Lecture 06 # Business Letters Flashcards
One-Shot Revision
- What is a business letter?
A formal written document used in professional and business communication, following a specific format and structure.
- What are five key features of a business letter?
1) Formal tone,
2) Clear purpose,
3) Concise and structured content,
4) Standard formatting,
5) Professional appearance.
- What are the essential parts of a business letter?
1) Header,
2) Date,
3) Inside address,
4) Salutation,
5) Body,
6) Complimentary close,
7) Signature,
8) Typed name.
- What is Header in business letter?
Header: The sender’s contact information, usually the company’s name and address, at the top of the letter.
- What is a purpose of Date in business letter?
Date: The date on which the letter is written or sent.
- What is Inside Address in business letter?
Inside Address: The recipient’s name, title, and address, typically placed below the date.
- What is Salutation in business letter?
Salutation: The formal greeting that addresses the recipient, such as “Dear Mr. Smith.”
- What do you mean by Body in business letter?
Body: The main content of the letter, where the purpose and details are explained.
- What is Complimentary Close in business letter?
Complimentary Close: The formal closing phrase, such as “Sincerely” or “Best regards,” placed before the signature.
- Why we use Signature in business letter?
Signature: The handwritten or digital signature of the sender, placed after the closing.
- What is a purpose of Typed Name in business letter?
Typed Name: The sender’s full name typed out, usually placed below the signature for clarity.
- What are some non-essential parts of a business letter?
1) Reference line,
2) Attention line,
3) Subject line,
4) Personal notation,
5) Identification line,
6) Enclosure,
7) Cc,
8) Bcc,
9) PostScript (P.S.).
- What is the Reference Line in a business letter?
A line that provides a reference to a specific topic or subject related to the letter.
- What is the Attention Line in a business letter?
A line that directs the letter to a specific department or individual within the recipient’s organization.
- What is Personal Notation in a business letter?
A personal note added by the sender, often for internal communication or to indicate confidentiality.
- What is the Subject Line in a business letter?
A line that states the main topic or purpose of the letter, often written after the salutation or heading.
- What is an Enclosure in a business letter?
A note indicating that additional documents are included with the letter.
- What is Cc in a business letter?
“Carbon Copy,” indicating that copies of the letter are being sent to other recipients listed after Cc.
- What is Bcc in a business letter?
“Blind Carbon Copy,” indicating that copies are sent to other recipients without the primary recipient being aware.
- What is PostScript (P.S.) in a business letter?
An additional note or message added after the main content of the letter, usually following the signature.
- What are Indention Styles in business letter?
Indention Style: The way paragraphs are formatted in a letter, specifically how the first line of each paragraph is positioned relative to the left margin.
- What are some of the categories of indention style?
TYPES OF INDENTION STYLES:
1. Block Style
2. Semi-Block Style
3. Modified Block Style
- Define Block Style in business letters.
A format where all text is aligned to the left margin, with no paragraph indentations.
- Define Semi-Block Style in business letters.
A format where the first line of each paragraph is indented, with other elements aligned to the left margin.
- Define Modified Block Style in business letters.
A format where the date and closing are centered, while other text is left-aligned, and paragraphs are indented.
- What is “Open Punctuation” in business letters?
Omits punctuation after the salutation and closing for a cleaner look.
- What is “Closed Punctuation” in business letters?
Follows traditional punctuation rules, with commas after salutations and periods after closings.
- What is “Mixed Punctuation” in business letters?
Combines open and closed punctuation, typically with a comma after the salutation but no punctuation after the closing.
Punctuation
29. What is “Open Punctuation” in business letters?
Omits punctuation after the salutation and closing for a cleaner look.
- What is “Closed Punctuation” in business letters?
Follows traditional punctuation rules, with commas after salutations and periods after closings.
- What is “Mixed Punctuation” in business letters?
Combines open and closed punctuation, typically with a comma after the salutation but no punctuation after the closing.
- What is the significance of “Professional Appearance” in business letters?
Reflects the professionalism of the sender and the organization through neat formatting and presentation.
- What is the “Confidential Notation” in a business letter?
A note indicating that the letter is intended to be confidential.
- What is the typical font size used in business letters?
Usually between 10 to 12 points.
- What type of paper is typically used for business letters?
Standard-sized paper with a professional finish, like A4 or letter size.
