Chapter 11 Flashcards
What appears in the upper left corner of a business letter?
SSIC
Originators’s code
Date
How is the date formatted in business letter.
Month day year
May 23, 2018
How many lines below the date should the inside address be?
2-8
Blocked flush with the left margin
If your letter is directed to a particular individual, include:
(1) Addressee’s courtesy title (Mr., Mrs., Ms.) and full name;
(2) business title (Vice President, Accounting), if appropriate;
(3) business name;
(4) street address; and
(5) the city, state, and ZIP+4 code on the last line. Note new requirement for only one
space between state and ZIP code vice two to five spaces.
If your letter is directed to a business in general, include the:
1) Business name;
(2) full street address; and
(3) the city, state, and ZIP+4 code on the last line.
Is the attention line is optional?
Yes
What do you capitalize in the salutation line?
the first letter of the addressee’s courtesy title and surname such as “Dear Mr. (or Ms., Mrs., Miss, Dr., Captain, Lieutenant) Jones,” followed by a colon.
How do you address an all male organization?
“Gentlemen” or “Dear Sirs.”
How do you address an all female organization?
Ladies” or “Mesdames.”
How do you address a mixed gender organization or if you are not sure of the gender mix?
“Ladies and Gentlemen” or “Dear Sir or Madam.”
If you cannot determine the gender from the addressee from previous communications use:
address the individual by first name or initial(s) and last name such as “Dear Lee Doe” or “Dear L. Doe.”
What does a subject line take the place of?
The salutation
Do you capitalize every letter in the subject line?
Yes
If the subject line is replacing the salutation, then
start typing on the second line below the last line of the inside address or attention line, flush with the left margin.
If the subject line is in addition to the salutation,
start typing on the second line below the salutation line.
How many spaces do you indent in main paragraphs.
4 spaces, and start typing at 5
Do you number main paragraphs?
No
Do you single-space between paragraphs?
Yes
Do you double space between paragraphs?
Yes
What do use for a complimentary close?
Use “Sincerely” followed by a comma for the complimentary close of a business letter starting at the center of the page on the second line below the text.
Where do start all lines of the signature line?
Start all lines of the signature line at the center of the page, beginning on the fourth line below “Sincerely.” Type or stamp the following information:
Signer’s name in all capital letters, with the exception of a last name starting with a prefix, which would appear like this:
) Military grade (if any) spelled out,
(3) Functional title, and
(4) Authority line. The authority line may be omitted on a routine business letter that neither makes a commitment nor takes an official stand.
b. Women’s names may begin with “Miss,” “Mrs.,” or “Ms.” One exception to this would be when using “Mrs.” plus the writer’s husband’s name, which would appear like this: “MS. ALBERT B. SEAY” or “MRS. A. B. SEAY.”
Where do you type “enclosurel?
on the second line below the signature line, number and describe them briefly.
Where do you type enclosure Line?
on the second line below the signature line, number and describe them briefly.
If the enclosures are insignificant,
you do not have to describe them in the enclosure line. Type “Enclosures” and the number of enclosures within parentheses: Enclosures (2).
When an enclosure is to be sent separately,
type “Separate Mailing” and a brief description like this:
If everyone should know that a particular addressee will receive an information copy,
show that addressee by using a copy notation. Type “Copy to:” at the left margin on the second line below the enclosure line, if any, or the signature line. List addressees at the left margin or following “Copy to:”. Use long titles for activities listed in the SNDL:
Because the business letter does not have a “From:” line,
every copy that goes to addressees outside your activity must have a letterhead copy (printed, typed, stamped, or reproduced from the original) to show its origin.
How do you identify second and succeeding pages?
Repeat the identification symbols, from the first page, on the sixth line from the top at the left margin. Continue the text beginning on the second line below the identification symbols.
How do you number pages in a letter?
Do not number a single-page letter or the first page of a multiple-page letter. Center page numbers 1/2 inch from the bottom edge, starting with the number 2. No punctuation accompanies a page number.
