Lecture 06 # Business Letters

Question 1

1. What is a business letter?

Answer 1

A formal written document used in professional and business communication, following a specific format and structure.

Question 2

2. What are five key features of a business letter?

Answer 2

1) Formal tone,
2) Clear purpose,
3) Concise and structured content,
4) Standard formatting,
5) Professional appearance.

Question 3

3. What are the essential parts of a business letter?

Answer 3

1) Header,
2) Date,
3) Inside address,
4) Salutation,
5) Body,
6) Complimentary close,
7) Signature,
8) Typed name.

Question 4

4. What is Header in business letter?

Answer 4

Header: The sender’s contact information, usually the company’s name and address, at the top of the letter.

Question 5

5. What is a purpose of Date in business letter?

Answer 5

Date: The date on which the letter is written or sent.

Question 6

6. What is Inside Address in business letter?

Answer 6

Inside Address: The recipient’s name, title, and address, typically placed below the date.

Question 7

7. What is Salutation in business letter?

Answer 7

Salutation: The formal greeting that addresses the recipient, such as “Dear Mr. Smith.”

Question 8

8. What do you mean by Body in business letter?

Answer 8

Body: The main content of the letter, where the purpose and details are explained.

Question 9

9. What is Complimentary Close in business letter?

Answer 9

Complimentary Close: The formal closing phrase, such as “Sincerely” or “Best regards,” placed before the signature.

Question 10

10. Why we use Signature in business letter?

Answer 10

Signature: The handwritten or digital signature of the sender, placed after the closing.

Question 11

11. What is a purpose of Typed Name in business letter?

Answer 11

Typed Name: The sender’s full name typed out, usually placed below the signature for clarity.

Question 12

12. What are some non-essential parts of a business letter?

Answer 12

1) Reference line,
2) Attention line,
3) Subject line,
4) Personal notation,
5) Identification line,
6) Enclosure,
7) Cc,
8) Bcc,
9) PostScript (P.S.).

Question 13

13. What is the Reference Line in a business letter?

Answer 13

A line that provides a reference to a specific topic or subject related to the letter.

Question 14

14. What is the Attention Line in a business letter?

Answer 14

A line that directs the letter to a specific department or individual within the recipient’s organization.

Question 15

16. What is Personal Notation in a business letter?

Answer 15

A personal note added by the sender, often for internal communication or to indicate confidentiality.

Question 15

15. What is the Subject Line in a business letter?

Answer 15

A line that states the main topic or purpose of the letter, often written after the salutation or heading.

Question 16

17. What is an Enclosure in a business letter?

Answer 16

A note indicating that additional documents are included with the letter.

Question 18

18. What is Cc in a business letter?

Answer 18

“Carbon Copy,” indicating that copies of the letter are being sent to other recipients listed after Cc.

Question 19

19. What is Bcc in a business letter?

Answer 19

“Blind Carbon Copy,” indicating that copies are sent to other recipients without the primary recipient being aware.

Question 20

20. What is PostScript (P.S.) in a business letter?

Answer 20

An additional note or message added after the main content of the letter, usually following the signature.

Question 21

21. What are Indention Styles in business letter?

Answer 21

Indention Style: The way paragraphs are formatted in a letter, specifically how the first line of each paragraph is positioned relative to the left margin.

Question 22

22. What are some of the categories of indention style?

Answer 22

TYPES OF INDENTION STYLES:
1. Block Style
2. Semi-Block Style
3. Modified Block Style

Question 23

23. Define Block Style in business letters.

Answer 23

A format where all text is aligned to the left margin, with no paragraph indentations.

Question 24

24. Define Semi-Block Style in business letters.

Answer 24

A format where the first line of each paragraph is indented, with other elements aligned to the left margin.

Question 25

25. Define Modified Block Style in business letters.

Answer 25

A format where the date and closing are centered, while other text is left-aligned, and paragraphs are indented.

Question 26

26. What is "Open Punctuation" in business letters?

Answer 26

Omits punctuation after the salutation and closing for a cleaner look.

Question 27

27. What is "Closed Punctuation" in business letters?

Answer 27

Follows traditional punctuation rules, with commas after salutations and periods after closings.

Question 28

28. What is "Mixed Punctuation" in business letters?

Answer 28

Combines open and closed punctuation, typically with a comma after the salutation but no punctuation after the closing.

Question 29

Punctuation 29. What is "Open Punctuation" in business letters?

Answer 29

Omits punctuation after the salutation and closing for a cleaner look.

Question 30

30. What is "Closed Punctuation" in business letters?

Answer 30

Follows traditional punctuation rules, with commas after salutations and periods after closings.

Question 31

31. What is "Mixed Punctuation" in business letters?

Answer 31

Combines open and closed punctuation, typically with a comma after the salutation but no punctuation after the closing.

Question 32

32. What is the significance of "Professional Appearance" in business letters?

Answer 32

Reflects the professionalism of the sender and the organization through neat formatting and presentation.

Question 33

33. What is the "Confidential Notation" in a business letter?

Answer 33

A note indicating that the letter is intended to be confidential.

Question 34

34. What is the typical font size used in business letters?

Answer 34

Usually between 10 to 12 points.

Question 35

35. What type of paper is typically used for business letters?

Answer 35

Standard-sized paper with a professional finish, like A4 or letter size.