LO 1

Question 1

What is the proper format for a business letter heading?

Answer 1

Include the reference initials, date, and inside address with the town/city in capital letters.

Question 2

How should the salutation be formatted in a business letter?

Answer 2

Use “Dear [Title] [Last Name]” (e.g., “Dear Mr. Smith”). If the person’s name is unknown, use “Dear Sir/Madam.”

Question 3

What is the difference between “Yours sincerely” and “Yours faithfully” in a letter?

Answer 3

Use “Yours sincerely” if the salutation uses the person’s name. Use “Yours faithfully” if the salutation is generic, like “Dear Sir/Madam.”

Question 4

How should enclosures be indicated in a business letter?

Answer 4

Type “Enc” at the left margin. If there are multiple enclosures, indicate the number (e.g., “Encs 4”).

Question 5

What is an attention line in a business letter?

Answer 5

It directs the letter to a specific person within a company, placed after the date and before the address block.

Question 6

What is the house style for the font in business letters?

Answer 6

Arial 12, with single line spacing and no spaces before or after paragraphs.

Question 7

What is meant by “open punctuation” in business letters?

Answer 7

No punctuation is used at the beginning and end of the letter (e.g., no commas after the salutation or closing).

Question 8

What is the recommended line spacing for the house style?

Answer 8

Single line spacing with no spaces before or after paragraphs.

Question 9

How many spaces should follow a full stop according to house style?

Answer 9

Two spaces after a full stop.

Question 10

How should dates be formatted in business documents?

Answer 10

Dates should be typed in full, e.g., “15 August 2024” (not “15/08/2024”).

Question 11

When should numbers be typed in figures instead of words?

Answer 11

All numbers except “one” are usually typed in figures unless they begin a sentence.

Question 12

What is the rule for using capital letters in business writing?

Answer 12

Use capital initials for proper nouns, names of organizations, and at the beginning of sentences.

Question 13

How should time be expressed in business documents?

Answer 13

Use the 24-hour clock format without punctuation, e.g., “0900 hours.”

Question 14

What is the guideline for hyphen and dash usage?

Answer 14

Use a hyphen for ranges and word splits (e.g., “part-time”), and a dash for separating clauses with spaces on both sides.

Question 15

How should symbols and foreign characters be inserted in Word?

Answer 15

Use the “Insert” tab and the “Symbol” button to select symbols not found on the keyboard.

Question 16

What is the purpose of an agenda in a meeting?

Answer 16

To outline the order of business and topics that will be discussed during the meeting.

Question 17

What should be included in the minutes of a meeting?

Answer 17

A brief record of discussions, decisions taken, attendees, apologies, and the date and place of the next meeting.

Question 18

How should meeting minutes be written?

Answer 18

In the third person and past tense, e.g., “Miss Smith reported…”

Question 19

What is an action minute?

Answer 19

A record focusing on future actions rather than past discussions, indicating who is responsible for each task.

Question 20

How should an itinerary be formatted?

Answer 20

Include the date, time, event, and details (e.g., meeting location and contact information) using a table layout without borders.

Question 21

What clock format should be used in itineraries?

Answer 21

The 24-hour clock.

Question 22

What errors can still make a document acceptable as mailable copy?

Answer 22

Consistent spacing, reduced signature space for fitting one page, minor punctuation, and consistent number formatting errors.

Question 23

What proofreading tips ensure accuracy in business documents?

Answer 23

Read aloud, focus on spelling, punctuation, and grammar separately, and use a dictionary for uncertain words.

Question 24

What is subject-verb agreement?

Answer 24

The subject and verb must agree in number; singular subjects take singular verbs, and plural subjects take plural verbs.