Letter Writing Parts Overview

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Questions and Answers

Which of the following is a key characteristic of a formal letter?

Written using casual language

Contains a specific objective (correct)

Designed for personal communication

Follows no prescribed format

What is the recommended spacing for a postscript in a letter?

One line below other notations

Two line spaces below other notations (correct)

Flush against the right margin

Three line spaces below other notations

In the block format for letters, where does each line begin?

At the left margin (correct)

Starts with a tab indent

At the right margin

Centered on the page

What notation indicates that copies of a letter have been distributed to others?

Cc Signup and view all the answers

Which type of letter would typically use a casual or emotional tone?

Informal letter Signup and view all the answers

What purpose does a postscript serve in a letter?

To emphasize a point or add a personal note Signup and view all the answers

Which of the following options correctly describes informal letters?

They can be addressed to family and friends. Signup and view all the answers

What feature contributes to the professional appearance of workplace letters?

Uniform margins and spacing Signup and view all the answers

What is the correct spacing for the inside address in a letter?

Two to six line spaces below the heading Signup and view all the answers

What is the proper format for a letter's salutation?

Dear Ms. Hanson: Signup and view all the answers

How should the complimentary closing be aligned in a letter?

Parallel to the level of formality used in the salutation Signup and view all the answers

When is it appropriate to use an attention line in a letter?

When the recipient’s name is unknown but the department is known Signup and view all the answers

Where should the subject line be placed in a letter?

One line space below the inside address or attention line Signup and view all the answers

What does typist’s notation indicate?

The person who typed the letter and their initials Signup and view all the answers

What is the purpose of enclosure notation in a letter?

To state that additional documents are enclosed Signup and view all the answers

When should a copy (or distribution) notation be used?

When sending a letter to multiple recipients Signup and view all the answers

What is the purpose of including a heading and date in a formal letter?

To establish the time and context of the correspondence Signup and view all the answers

Which component is NOT part of the standard letter elements?

Personal anecdotes Signup and view all the answers

What is the main reason to use formal letters in the workplace?

To represent an organization in a dignified manner Signup and view all the answers

How should the date be formatted in a formal letter?

As 'July 15.20XX' Signup and view all the answers

When analyzing your audience for a letter, which is the least relevant question to consider?

What language you enjoy using Signup and view all the answers

Which statement best describes the role of letters compared to emails and memos?

Letters are more formal and personal than memos or emails Signup and view all the answers

Which of the following is typically included in the inside address of a formal letter?

The recipient's name and address Signup and view all the answers

What factor should influence the tone used in a formal letter?

The formality expected by the recipient Signup and view all the answers

Study Notes

Letter Parts

Heading and Date: If the stationery has a company letterhead, include the date below the letterhead, flush against the right or left margin.
Inside Address: Two to six lines below the heading, flush against the left margin, is the inside address.
Salutation: Two line spaces below the inside address, the salutation begins with Dear and ends with a colon (Dear Ms.Hanson:).
Text of the Letter: Use a standard introduction, body, and conclusion format.
Complimentary Closing: Two line spaces below the last line of text, the closing should parallel the level of formality used in the salutation.
Signature: Type your name and title on the fourth and fifth lines below, aligned with the closing. Sign in the space between the complimentary closing and typed name.

Optional Letter Parts

Attention Line: Use when you write to an organization and do not know the recipient’s name but are directing the letter to a specific department or position. Place the attention line two line spaces below the inside address.
Subject Line: Typically used with memos, but it can be used to grab the attention of a busy reader if the recipient is not expecting your letter. Place the subject line below the inside address or attention line with one line space before and after.
Typist’s Notation: This is used if someone else types your letter for you, in which case your initials (in CAPS), a slash, and your typist’s initials (in lower case) appear below the typed signature, flush with the left margin.
Enclosure Notation: If you enclose other documents in the same envelope, indicate this one line space below the typist’s notation flush against the left margin. State the number of enclosures.
Copy (or distribution) Notation: If you distribute copies of your letter to other recipients, indicate this by inserting the notation “Copy” or “cc,” followed by a colon, one line below the previous line
Postscript: This draws attention to a point you wish to emphasize or adds a personal note. Place the postscript two line spaces below any other notation, flush against the left margin.

Format Features

The most popular format for workplace letters is block format, where every line begins at the left margin.
Most word-processing software allows you to select from templates, or predesigned letter formats.
Use uniform margins and spacing for readability and professionalism.

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Description

This quiz covers the essential components of letter writing, including the heading, inside address, salutation, and more. Learn the correct format for each part and understand optional elements to enhance your correspondence skills. Perfect for those looking to improve their formal writing abilities.