Chapter 11

Question 1

What appears in the upper left corner of a business letter?

Answer 1

SSIC
Originators’s code
Date

Question 2

How is the date formatted in business letter.

Answer 2

Month day year

May 23, 2018

Question 3

How many lines below the date should the inside address be?

Answer 3

2-8

Blocked flush with the left margin

Question 4

If your letter is directed to a particular individual, include:

Answer 4

(1) Addressee’s courtesy title (Mr., Mrs., Ms.) and full name;
(2) business title (Vice President, Accounting), if appropriate;
(3) business name;
(4) street address; and
(5) the city, state, and ZIP+4 code on the last line. Note new requirement for only one
space between state and ZIP code vice two to five spaces.

Question 5

If your letter is directed to a business in general, include the:

Answer 5

1) Business name;
(2) full street address; and
(3) the city, state, and ZIP+4 code on the last line.

Question 6

Is the attention line is optional?

Answer 6

Yes

Question 7

What do you capitalize in the salutation line?

Answer 7

the first letter of the addressee’s courtesy title and surname such as “Dear Mr. (or Ms., Mrs., Miss, Dr., Captain, Lieutenant) Jones,” followed by a colon.

Question 8

How do you address an all male organization?

Answer 8

“Gentlemen” or “Dear Sirs.”

Question 9

How do you address an all female organization?

Answer 9

Ladies” or “Mesdames.”

Question 10

How do you address a mixed gender organization or if you are not sure of the gender mix?

Answer 10

“Ladies and Gentlemen” or “Dear Sir or Madam.”

Question 11

If you cannot determine the gender from the addressee from previous communications use:

Answer 11

address the individual by first name or initial(s) and last name such as “Dear Lee Doe” or “Dear L. Doe.”

Question 12

What does a subject line take the place of?

Answer 12

The salutation

Question 13

Do you capitalize every letter in the subject line?

Answer 13

Yes

Question 14

If the subject line is replacing the salutation, then

Answer 14

start typing on the second line below the last line of the inside address or attention line, flush with the left margin.

Question 15

If the subject line is in addition to the salutation,

Answer 15

start typing on the second line below the salutation line.

Question 16

How many spaces do you indent in main paragraphs.

Answer 16

4 spaces, and start typing at 5

Question 17

Do you number main paragraphs?

Answer 17

No

Question 18

Do you single-space between paragraphs?

Answer 18

Yes

Question 19

Do you double space between paragraphs?

Answer 19

Yes

Question 20

What do use for a complimentary close?

Answer 20

Use “Sincerely” followed by a comma for the complimentary close of a business letter starting at the center of the page on the second line below the text.

Question 21

Where do start all lines of the signature line?

Answer 21

Start all lines of the signature line at the center of the page, beginning on the fourth line below “Sincerely.” Type or stamp the following information:

Signer’s name in all capital letters, with the exception of a last name starting with a prefix, which would appear like this:

) Military grade (if any) spelled out,

(3) Functional title, and
(4) Authority line. The authority line may be omitted on a routine business letter that neither makes a commitment nor takes an official stand.
b. Women’s names may begin with “Miss,” “Mrs.,” or “Ms.” One exception to this would be when using “Mrs.” plus the writer’s husband’s name, which would appear like this: “MS. ALBERT B. SEAY” or “MRS. A. B. SEAY.”

Question 22

Where do you type “enclosurel?

Answer 22

on the second line below the signature line, number and describe them briefly.

Question 23

Where do you type enclosure Line?

Answer 23

on the second line below the signature line, number and describe them briefly.

Question 24

If the enclosures are insignificant,

Answer 24

you do not have to describe them in the enclosure line. Type “Enclosures” and the number of enclosures within parentheses: Enclosures (2).

Question 25

When an enclosure is to be sent separately,

Answer 25

type “Separate Mailing” and a brief description like this:

Question 26

If everyone should know that a particular addressee will receive an information copy,

Answer 26

show that addressee by using a copy notation. Type “Copy to:” at the left margin on the second line below the enclosure line, if any, or the signature line. List addressees at the left margin or following “Copy to:”. Use long titles for activities listed in the SNDL:

Question 27

Because the business letter does not have a “From:” line,

Answer 27

every copy that goes to addressees outside your activity must have a letterhead copy (printed, typed, stamped, or reproduced from the original) to show its origin.

Question 28

How do you identify second and succeeding pages?

Answer 28

Repeat the identification symbols, from the first page, on the sixth line from the top at the left margin. Continue the text beginning on the second line below the identification symbols.

Question 29

How do you number pages in a letter?

Answer 29

Do not number a single-page letter or the first page of a multiple-page letter. Center page numbers 1/2 inch from the bottom edge, starting with the number 2. No punctuation accompanies a page number.