Formatting a Business Letter
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Questions and Answers

What is the recommended top margin for a business letter with a letterhead?

  • 1 ½ inches
  • 2 inches (correct)
  • 2 ½ inches
  • 1 inch

    • How should the body of longer letters be spaced?

  • Double-spaced (correct)
  • Single-spaced
  • 1.5-spaced
  • Triple-spaced

    • Which letter style has all parts flush with the left-hand margins?

  • Semiblock form
  • Indented form
  • Hanging form
  • Fully block form (correct)

    • What is included in the essential parts of a business letter?

    <p>Heading</p> Signup and view all the answers

    What punctuation style is used with the salutation 'Dear Miss Davenport'?

    <p>Open punctuation</p> Signup and view all the answers

    Where should carbon copy notations be placed in a business letter?

    <p>Below the identification line</p> Signup and view all the answers

    Which type of letter format only indents the first line of each paragraph?

    <p>Semiblock form</p> Signup and view all the answers

    What is the bottom margin advised to be in a business letter?

    <p>1 ½ times larger than the side margins</p> Signup and view all the answers

    What should be included on the envelope besides the recipient's address?

    <p>The sender’s return address</p> Signup and view all the answers

    Which title is used for women whose marital status is unknown?

    <p>Ms.</p> Signup and view all the answers

    How should the title 'Professor' be written when addressing in a letter?

    <p>Professor</p> Signup and view all the answers

    What is the proper use of 'Honorable' when addressing officials?

    <p>It is spelled in full and preceded by 'the'.</p> Signup and view all the answers

    Which salutation is considered the most formal in a letter?

    <p>My dear Sir</p> Signup and view all the answers

    Which title is most appropriate for a married woman?

    <p>Mrs.</p> Signup and view all the answers

    When addressing someone with a doctorate, what title is used?

    <p>Dr.</p> Signup and view all the answers

    Which of the following groups typically receives the most formal salutations?

    <p>High-ranking government officials</p> Signup and view all the answers

    What is the least formal salutation used in business letters?

    <p>Dear Sir and Dear Madam</p> Signup and view all the answers

    Which salutation is appropriate when addressing someone the writer does not know?

    <p>Dear Sir</p> Signup and view all the answers

    Which of the following is considered a very formal salutation?

    <p>Sir:</p> Signup and view all the answers

    What is the recommended format for the letterhead or return address?

    <p>End at the right-hand margin</p> Signup and view all the answers

    Which of the following closings is most appropriate for a letter ending with 'My dear Madam'?

    <p>Respectfully yours,</p> Signup and view all the answers

    Which salutation is less formal than 'Dear Mr.Garcia'?

    <p>Dear Helen</p> Signup and view all the answers

    What is the correct positioning of the date line in a letter?

    <p>Two lines below the letterhead</p> Signup and view all the answers

    Which of the following describes the salutation 'My dear Mr.Reyes'?

    <p>Very personal and formal</p> Signup and view all the answers

    What is the purpose of the inside address in a business letter?

    <p>To provide the recipient's name and address</p> Signup and view all the answers

    Where should the salutation be placed in a business letter?

    <p>Flush with the left margin two spaces below the inside address</p> Signup and view all the answers

    How should the body of the letter be formatted regarding paragraph indentation?

    <p>Indent the first line of each paragraph five spaces</p> Signup and view all the answers

    What is the recommended placement of the complimentary close in a business letter?

    <p>Two lines below the end of the body, starting five spaces right of center</p> Signup and view all the answers

    When is an enclosure notation included in a business letter?

    <p>When there is an attachment included with the letter</p> Signup and view all the answers

    What distinguishes full-block style in business letter formatting?

    <p>All parts starting flush with the left margin</p> Signup and view all the answers

    Where should the written signature be placed in relation to the complimentary close?

    <p>In the space between the complimentary close and the typed signature</p> Signup and view all the answers

    What does the identification line signify in a business letter?

    <p>The initials of the letter writer and who typed it</p> Signup and view all the answers

    What is the main characteristic of the block style of letter formatting?

    <p>The date and reference lines are flush with the right margin.</p> Signup and view all the answers

    Which statement is true about the semi-block style of letter formatting?

    <p>The first word of each paragraph is indented five to ten spaces.</p> Signup and view all the answers

    What is NOT a feature of the official style in letter writing?

    <p>The signature is placed above the inside address.</p> Signup and view all the answers

    Which punctuation style does NOT use end-of-line punctuation in the inside address?

    <p>Open punctuation</p> Signup and view all the answers

    What advantage does the modified block format offer?

    <p>It places the date, signature, and closing to the right.</p> Signup and view all the answers

    What defines the full-block format of letter writing?

    <p>Every part of the letter starts at the left margin.</p> Signup and view all the answers

    Which statement accurately describes the simplified style of letter formatting?

    <p>The salutation and complimentary close are omitted.</p> Signup and view all the answers

    What is the preferred indentation in a semi-block style letter?

    <p>The first word of each paragraph is indented five to ten spaces.</p> Signup and view all the answers

    Study Notes

    Formatting a Business Letter

    • Margins:

      • No letterhead: All margins equal (top and bottom).
      • With letterhead: Wider top margin than bottom margin.
      • Equal side margins, recommended 1 inch to 1.5 inches.
      • Bottom margin: 1.5 times bigger than side margins.
      • Minimum 1.5 inches for top and bottom, 2 inches is better.

    • Spacing: Double-space between paragraphs and other units. Short letters can be double-spaced but longer letters need single-spacing.

    • Punctuation:

      • Open: No punctuation after salutation (e.g., Dear Miss Davenport).
      • Closed: Colon after salutation (e.g., Dear Miss Davenport:).

    • Indentation Formats:

      • Indented: Indented paragraphs.
      • Fully Block: All parts flush left (no indentations).
      • Block: Heading, complimentary close, and signature are aligned right. Paragraphs flush left.
      • Semiblock: Same as block, but paragraphs are indented.
      • Hanging: Same as block, but lines after the first line of each paragraph are indented.

    Essential Parts of a Letter

    • Heading:

      • Modern: Letterhead and date.
      • Conventional: Address and date.

    • Inside Address: Name, title, and mailing address of the recipient.

    • Salutation: Greeting to the recipient.

    • Body: Main content of the letter.

    • Complimentary Close: Formal closing (e.g., Sincerely).

    • Signature: Typed name below the complimentary close.

    • Written Signature: Handwritten signature above the typed signature.

    Additional Letter Parts

    • Identification Line: Initials of the person dictating the letter and the typist.
    • Enclosure: Notation indicating something is enclosed with the letter.
    • Carbon Copy Notation: Shows who else is receiving a copy of the letter.
    • Second Page Heading: Used for letters with more than one page.

    Letter Styles

    • Full-Block: All parts flush left.

    • Block: Date and reference lines flush right; complimentary close aligned right.

    • Semiblock: Similar to block, but paragraphs are indented.

    • Official: Inside address below the signature. Often used by executives for personal letters.

    • Simplified: Similar to full-block, but omit the salutation and complimentary close.

    Punctuation Styles

    • Mixed: No punctuation after inside address or city. Colon after salutation, comma after complimentary close.

    • Open: No punctuation in inside address or after city. No punctuation after complimentary close.

    Salutation and Complimentary Closings

    • Formal and Impersonal:

      • Salutations: Sir, Madam, My dear Sir, My dear Madam, Dear Sir, Dear Madam.
      • Complimentary Closings: Very respectfully, Yours, Respectfully yours, Yours respectfully.

    • Personal and Formal:

      • Salutations: My dear Mr./Ms. [name].
      • Complimentary Closings: Very sincerely yours, Yours very truly, Very cordially yours, Yours very earnestly, Yours very affectionately, Yours very faithfully.

    • Less Formal:

      • Salutations: Dear Mr./Ms. [name], Dear [name].
      • Complimentary Closings: Yours truly, Sincerely yours, Cordially yours, Yours devotedly, Faithfully yours, Yours earnestly.

    Addressing the Envelope

    • The envelope should include the sender's return address.
    • The outside address should match the inside address and be double-spaced.
    • Expressions like "Air Mail", "Special Delivery", or "Registered" should be in capital letters above the address in the top right corner.
    • Other expressions are typed in the lower left-hand corner.

    Titles

    • Mr.: Used for men without other titles or when the writer doesn't know the title.
    • Ms.: Used for unmarried women, women celebrities, women of unknown status, and female divorcees.
    • Mrs.: Used for married women, widows, and divorcees.
    • Dr.: Used for holders of a doctorate in any field.
    • Professor: Used for faculty members, either male or female, holding the rank of professor or assistant professor.
    • Honorable: Used for high-ranking government officials and prominent ex-government officials.
    • Reverend: Used for members of the clergy.

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    Formatting the Physical Form of Business Letter PDF

    Description

    Test your knowledge on the proper formatting of a business letter. This quiz covers margin settings, spacing, punctuation styles, and various indentation formats. Perfect for anyone looking to improve their business communication skills.

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