Module 7

Question 1

typically use one of two styles of punctuation being used: mixed punctuation and open punctuation

Answer 1

Modern business letters

Question 2

requires a colon to follow the opening salutation – “Dear Mrs. Smith:” – and comma to end the complementary close – “Sincerely,”.

Answer 2

Mixed punctuation

Question 3

Three main styles of business letter

Answer 3

1. Block style
2. Modified block style, and
3. Semi-block style

Question 4

The most common layout of a business letter is known as

Answer 4

block format

Question 5

How to use block format

Answer 5

Using this format, the entire letter is left justified
- single spaced except for a double space between paragraphs.

Question 6

how to write a business letter that can make or break a letter’s effectiveness:

Answer 6

✓ needs to have the name of a human being in the recipient address and salutation,
✓ the body of the letter needs to quickly get to the point and persuade the reader.

Question 7

First paragraph of a business letter

Answer 7

quickly and clearly state the purpose of the letter.

Question 8

Second paragraph of a business letter

Answer 8

In the second paragraph, provide the empirical evidence or persuasion to back up the point made in the first paragraph.

Question 9

Third paragraph

Answer 9

By the third or fourth paragraph, repeat the main point of the letter and then close with a call to action.

Question 10

14 Essential and Optional Parts of a Business Letter

Answer 10

1. Sender’s address/Heading.
2. Reference number.
3. Date.
4. Inside address/recipient’s address
5. Attention line
6. Salutation
7. Subject line
8. Body of the letter
9. Formal close
10. Signature block/slot
11. Enclosures
12. Postscript
13. Carbon copy notation
14. Reference initial

Question 11

Optimally, you want to have printed company letterhead.
Using block format, goes in the top left-hand corner of the page.

Answer 11

Sender’s address/heading

Question 12

The number which the receiver refers in all future correspondence is called
usually printed below the date line or on the same line where the date is written to the right margin.

Answer 12

Reference number

Question 13

enables quick references in future and helps in prompt action and orderly filing.
finds its place either at the starting of left margin or at the closing of the right margin as the style adopted

Answer 13

Date

Question 14

contains the name and address of the organization or the individual to whom the letter is written.
written below the Reference time starting from the left margin.
usually placed four lines below the heading if a word processor is used or one line below the heading if the letter is handwritten.

Answer 14

Recipient’s address/inside address

Question 15

placed below the attention time and above the salutations and is underlined.
It indicates the names of those for whom the letter is meant.

Answer 15

Attention line

Question 16

means to greet the addressee.
is written below the inside address or attention line leaving some space. It starts from the left side margin.
Skip one line after the inside address

Answer 16

Salutation

Question 17

tells what the correspondence is about.
It is placed just below the salutation line.

Answer 17

Subject line

Question 18

that part of the letter which contains the message to be converged. It is the most important part of the letter and usually consists of three to four paragraphs.

Answer 18

Body of the letter

Question 19

written below the last paragraph of the body of the letter, either at the left side or at the right side, depending on the style of letter.

Answer 19

Formal close

Question 20

the assent of the writer to the subject matter of the letter and is a practical necessity.

Answer 20

Signature block/slot

Question 21

Sometimes some documents like price list catalogue etc. are attached with the letter. ____ mention the documents which are enclosed or attached with the letter.

Answer 21

Enclosures

Question 22

as it is commonly known as is something written after the letter is closed

Answer 22

Postscript

Question 23

When copies of the letter are meant to be sent to more than one person it is mentioned under

Answer 23

Carbon copy notation

Question 24

These are useful for office checking. They are typed adjacent to the left margin

Answer 24

Reference initial

Question 25

2 styles of punctuation

Answer 25

Mixed punctuation
Open punctuation