used for internal communication within an organization, often drafted by management and addressed to employees
Business Faxes: Been around longer than memos, but access to fax machines was limited
Business Email: Considered the reigning queen of business correspondence, even more important than letters now, although it doesn't replace letters

Types of Business Letters

Sales Letters: Begin with a strong statement to capture reader interest, include strong calls to action, benefits of taking action, and information for the reader to act (phone number, website)
Order Letters: Sent by consumers or businesses to order goods or services, includes model number, product name, quantity desired, and expected price
Complaint Letters: The words and tone used are deciding factors for satisfaction, professionalism and tact are important when writing
Adjustment Letters: Normally sent in response to a claim or complaint, if in the customer's favor, begin with the positive news; otherwise, keep the tone factual and state understanding of the complaint
Inquiry Letters: Ask a question or elicit information from the recipient, should be clear, succinct, and include needed contact information for a response
Follow-Up Letters: Sent after an initial communication, for example, thanking a customer for an order or reviewing the outcome of a meeting
Letters of Recommendation: Sent from previous employers or professors; describe the sender's relationship and opinion of the job seeker
Acknowledgment Letters: Act as simple receipts, confirming communication receipt, and possibly no further action needed
Cover Letters: Accompany a package, report, or merchandise; describe contents, purpose, and recipient action needed; generally concise and short
Letters of Resignation: Sent by an employee to their manager to inform them of their intention to leave the job, including the last day of employment and reason(s) for leaving, if applicable

The 7 C's of Communication

Clear: The message and goal must be clear when writing or speaking to someone.
Concise: Stick to the point and be brief. Delete unnecessary adjectives and "filler words."
Concrete: The message should be solid and have details (avoiding too many details).
Correct: The communication should fit the audience and be free of errors.
Coherent: The communication should be logical, all points should be connected and relevant to the topic, and maintain consistent tone and flow.
Complete: The message should contain all necessary information to inform and allow action, if applicable.
Courteous: The communication should be friendly, open, honest, and avoid passive-aggressive tones

Parts of a Business Letter

Heading (Return Address/Letterhead): Includes organization identity information typically printed on letterhead
Date: Full month spelled out, followed by the year with all four digits (e.g., October 27, 2006)
Inside Address: Recipient's name, company, address, and postal code.
Greeting: "Dear" followed by the recipient's last name, or more formal title (Dear Mr./Ms.)
Body Paragraphs: Explain the purpose of writing, and provide details
Complimentary Close: Short and polite closing, finished with a comma, placed at left-margin or center, depending on style. Examples include: Sincerely, Best regards, Thank you. (followed by recipient's name and title if necessary)
Signature and Writer's Identification: Signature line with name and title, using blue or black ink, and positioned directly below the complimentary close

Letter Styles

Full-Block Style: All elements (heading, date, inside address, etc) aligned at the left margin; no indented lines.
Modified Block Style: Return address, date, closing, and signature aligned at the right margin, while body paragraphs start at the left margin.
Indented/Semi-Block Style: Similar to the modified block style, but the first line of each paragraph is indented,

Application Letter

Job seekers utilize cover letters alongside resumes/CVs to introduce themselves, highlight suitability for positions, and explain relevant qualifications to potential employers.
Parts of an Application Letter
- Heading (Return Address/Letterhead): Includes organization and your personal contact information.
- Date: Full month spelled out, followed by the year (e.g., October 27, 2006)
- Inside Address: Includes the recipient's name (Title), company, and address.
- Salutation: Follow by colon or left blank if only name provided; (e.g.,Dear Ms. Smith)
- Body Paragraphs: The body should have paragraphs explaining why are writing, expressing interest in the company and position, and relevant qualifications. At least 3 paragraphs. The purpose is to briefly explain how you became aware of the opening; explain what job you're applying for, and outline your qualifications that match the job.
- Closing: Appropriate closing similar to business letters (Sincerely, or Sincerely yours, ...)

Resume

A resume is a one-to-two page document listing work experience, education, and skills, for a detailed summary of an applicant's qualifications for a specific job. It's not a complete biography.
Guidelines for Writing a Resume
- Length: One to two pages
- Font: 10-12 point standard font
- Margins: One inch
- Summary/Objective: A professional summary to highlight key skills and objectives
- Resume Paper: Use resume paper for a professional look

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Description

Test your knowledge on the key components and purposes of various business letters, including follow-up letters, cover letters, and letters of recommendation. This quiz covers essential rules and best practices to help you communicate effectively in professional writing.