BASIC BUSINESS DOCUMENTS

Question 1

It has at least three paragraph and about 100 and 200 words.

Answer 1

Average-length letter

Question 2

May have one or two paragraphs and fewer than 100 words.

Answer 2

Short letter

Question 3

It has four or more paragraphs and more than 200 words.

Answer 3

Long Letter

Question 4

This document are prepared on letterhead stationery, which has the company name, address, telephone number, and logo (the company trademark or symbol) printed at the top of the page.

Answer 4

Business Letters

Question 5

Parts of Busines Letters

On this part you can see the company name and address.

Answer 5

Letterhead

Question 6

Parts of Busines Letters

The letter is dated the day it is mailed.

Answer 6

Dateline

Question 7

Parts of Busines Letters

Contains the address of the recipient.

Answer 7

Letter Address

Question 8

Parts of Busines Letters

A greeting on the letter.

Answer 8

Salutation

Question 9

Parts of Busines Letters

Message of the letter.

Answer 9

Body

Question 10

Parts of Busines Letters

The formal closing of the letter.

Answer 10

Complimentary Close

Question 11

Parts of Busines Letters

The name, title, and signature of the writer of the letter are on this part.

Answer 11

Writer’s Name and Title

Question 12

Parts of Busines Letters

You can identify the person who keyed the document on this section of business letter.

Answer 12

Reference Initials

Question 13

Parts of Busines Letters

Indicates material is enclosed.

Answer 13

Enclosure Notation

Question 14

Parts of Busines Letters

Indicates copy has been sent to person(s) named.

Answer 14

Copy Notation

Question 15

If the writer’s initials are included with those of the keyboard operator, the writer’s initials are listed first in ___ followed by a ___.

Answer 15

ALL CAPS
Colon

Ex. BB:xx

Question 16

If an item is included with a letter, an enclosure notation is keyed a ___ below the reference initials.

Answer 16

Double Space

Question 17

What is Mixed Punctuation?

Answer 17

Place a colon after the salutation and a comma after the complimentary close.

Question 18

What is Open Punctuation?

Answer 18

No punctuation follows the salutation and complimentary close.

Question 19

How many spaces after keying the Dateline?

Answer 19

Quadruple Space

Question 20

After every paragraph, how many spacing you should do?

Answer 20

Double spacing

Question 21

What are the Proofreading Tips?

Answer 21

• Never assume work is error free.
• Read each line carefully for keying errors.
• Check for misused words; repair faulty sentence structure.
• Read the document once for meaning/content
• Compare the printed copy to the original, checking for omissions.

Question 22

What are the common used business letter formats?

Answer 22

- Full Block or Block Format
- Modified Format

Question 23

Paragraphs may be indented. The dateline and the closing lines are move from the left margin to the center point of the page; or (add 5 spaces from the center point).

Answer 23

Modified Block

Question 24

This format is typically used in business letters. The entire text is left aligned.

Answer 24

Full Block

Question 25

# Letter Placement Table **Variable Side Margin**: - Short - Average - Long

Answer 25

- 2 inches - 1.5 inches - 1 inch

Question 26

# Letter Placement Table **Standard Side Margin**: - Short - Average - Long

Answer 26

- 1 inch - 1 inch - 1 inch

Question 27

# Letter Placement Table **Dateline**: - Short - Average - Long

Answer 27

- Line 18 - Line 16 - Line 14

Question 28

Most letterheads are between __ and __ deep.

Answer 28

* 1 inch * 2 inches

Question 29

**No space** between each line of writing

Answer 29

**Single spacing**

Question 30

**Leave one space blank lines** between each line of text in a document.

Answer 30

**Double spacing**

Question 31

**Leaves three blank lines** in between the lines of text in a document.

Answer 31

**Quadruple spacing**

Question 32

You can determined this point by adding the numbers on the line-of-writing scale at the left and right edges of the paper and dividing by 2.

Answer 32

**Center point**

Question 33

Center point for 10-pitch (pica)

Answer 33

**42**

Question 34

Center point for 12-pitch (elite)

Answer 34

**51**

Question 35

The most widely used business letter formats are

Answer 35

- **full block/block format** - **modified block**

Question 36

# *Fill in the blank:* To key an envelope address: Set a tab about _\_\_\_ left of center. Space down to about line _\_\_\_ from the top edge of the envelope and begin keying at the tab. Use _\_\_\_, _\_\_\_, and _\_\_\_. Leave _\_\_\_ space between the state and ZIP Code.

Answer 36

- **0.5 inch** - **14** - **ALL CAPS** - **block format** - **no punctuation** - **one**

Question 37

# *Fill in the blank:* Keying return address: Key **special notations** for the *addressee* (as _PLEASE FORWARD_, _HOLD FOR ARRIVAL_, _PERSONAL_) in _\_\_\_ and _\_\_\_ below the return address.

Answer 37

- **ALL CAPS** - **DS**

Question 38

# *Fill in the blank:* Keying Special Notations: Key **mailing notations** for *postal authorities* (as _SPECIAL DELIVERY_ and _REGISTERED_) in _\_\_\_ a _\_\_\_ below the stamp position on line _\_\_\_.

Answer 38

- **ALL CAPS** - **DS** - **8 or 9**

Question 39

This page of a letter should contain a **heading** consisting of the *name of the person* to whom the letter is addressed, the *page number*, and *the date*.

Answer 39

**Second-page heading**

Question 40

# *Letters with Special Features:* **Directs a letter to a specific person or position** within the company to which the letter is addressed. It is keyed in the first line of the letter address.

Answer 40

**Attention Line**

Question 41

# *Letters with Special Features:* **An optional letter part**, is keyed in **ALL CAPS** as a double space below the complimentary close; a quadruple space separates the company name and keyed signature.

Answer 41

**Company Name**

Question 42

# *Letters with Special Features:* Generally used to emphasize information

Answer 42

**Postcript**