FORMS OFPROFESSIONAL CORRESPONDENCE

Question 1

• business letters, which are written forms of communication that deal with day-to-day transactions in the workplace.
• involves composing letters sent to customers
• method of communication that deals with different business activities.

Answer 1

Business correspondence

Question 2

TYPESOF BUSINESS LETTERS

Answer 2

1. Inquiry letter
2. Order letter
3. complaint letter
4. recovery letter

Question 3

buyer writes this type of a business letter to a seller

Answer 3

Inquiry letter

Question 4

buyer writes this letter to place an order

Answer 4

Order letter

Question 5

buyer writes the problem in detail

Answer 5

complaint letter

Question 6

seller writes this letter to the buyer to collect payment for the products purchased.

Answer 6

Recovery letter

Question 7

A business letter should have the following characteristics

Answer 7

It should be professional and courteous.
It should be factual
It should be concise
It should have concrete words

Question 8

PARTS OF A BUSINESS LETTER

Answer 8

HEADING
INSIDE ADDRESS
SALUTATION
BODY
COMPLIMENTARY CLOSE
SIGNATURE

Question 9

contains the sender’s address

Answer 9

HEADING

Question 10

includes the name of the recipient and his or her address

Answer 10

INSIDE ADDRESS

Question 11

usually begins with Dear followed by the recipient’s title and last name

Answer 11

SALUTATION

Question 12

where the message of the letter is found

Answer 12

BODY

Question 13

begins with a capitalized word and usually ends in a comma

Answer 13

COMPLIMENTARY CLOSE

Question 14

printed name of the sender is set three or four lines below

Answer 14

SIGNATURE

Question 15

FORMAT OF A BUSINESS LETTER

Answer 15

FULL BLOCK FORMAT
MODIFIED BLOCK FORMAT
SEMI-BLOCK FORMAT

Question 16

This is the most common format. In this layout, the entire text is left justified

Answer 16

FULL BLOCK FORMAT

Question 17

the inside address, the salutation, and the body of the letter are left justified. However, the heading, the date, complimentary close, and signature are typed from the center of the page

Answer 17

MODIFIED BLOCK FORMAT

Question 18

This format is almost the same as the modified block format except for the paragraphs in the body.

Answer 18

SEMI-BLOCK FORMAT

Question 19

THE BUSINESS EMAIL

Answer 19

Electronic Mail (e-mail)

Question 20

refers two things:
(1) the system for sending messages from a computer to another
(2) the messages sent through that system.

Answer 20

Electronic Mail (e-mail)

Question 21

used for both external and internal correspondence.

Answer 21

Electronic Mail (e-mail)

Question 22

a system that allows them to send a huge volume of e-mail

Answer 22

automated mail

Question 23

Features of e-mail

Answer 23

To field
Cc field
Subject field
Salutation
Body
Senders name
E-mail signature

Question 24

This contains the recipient’s name and e-mail address.

Answer 24

To field

Question 25

This contains the name and e-mail address of a person who needs to be kept up-to-date

Answer 25

Cc field

Question 26

This contains the main topic of your message.

Answer 26

Subject field

Question 27

This phrase begins with Hi, an informal word, followed by the first name of the recipient and a comma.

Answer 27

Salutation

Question 28

This conveys the message.

Answer 28

Body

Question 29

This is the first name of the sender

Answer 29

Sender’s name

Question 30

contains the full name of the sender, his position and company, and his contact information

Answer 30

E-mail signature

Question 31

Guidelines in writing e-mail

Answer 31

Write concisely
Adjust the level of formality
Use proper letter cases.
Use courtesy copy (CC) appropriately.
Use the blind copy (BCC) appropriately.
Do not leave the subject line empty.
Observe grammar, punctuation/spelling

Question 32

CC

Answer 32

courtesy copy

Question 33

BCC

Answer 33

blind copy