Business Letters

Question 1

vital part of office work

Answer 1

business letters

Question 2

normally takes place between employees and employers

Answer 2

business letters

Question 3

also known as office correspondence

Answer 3

business letters

Question 4

written to communicate with clients and customers professionally

Answer 4

business letters

Question 5

formal type of written communication used by professionals

Answer 5

business letters

Question 6

specific, concise; straight to the point; clear and simple

Answer 6

business letters

Question 7

what elements should be considered when writing a business letter?

Answer 7

time, objectivity, and correctness

Question 8

three standard formats used when writing business letters?

Answer 8

block, indented, modified block

Question 9

focuses on the professional relationship between the applicant and the sender and the positive points that may convince the receiver to consider the application

Answer 9

recommendation letter

Question 10

also known as a letter of receipt

Answer 10

acknowledgement letter

Question 11

written to express acceptance or receipt of a prior correspondence; the sender usually lets the receiver know if an action regarding his/her request, complaint, or inquiry has taken place

Answer 11

acknowledgement letter

Question 12

ask specific question or elicit information; the sender should be specific with his /her question and identify exactly the kind of information needed

Answer 12

inquiry letter

Question 13

written to ask for a particular information, permission, favor, or service; be polite and straightforward

Answer 13

request letter

Question 14

written to express a problem, discontent, or protest; tend to have a strong content

Answer 14

complaint letter

Question 15

express ideas and feelings in a formal tone; rude or harsh language should never be used regardless of the nature of the complaint

Answer 15

complaint letter

Question 16

written as an expression of regret and intention to make amends for a mistake or infraction committed

Answer 16

apology letter

Question 17

sender should explain the reason/s behind the mistake and provide a specific way to resolve the situation

Answer 17

apology letter

Question 18

written by an employee who wishes to formally leave his/her job position

Answer 18

resignation letter

Question 19

includes the employee’s reason/s for leaving and future career plans

Answer 19

resignation letter

Question 20

sender may also express appreciation for the work experience and career opportunities provided; should also indicate the exact date the resignation will be effective

Answer 20

resignation letter

Question 21

9 qualities of a Business Letter

Answer 21

• clarity
• concreteness
• correctness
• conciseness
• character
• consideration
• cheerfulness
• courtesy
• consistency

Question 22

omit complicated words and jargon

Answer 22

clarity

Question 23

make mental pictures

Answer 23

concreteness

Question 24

be accurate in grammar

Answer 24

correctness

Question 25

ensure that the message is simple and brief

Answer 25

conciseness

Question 26

be unique

Answer 26

character

Question 27

put readers' needs first

Answer 27

consideration

Question 28

say it positively

Answer 28

cheerfulness

Question 29

be polite in words/expression

Answer 29

courtesy

Question 30

focus on your own area of concern

Answer 30

consistency

Question 31

IBC format

Answer 31

introduction-body-conclusion

Question 32

must state clearly what the letter is about; should indicate why the writer is writing it

Answer 32

introduction

Question 33

each paragraph is about a separate topic, or aspect of the main topic, and leads logically on to the next

Answer 33

body

Question 34

highlight the purpose of the letter and/or spell out what action you would like the email to lead to; leave the reader feeling positive towards the writer

Answer 34

conclusion

Question 35

how to get the tone right in business letters?

Answer 35

- avoid jargon - use shorter sentences - don’t let your own feelings get the better of you - don’t try to be too clever. - be clear and to the point, but don’t be too blunt

Question 36

composition of original material fixed in a tangible medium (books, journals, software applications, computer programs video or audio recordings, illustrations, digital files, e-mail messages, and website pages)

Answer 36

copyrightable material

Question 37

display of words or symbolscommunicated in text, illustrations, or sounds that identifies and distinguishes the goods and services of a manufacturer or supplier, such as the name or logo of a company

Answer 37

trademark

Question 38

design, formula, list, method, pattern, or process that offers a competitive advantage over parties who don’t have the same information, such as a special recipe

Answer 38

trade secret

Question 39

new and unique design, device, method, or process that is subject to patent protection

Answer 39

invention

Question 40

tangible items created during research related to copyrightable materials, trademarks, trade secrets, and inventions, such as databases, diagrams, drawings, notes, prototypes, samples, and associated equipment and supplies

Answer 40

tangible research property