Letter Parts, Spacing and Formats

Question 1

the official paper on which the company business letters are written and certain important information about the company is printed

Answer 1

Letterhead

Question 2

content of a letterhead

Answer 2

complete name, mailing address, email address, fax numbers and contact numbers, official cell number of the company

Question 3

the date the letter is written (use the date the letter was finished) with the following formats.

Answer 3

dateline

Question 4

The full name of the addressee with a title of respect

Answer 4

Inside address

Question 5

the name in the salutation is the same with the name in the inside address

Answer 5

Salutation

Question 6

Typed below the salutation or subject the subject line, if there is.

Answer 6

Body of the Letter

Question 7

Serves to close the letter with a cordial expression

Answer 7

Complimentary Closing

Question 8

Contains the writer’s full name and position/title and his/her signature

Answer 8

signature block

Question 9

Contains the initials of the dictator and the typist

Answer 9

reference initials

Question 10

Attention Line

Answer 10

Considered addressed to the whole organization rather than to the person named on the attention line

Question 11

Used to immediately inform the reader what the letter is about
Placed between the salutation and the body of the letter

Answer 11

Subject Line

Question 12

Used when enclosing something in the letter.
Typed under the signature line or reference initials

Answer 12

Enclosure

Question 13

Used if copies of the letter are to be sent to others aside from the reader/addressee.

• Placed after the enclosure or reference initials

Answer 13

Carbon copy notation

Question 14

Blind carbon copy notation

Answer 14

Used if the writer doesn’t want his reader/addressee to know that the former is sending a copy of the letter to another person

Question 15

P.S. or N.B. (nota bene, ‘note well’), used to emphasize a point made elsewhere in the letter. Emphasizes an important message that has been intentionally withheld from the message. Has an attention getting quality and may be used only for important occasions. Placed two spaces below the last line of the letter

Answer 15

Postscript Notation

Question 16

Short letter size

Answer 16

100 words

2.0 spacing (body of the letter)

2” margin

Question 17

Average-long letter size

Answer 17

101-200 words

1.5 spacing (body of the letter)

1.5” margin

Question 18

Long Letter

Answer 18

201 or 300 words

1.0 spacing (body of the letter)

1” margin

Question 19

Fixed spaces

Answer 19

Inside Address to Salutation =1 (single space)
Salutation to Body =1
In between paragraphs =1
Last Paragraph to Complimentary Close =1
Signature to Reference Initial =1

Question 20

Flexible spaces

Answer 20

Company Letterhead to Date =2-4 spaces;
(If personal sender’s address to Date =1)
Dateline to Inside Address =2-3 spaces
Complimentary Close to Signature Block/Line =2-4 spaces

Question 21

Letter formats

Answer 21

1. Full block format
2. Modified block format
3. Semi-block format
4. Simplified block format

Question 22

Full block format

Answer 22

All letter parts are typed and aligned at the left margin.
There are no indentions in the paragraphs.
Commonly used format.

Question 23

Modified block format

Answer 23

The dateline and complimentary closing are typed and aligned at the right side of the page.
Paragraphs are not indented.

Question 24

Semi block format

Answer 24

The so called indented letter; dateline and complimentary closing are typed at the right portion of the page.
The first sentence of each paragraph has five-space indention.

Question 25

Simplified block format

Answer 25

Salutation and complimentary closing are not used; hence it is considered an impersonal format.
Other letter parts are typed at the left margin