CH # 44: Written Comuncations Flashcards
1) heading (date and return address)
2) inside address (name and address of recipient)
3) salutation or greeting (below #2, greeting 2 begin a letter,
includes name and tittle)
4) body (content)
5) complimentary closing (polite ending)
6) signature, printed signature and tittle (4 or 5 lines below CC)
7) end notations (uppercase 4 who composed, lowercase 4 who
typed)
Parts of a business letter
A letter 4mat where the letterhead is centered but everything else is left justified
1 or 2 blank lines between paragraphs
Allows 4 rapid entry of info and easy formatting
Full block style
A form of a business letter where the inside address, salutation, body and reference lines r left justified while the the date line, complementary closing and the printed signature line r centered or right justified
1 or 2 blank lines between paragraphs
Modified block style
2 names 4 a business letter format where the inside address, salutation, body and reference lines r left justified while the date line, complementary closing and the printed signature line r on a tab at the center or right justified
All paragraphs are indented 5 - 8 spaces (the only difference between this style and modified block style)
Double spaces between paragraphs
Semiblock style
Modified block w/indented paragraphs
2 assemble the pages of a document in numeric order
Collate
Words used as a polite ending 2 a letter just b4 the writers signature
Ex: sincerely or yours truely
Complimentary closing
2 produce double-sided copies by storing images from both sides of the original in the memory of a photocopier
Duplex
The exchange of information from 1 computer 2 another using telecommunication
2 names 4 the transmission of scanned, printed material by telephone
Fax
Facsimile
The study of accepted rules used 2 create meaning in a language
Grammar
Lines of type that begin at the left margin of a document
Left justified
A sheet of stationary that r preprinted w/info about a business
Info includes the business name, address, telephone number and other info as needed
Letterhead
2 names 4 a form of communication w/in a company that is usually short and limited to 1 subject
The tittle of this form is at the top of a page
4 headings that commonly appear at the top r: TO: FROM: DATE: SUBJECT:
Body is single spaced
Can b easily sent 2 all on a distribution list or as an e-mail attachment
Memo
Memorandum
2 identify and correct errors in a document
Proofread
Type that is aligned w/the right margin in a document
Right justified
The greeting that begins a business letter
Placed 1 or 2 lines below the inside address
Only tittle and last name r used followed by a colon
Ex: Dear Mr. Olsen:
Salutation
A business letter 4mat in which all the elements r left justified
The greeting is replaced by a subject line in all caps 3 lines below the inside address
Complementary closing and printed signature r replaced by a signature in all caps 5 lines below the body
Simplified letter style
A standard form 2 which additional info can b added as needed
Template
A part of a business letter that includes the return address and date line
Date line month is spelled out and is 2-3 lines below the return address
Heading
A part of a business letter that includes the name and address of the party the letter is being sent 2
Information is singled spaced w/1 or 2 blank lines between the different parts of a letter
The position is determined by the placement of the body of the letter in the center of the page
Inside address
Contains the content of the letter
Single spaced w/in a paragraph but double spaced between paragraphs
Body of the letter
A part of a business letter that includes the printed signature and written signature both using credentials
Always leave 4-5 blank lines below the complementary closing 2 leave room 4 the written signature
Written signature, printed signature and tittle
Various pieces of info that r placed 1 or 2 lines below the printed signature and uses “enclosure or enc. 2 indicate additional info included w/the letter
Includes the initials of both who composed the letter and who typed the letter. The composer initials r in all caps while the typer initials r lowercase and they r always separated by a : or /
Ex: DB/mb
Other info can include billing info or log of visits ect…
This is where cc or bcc r used (carbon copy or blind carbon copy)
End notations
A part of speech that is the name of a person, place or thing
2 types: common(general things) and proper(names of individuals or places and r capitalized)
Nouns
A part of speech that is used in place of a noun
Ex: I, me, U, he/she, it and they
Pronouns
A part of speech that is either a action or a state of being
Action uses words like talk, sing, help and communicate
State of being uses words like is, r, feel or seem
Verbs
A part of speech that modifies or qualifies a noun
A describing word(s) 4 a noun
Also includes a, an and the
Adjectives and articles
A part of speech that modifies a verb, adjective or another of this type
Includes words that question like how and where and words that end in -ly
Adverbs
A part of speech that shows the connection of a noun or pronoun 2 some other word
Used especially 2 describe a relation 2 space, time or possesion
Ex: on, in, of, 2
Prepositions
A part of speech that joins words, phrases or clauses in a sentence
Ex: and, but, or and because
Conjunctions
A part of speech that is a word that expresses feelings and is often followed by an !
Ex: yeah!, ouch!
Rarely used in correspondence or reports
Interjections
A part of sentence structure that contains a subject and a verb only, no additional words
Independent clause
2 names 4 a part of sentence structure that contains a subject and a verb w/additional words in order 2 b meaningful
Dependent clause
Subordinate clause
A sentence structure that contains 1 independent clause
Simple sentence
A sentence structure that contains 2 independent clauses joined using a conjunction and a comma
Compound sentence
A sentence structure that contains 1 independent clause and 1 or more dependent clauses
When it begins a sentence, it is followed by a comma. (prepositional phrases)
Complex sentence
A type of sentence error that only consists of a dependent clause only
Sentence fragment
A type of sentence error that is a sentence in which includes 2 or more independent clauses r joined w/out using a conjunction
Run-on sentence
A type of sentence error that is the incorrect use of a comma 2 separate 2 sentences
Adding a semicolon or a conjunction w/a comma can fix the problem
Comma splice
Contains a confidentiality statement, name of recipient and the number of pages being sent
Cover sheet
