Appendix - Formatting Letters And Email Messages Flashcards
What are the standard formats for business letters mentioned in the appendix?
Block format and simplified format.
Example sentence: The business letter was written in block format for a professional appearance.
What is the key difference in the salutation between block and simplified letter formats?
The simplified format may omit the salutation to maintain a neutral tone, especially when the reader’s name isn’t known.
Additional information: Omitting the salutation can also save space in the letter.
What is the purpose of a subject line in a business letter?
To inform the reader about the content of the letter and to aid in filing and retrieval.
Example sentence: The subject line ‘Meeting Agenda for Friday’ helped the recipient quickly understand the purpose of the letter.
How should the complimentary close of a business letter be selected?
It should match the level of formality used in the salutation and the overall tone of the letter.
Additional information: Common complimentary closes include ‘Sincerely’ and ‘Best regards.’
What guidelines should be followed when formatting the second and subsequent pages of a multi-page letter?
Use plain paper that matches the letterhead and include a header with the recipient’s name, date, and page number.
Example sentence: The second page of the letter had a header with the recipient’s name and the page number for reference.
What are memos primarily used for within an organization?
To communicate internally within an organization.
Additional information: Memos are commonly used for announcements and updates within a company.
How do the formatting guidelines for memos differ from those for emails and letters?
Memos are typically formatted with headings and bullet points for clarity and emphasis but lack the salutations and closings common in letters.
Example sentence: The memo was structured with clear headings and bullet points for easy reading.
What should be included in the heading section of a memo?
The recipient’s name, the sender’s name, the date, and the subject.
Additional information: The heading section helps identify the sender and recipient of the memo.
How should information in a memo be organized to enhance readability?
Use clear headings, concise language, and bullet points to present information logically and clearly.
Example sentence: The memo was organized with bullet points to highlight key points.
What is the role of the subject line in a memo?
To summarize the main point or purpose of the memo succinctly.
Additional information: The subject line in a memo helps the reader quickly grasp the content of the memo.
What are the key parts of an email format as described in the appendix?
The ‘To’ line, subject line, body, and signature block.
Example sentence: The email format included a clear ‘To’ line and a concise subject line.
What considerations should be made when using ‘Cc’ and ‘Bcc’ in emails?
Use ‘Cc’ to openly share the email with others and ‘Bcc’ sparingly to avoid potential hard feelings when its use becomes known.
Additional information: ‘Cc’ stands for ‘carbon copy’ and ‘Bcc’ stands for ‘blind carbon copy.’
How does the format of an email differ when attaching documents compared to traditional letters with enclosures?
Emails use attachments which are linked or included files, rather than physical enclosures as in letters.
Example sentence: The email included three attachments for reference.
What is the significance of the subject line in business emails?
It is crucial as it influences whether the email is opened and read, especially due to the high volume of emails businesspeople receive.
Additional information: A clear and concise subject line increases the chances of the email being read promptly.
How should one handle the subject line when replying to an email to ensure clarity and relevance?
Modify the subject line as necessary to reflect the current content or purpose of the email.
Additional information: Updating the subject line in email replies helps maintain clarity in communication.
