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.
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The sender's ______, name, and their job title authenticate the letter.
The sender's ______, name, and their job title authenticate the letter.
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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.
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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.
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The enclosure line notifies the recipient of additional ______ included with the letter.
The enclosure line notifies the recipient of additional ______ included with the letter.
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Semi-block format is sometimes called '______ Style.'
Semi-block format is sometimes called '______ Style.'
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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.
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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.
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Inner qualities of a good business letter include ______, clarity, and accuracy.
Inner qualities of a good business letter include ______, clarity, and accuracy.
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A good business letter should be ______ to impress the reader.
A good business letter should be ______ to impress the reader.
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The outer qualities of a good business letter refer to its ______.
The outer qualities of a good business letter refer to its ______.
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The ______ of paper used reflects the economic status of the firm.
The ______ of paper used reflects the economic status of the firm.
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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.
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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 ______.
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It is better to use different ______ for different types of letters.
It is better to use different ______ for different types of letters.
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Standard size paper (______) should be used while writing business letters.
Standard size paper (______) should be used while writing business letters.
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The letter should be folded properly and ______.
The letter should be folded properly and ______.
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The size and quality of the ______ also need special attention.
The size and quality of the ______ also need special attention.
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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.
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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.
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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.
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If there is a single enclosure, you can indicate that by 'enclosure: ______'
If there is a single enclosure, you can indicate that by 'enclosure: ______'
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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
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Business letters commonly use ______-inch margins on all sides.
Business letters commonly use ______-inch margins on all sides.
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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.
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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.
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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.
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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.
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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.
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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 ______.'
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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.
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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.
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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 ______.
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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 ______.'
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Usually written on the ______ of the company.
Usually written on the ______ of the company.
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You need to report ______ service in a claim letter.
You need to report ______ service in a claim letter.
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The language of the order letter should be simple and ______.
The language of the order letter should be simple and ______.
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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 ______.
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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 ______.
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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.
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Before sending a sponsorship letter, one must know their ______.
Before sending a sponsorship letter, one must know their ______.
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Community sponsors are the primary source of ______ for the event.
Community sponsors are the primary source of ______ for the event.
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The ______ closing is a polite way to end a formal letter.
The ______ closing is a polite way to end a formal letter.
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______ 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.
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In the sponsorship letter, one must properly introduce ______.
In the sponsorship letter, one must properly introduce ______.
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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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Description
Test your knowledge on the key components of business letter writing. This quiz covers the structure of a business letter, including formatting, salutations, and important components like the subject line and closure. Improve your understanding and skills in formal communication.
