30 Questions
What is the essential quality of a good business letter?
Composition
Which type of business letter starts with a strong statement to capture the reader's interest?
Sales Letter
What is the quality of a business letter that shows respect to the reader?
Courtesy
What is the term for using vivid and specific descriptions that appeal to the senses?
Concreteness
What is the term for using the 'you' point of view in a business letter?
Consideration
What is the primary purpose of a solicitation letter?
To raise funds for a cause or an event
What is the type of letter format where the heading, inside address, and signature follow the block form, but the beginnings of paragraphs are even with the left margin?
Hanging or Overhanging Form
In a business letter, the opening words such as 'Sir' or 'Dear Sir' are punctuated with a:
Colon (:)
What is the term for the heading adopted when a plain bond paper is used in writing a letter?
Conventional Heading
What is the primary purpose of a business letter?
To elicit a response from the reader
What type of letters are sent by consumers or businesses to a manufacturer, retailer, or wholesaler to order goods or services?
Order Letters
What is the purpose of a follow-up letter?
To follow up on an initial communication
What is the term for the part of a business letter that includes the sender's name, address, and zip code?
Heading
What is the characteristic of a business letter that focuses on accuracy in facts, figures, spelling, and grammar?
Correctness
What is the term for content that uses a combination of different content forms such as text, audio, images, animations, video, and interactive content?
Multimedia
What is the primary purpose of a complaint letter?
To express dissatisfaction with a product or service
What type of letter is often included with a job application and/or resume and sent to a prospective employer?
Application Letter
What is the term for the tools that help an individual communicate more effectively with people around them?
Communication aids
What is the primary purpose of a letter of resignation?
To notify the manager of the last day of employment
What is the purpose of an adjustment letter?
To respond to a claim or complaint
What is the main difference between a circulated copy and a letter of inquiry?
The number of recipients
What is the primary purpose of a letter of recommendation?
To provide a job reference
What is the recommended way to write a complementary close?
With the first word capitalized and a comma
What is one of the tips for delivering an effective audio-visual presentation?
Limit transitions and animations
What is the primary function of a well-written business letter?
To iron out business deals or negotiations at once
What are the two principal characters in a business letter?
The sender and the receiver
What is the primary purpose of the salutation in a business letter?
To address the receiver
What is the term for copies of a business letter sent to other persons for reference?
Carbon Copy
How many essential parts does a business letter typically have?
7 essential parts
What is the purpose of the complimentary close in a business letter?
To express courtesy
Study Notes
Business Letter Basics
- A business letter has 7 essential parts: heading and date line, inside address, salutation, body, complimentary close, signature, and special parts.
- Heading: includes the organization/company address with zip code and the date written.
Business Letter Formats
- Indented or traditional form: each line of the heading and inside address is uniformly indented (3 or 5 spaces)
- Block form: no indentation, except for the heading, inside address, and signature
- Semi-block form: differs from block form, with indented paragraphs
- Hanging or overhanging form: heading, inside address, and signature follow block form, with even left margin for paragraphs
- Full block form: efficient for writers who don't indent
Business Letter Characteristics
- Correctness: accurate facts, figures, spelling, grammar, format, etc.
- Clarity: clear, straightforward, and direct
- Conciseness: ideas expressed with the least number of words
- Courtesy: polite expressions showing respect
- Character: reflects the writer's unique style
- Cheerfulness: positive expressions signaling a lively disposition
- Concreteness: vivid, specific descriptions appealing to the senses
- Consideration: using the "you" point of view
Business Letter Types
- Application letter: a cover letter with a job application or resume
- Acknowledgement letter: acts as a simple receipt
- Invitation letter: written to an organization or individual for an event or occasion
- Solicitation letter: raises funds for a cause or event
- Official invitation letter: formal invitation for an official requirement
- Order letters: sent to manufacturers, retailers, or wholesalers to order goods or services
- Complaint letter: tone and words chosen to complain to a business
- Follow-up letters: sent after initial communication
- Inquiry letters: ask questions or elicit information from the recipient
- Letters of resignation: sent to the immediate manager, giving notice of last day of employment
- Adjustment letters: respond to claims or complaints
Presentation Tips
- Keep designs simple
- Memorize the sequence of slides
- Limit bullets and focus on narration
- Avoid long paragraphs
- Use correct and appropriate font style and color
- Limit transitions and animations
- Use photos, graphics, and charts only when necessary
Test your knowledge of business communication principles, including writing effective business letters, clarity, conciseness, and courtesy. Review key terms and concepts to master business communication.
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