Chapter One Flashcards
What parts do all letters include?
- heading
- Personalized letterhead
- Inside address(for more formal letters)
- Salutation
- Body
- Complimentary close
- Signature block
- Postscript(P.S.)
(all of them include all or most of these parts)
What does the heading of a letter include?
- The writer’s address
- The date
Where is the heading written in most cases?
The top right corner of the first page of the letter
When is the heading placed at the top left corner?
When the letter doesn’t have an inside address
When the letter doesn’t have an inside address, where is the heading placed?
The top left corner
What shouldn’t the heading include?
The writer’s name
Where might the heading include the date only?
In very informal letters
What does a personalized letterhead consist of? And where is it placed
- The sender’s initials or full name
- Their address
It’s placed at the top of the letter papers
When is there no need for a complete heading?
When you can use your own personalized stationery, which is more appropriate in more formal correspondence
And you should only write down the date
What types of letters need an inside address?
The formal ones
Where is the inside address positioned?
Top left corner
Single spaced
Flush with the margin
Two lines above the salutation
What does the inside address contain?
The reader’s name, title(if any)
Company division or department or civic agency
The mailings address of the receiver
What is a salutation?
A greeting to the person to whom you’re writing
The written equivalent of the conversational “how do you do” or “hello”
Where is the salutation positioned?
Two lines down from the inside address(if any) or two lines up from the first sentence of the letter
Flush with the left margin
What follows the salutation in formal and informal letters respectively?
A colon(:) and a comma
Why is it important to know the proper form of salutation?
Because it’s not only good etiquette, it can also help to ensure that the recipient takes the letter more seriously
How many styles are there regarding the use of the abbreviations Mr, Mrs, Ms?
Two, one with a full stop and one without it
Where is the body of a letter positioned?
Two lines down from the salutation
What do the opening or introduction paragraph or sentences establish?
The purpose of the letter
What does the opening contain?
The main point or important preliminary information
What kind of sentences should be used in the opening and why?
Shorter and more varied sentences because this part must catch and hold the reader’s attention
What is the purpose of the middle part (or purpose) of the letter?
Presenting the purpose of writing the letter
To support, explain and elaborate on your main point
What is the main part of the letter and what does it concern?
The middle part
It concerns the points that need to be made, answers you wish to give, or questions you wanna ask
What can the middle part compose?
A number of sentences or a number of paragraphs, depending on the purpose of the letter
What is stated in the closing section (or the conclusion) of a letter?
The main point or points of the letter
What do you let the reader know in closing?
The action or response you expect
What does a closing usually end with?
And what does its form depend on?
A polite wish
Its form depends on the purpose of the letter and the relationship between the writer and the reader
What are the features of a complimentary close?
In all of them, the first word is capitalized and they are followed by a comma
How many groups are complimentary closes classified into?
Three:
Very formal
Formal
Informal
Where are very formal complimentary closes used? Provide some examples.
In diplomatic or religious correspondence
e.g. : -Respectfully yours,
-Respectfully
Where are formal complimentary closes used? Provide some examples?
For institutions, government agencies, prestigious associations, and companies
e.g. : -yours faithfully (if you don’t know the person)
-yours truly (if you know the person)
Where are informal complimentary closes used? Provide some examples
In general correspondence with friends, family, and relatives
e.g. : -Sincerely,
-Cordially,
-Affectionately,
What types of salutations and complimentary closes suit each other?
Dear Sirs/Sir/Madam = Yours faithfully,
Dear Mr./Mrs./Miss/Ms. Smith = Yours sincerely,
Dear John/uncle/mother = Best wishes,
What does the signature block contain?
Your name and in formal correspondence, your title
What determines the position of the signature block?
The letter format
What is the signature block in informal letters like?
It usually consists of your first name or your first and last names
The name is not typed after the signature
You should sign your name by hand
What is the signature block in formal correspondence like?
The name and the title are written four spaces below the complimentary close
The name is signed by hand in the space between them
What titles follow the writer’s name and when are they used?
Job titles
When you’re writing in an official capacity
Where is the postscript positioned?
Two lines below the signature
