Podcast
Questions and Answers
The address should show in a standard envelope window when the paper is folded into thirds, thus it should be on the left ______.
The address should show in a standard envelope window when the paper is folded into thirds, thus it should be on the left ______.
margin
Salutation begins with a formal and polite ______ that addresses the recipient.
Salutation begins with a formal and polite ______ that addresses the recipient.
greeting
The main content of the letter usually starts with a brief introduction, followed by the ______, and ends with a closing statement.
The main content of the letter usually starts with a brief introduction, followed by the ______, and ends with a closing statement.
message
A polite ending phrase that signals the conclusion of the letter is known as the ______ close.
A polite ending phrase that signals the conclusion of the letter is known as the ______ close.
The sender's ______, name, and their job title authenticate the letter.
The sender's ______, name, and their job title authenticate the letter.
The subject line summarizes its main purpose or ______, helping the recipient to understand the intent quickly.
The subject line summarizes its main purpose or ______, helping the recipient to understand the intent quickly.
An ______ line starts with 'Attention:' followed by the name of the intended recipient.
An ______ line starts with 'Attention:' followed by the name of the intended recipient.
The enclosure line notifies the recipient of additional ______ included with the letter.
The enclosure line notifies the recipient of additional ______ included with the letter.
Semi-block format is sometimes called '______ Style.'
Semi-block format is sometimes called '______ Style.'
Block format is ideal for standard business correspondence because of its ______ and clarity.
Block format is ideal for standard business correspondence because of its ______ and clarity.
Modified block format adds a touch of ______ and is used in formal situations.
Modified block format adds a touch of ______ and is used in formal situations.
Inner qualities of a good business letter include ______, clarity, and accuracy.
Inner qualities of a good business letter include ______, clarity, and accuracy.
A good business letter should be ______ to impress the reader.
A good business letter should be ______ to impress the reader.
The outer qualities of a good business letter refer to its ______.
The outer qualities of a good business letter refer to its ______.
The ______ of paper used reflects the economic status of the firm.
The ______ of paper used reflects the economic status of the firm.
Courtesy can be shown in business letters through words like ______ and thank you.
Courtesy can be shown in business letters through words like ______ and thank you.
Good paper should be used for original copy and ordinary paper may be used for ______.
Good paper should be used for original copy and ordinary paper may be used for ______.
It is better to use different ______ for different types of letters.
It is better to use different ______ for different types of letters.
Standard size paper (______) should be used while writing business letters.
Standard size paper (______) should be used while writing business letters.
The letter should be folded properly and ______.
The letter should be folded properly and ______.
The size and quality of the ______ also need special attention.
The size and quality of the ______ also need special attention.
A letter of inquiry is a request for ______ that the writer believes the reader can provide.
A letter of inquiry is a request for ______ that the writer believes the reader can provide.
The ______ may start with a formal greeting followed by a brief introduction of yourself.
The ______ may start with a formal greeting followed by a brief introduction of yourself.
A polite ______ expresses anticipation for a response or just a proper formal sign-off for a reply letter.
A polite ______ expresses anticipation for a response or just a proper formal sign-off for a reply letter.
If there is a single enclosure, you can indicate that by 'enclosure: ______'
If there is a single enclosure, you can indicate that by 'enclosure: ______'
For carbon copies sent to other people, the abbreviation is ______: J.D.Cruz
For carbon copies sent to other people, the abbreviation is ______: J.D.Cruz
Business letters commonly use ______-inch margins on all sides.
Business letters commonly use ______-inch margins on all sides.
Professional fonts like Times New Roman, Arial, or ______ are standard for business letters.
Professional fonts like Times New Roman, Arial, or ______ are standard for business letters.
Business letters are typically ______-aligned, meaning all text starts from the left margin.
Business letters are typically ______-aligned, meaning all text starts from the left margin.
In block format, all text is ______-aligned, with no indentation at the beginning of paragraphs.
In block format, all text is ______-aligned, with no indentation at the beginning of paragraphs.
Modified block format differs from block format by having the sender's address and date ______-aligned.
Modified block format differs from block format by having the sender's address and date ______-aligned.
Business letters are often printed on high-quality, white or off-white ______-size paper.
Business letters are often printed on high-quality, white or off-white ______-size paper.
A claim letter is your professional way of saying 'something went wrong, and it needs to be ______.'
A claim letter is your professional way of saying 'something went wrong, and it needs to be ______.'
This letter opens the door to potential business ______ and helps you make informed decisions about future purchases.
This letter opens the door to potential business ______ and helps you make informed decisions about future purchases.
An order letter is a formal document that approves the ______ and sale of a product.
An order letter is a formal document that approves the ______ and sale of a product.
The letter should clearly explain what went wrong, when it happened, and how you'd like the situation to be ______.
The letter should clearly explain what went wrong, when it happened, and how you'd like the situation to be ______.
This is the company's way of saying 'we hear you, and we're ______.'
This is the company's way of saying 'we hear you, and we're ______.'
Usually written on the ______ of the company.
Usually written on the ______ of the company.
You need to report ______ service in a claim letter.
You need to report ______ service in a claim letter.
The language of the order letter should be simple and ______.
The language of the order letter should be simple and ______.
The first step in writing an order letter is to include the sender's ______.
The first step in writing an order letter is to include the sender's ______.
In a sponsorship letter, it is important to be clear about what you need and why it's ______.
In a sponsorship letter, it is important to be clear about what you need and why it's ______.
The body of the letter should include a ______ outlining the details of the sponsorship.
The body of the letter should include a ______ outlining the details of the sponsorship.
Before sending a sponsorship letter, one must know their ______.
Before sending a sponsorship letter, one must know their ______.
Community sponsors are the primary source of ______ for the event.
Community sponsors are the primary source of ______ for the event.
The ______ closing is a polite way to end a formal letter.
The ______ closing is a polite way to end a formal letter.
______ the event or activity is a way to get involved as a sponsor.
______ the event or activity is a way to get involved as a sponsor.
In the sponsorship letter, one must properly introduce ______.
In the sponsorship letter, one must properly introduce ______.
Flashcards
Salutation
Salutation
Formal greeting that addresses the recipient, like "Dear [Name]", or "Dear [Title]".
Body of the Letter
Body of the Letter
Main part of the letter, including an introduction, message, and closing statement.
Complimentary Close
Complimentary Close
Polite ending phrase, like "Sincerely" or "Best Regards." placed a few lines after the body.
Signature
Signature
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Subject Line
Subject Line
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Reference Line
Reference Line
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Letterhead
Letterhead
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Margins
Margins
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Font & Font Size
Font & Font Size
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Spacing
Spacing
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Alignment
Alignment
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Block Format
Block Format
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Modified Block Format
Modified Block Format
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Paper
Paper
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Paper Quality
Paper Quality
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Letter Colors
Letter Colors
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Paper Size
Paper Size
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Letter Folding
Letter Folding
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Envelope Size & Quality
Envelope Size & Quality
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Letter of Inquiry
Letter of Inquiry
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Reply Letter
Reply Letter
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Letter Design Guidelines
Letter Design Guidelines
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Semi-block format
Semi-block format
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Inner qualities of a business letter
Inner qualities of a business letter
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Simplicity in business letters
Simplicity in business letters
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Clarity in business letters
Clarity in business letters
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Accuracy in business letters
Accuracy in business letters
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Completeness in business letters
Completeness in business letters
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Inquiry Letter
Inquiry Letter
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Claim Letter (Complaint Letter)
Claim Letter (Complaint Letter)
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Letter of Acknowledgement (Response to Claim)
Letter of Acknowledgement (Response to Claim)
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Order Letter
Order Letter
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Order Letter Guidelines
Order Letter Guidelines
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Order Letter Guidelines
Order Letter Guidelines
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Order Letter Guidelines
Order Letter Guidelines
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Order Letter Guidelines
Order Letter Guidelines
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Sponsorship Letter
Sponsorship Letter
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Know your audience
Know your audience
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Be clear about what you need
Be clear about what you need
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Include details about the sponsorship
Include details about the sponsorship
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Introduce yourself properly
Introduce yourself properly
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Keep it clear and concise
Keep it clear and concise
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Organization's Mission
Organization's Mission
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Purpose of the Event
Purpose of the Event
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Study Notes
Business Letter Overview
- Business letters are crucial for professional communication in a variety of business settings.
- They serve as formal written exchanges between organizations, clients, partners, and stakeholders.
- Business letters follow specific conventions to ensure clarity, respect, and appropriateness for the recipient.
- Clarity and professionalism in business letters directly impact relationships and success.
Learning Objectives
- Identify and explain essential and non-essential parts of a business letter, understanding their roles in formal communication.
- Apply various formatting styles (block, modified block, semi-block) to business letters.
- Differentiate between different types of business letters (inquiry, complaint, sales, follow-up, cover letters).
- Construct each letter type with a clear purpose, appropriate tone, and structure to achieve professional and effective communication.
Purpose of Business Letters
- Convey information
- Conclude transactions
- Create demand
- Expand business
- Establish relationships
- Provide evidence
- To inquire
- Place orders
- Solve problems
Parts of a Business Letter (Essential)
- Heading: Includes sender's address and sometimes their company logo or letterhead.
- Date: Shows when the letter was written (Month Day, Year).
- Inside Address: Contains recipient's full name, address, title (if known).
- Salutation: Formal greeting (e.g., "Dear Mr./Ms. [Last Name]").
- Body: Main content of the letter, explaining the situation.
- Complimentary Close: Polite closing expression (e.g., "Sincerely," "Best Regards").
- Signature: Sender's signature, name, and their job title.
Parts of a Business Letter (Non-Essential)
- Reference Line: Referencing a previous communication
- Subject Line: Concise summary of the letter's main idea
- Attention Line: Indicates specific person to receive letter
- Identification Line: Initial(s) of the writer and typist
- Enclosure Line: Indicates attachments
- Carbon Copies: Shows who else received a copy
Physical Features & Appearance
- Letterhead: Company name, address, logo, website, and phone number on letter's top edge.
- Margins: 1-inch margins on all sides to ensure readability and balance.
- Font & Font Size: Standard fonts like Times New Roman, Arial, or Calibri, in 10-12 point size.
- Spacing: Single-spaced within paragraphs, double-spaced between sections or paragraphs.
- Alignment: Left-aligned text without indentations.
- Paper: High-quality white or off-white A4 or letter-size paper.
- Envelope: Matching size to accommodate folded letter.
Formats of a Business Letter
- Block Format: Left-aligned text, no indentation for any paragraphs.
- Modified Block Format: Similar to Block, but the date and closing section are right-aligned.
- Semi-Block Format: Combines elements of Block and Modified Block, paragraphs are indented, but the date and closing may be right-aligned.
Choosing the Right Format
- Block: Ideal for standard business correspondence for its simplicity and clarity.
- Modified Block: Adds formality to the letter
- Semi-Block: Formal and traditional. Suitable for high-level business correspondence.
Essential Qualities of a Good Business Letter (Inner Qualities)
- Simplicity: Easy to understand language and avoid confusing words.
- Clarity: Explicit and direct language that doesn't need clarification.
- Accuracy: Uses correct grammar, spelling, and punctuation.
- Completeness: Provides all necessary information.
- Relevance: Focuses on pertinent information.
- Courtesy: Uses polite and respectful language (e.g., "Please," "Thank you").
- Neatness: Aesthetics and avoid markings or overwriting.
Essential Qualities of a Good Business Letter (Outer Qualities)
- Paper Quality: High-quality paper.
- Paper Color: Suitable paper color.
- Paper Size: Standard size paper (A4).
- Folding of Letter: Appropriately folded for insertion in envelope.
- Envelope: Matching size and quality, for easy handling.
Types of Business Letters
- Inquiry Letter: To get information or clarify details.
- Reply Letter: Response to an inquiry.
- Claim Letter/Complaint Letter: To formally report a problem.
- Acknowledgement Letter: Business response to a claim.
- Order Letter: Submit a purchase order.
- Sponsorship Letter: To request company or individual support.
Guidelines for Writing an Order Letter
- Precision: Use precise wording and numbers.
- Simplicity and Formality: Use clear, simple language
- Completeness: Include all necessary details
- Accuracy: Correct spelling, grammar, and calculation.
- Recipient Contact: Contact information for questions.
Additional Considerations
- Know your audience
- Be clear about purpose and needs
- State clearly the purpose
- Keep it clear and concise
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