PREFINALS - LESSON 3

Question 1

_____ may be the quick and convenient way to relay daily business messages, but the _____________ is still the preferred way to convey important information

Answer 1

E-mail
printed business letter

Question 2

The most widely used format for business letters is_______ where the text of the entire letter is _____ . The text is _____ spaced, except for double spaces between paragraphs. Typically margins are about ____ (25.4 mm) on all sides of the document.

Answer 2

“block style”
justified left
single
1 inch

Question 3

when writing a business letter what format should you use when writing the date

Answer 3

month, day, year format, e.g., March 3, 20xx or 3 March 20xx

Question 4

It is a good idea to include _______, if available. Don’t include this information if it’s already incorporated into the letterhead design. This will allow customers to find your business more quickly.

Answer 4

sender’s email and url

Question 5

when writing a business letter Salutation: Be sure to use a _____ at the end of the name, not a comma as in personal letters

Answer 5

colon

Question 6

in this part of the business letter you State why you are writing. Establish any connection/mutual relationship up front. Outline the solution, providing proof in the way of examples and expert opinions. Group related information into paragraphs

Answer 6

Body Text

Question 7

use Use full name. Mr./Ms. is optional when writing this part of the letter

Answer 7

Inside Address

Question 8

State what the reader needs to do and what you will do to follow up

Answer 8

Closing “Call to Action

Question 9

Sign your letter in blue or black ink

Answer 9

Signature Block

Question 10

Use if you are sending a copy to additional person(s)

Answer 10

Carbon Copy

Question 11

Save casual, chatty language for email - your printed business letter should be friendly but more professional. As Scott Ober suggests in his book Contemporary Business Communication, “The business writer should strive for an overall tone that is confident, courteous, and sincere; that uses emphasis and subordination appropriately.”

Answer 11

Use a professional tone

Question 12

State your point early in your letter. To avoid any miscommunications, use straightforward, concise language. Skip the industry jargon and instead choose lively, active words to hold your reader’s attention.

Answer 12

Write clearly

Question 13

Group related information into separate paragraphs. In a long, information-packed letter, consider organizing information into sections with subheads

Answer 13

Organize your information logically

Question 14

Establish a positive relationship with your reader right away. If you have a connection to the reader.

Answer 14

Be persuasive

Question 15

well enough to anticipate how he or she will react when reading your letter. Address his or her needs or wishes, or a specific problem, and then outline your solution.

Answer 15

Understand your reader

Question 16

State clearly what your reader needs to do or believe to achieve the desired solution and then state what you, the writer, intend to do next to follow up.

Answer 16

Conclude your letter with a “call to action.“

Question 17

All your careful crafting and printing can’t cover up spelling or punctuation errors, which might leave a bad impression

Answer 17

Proofread your letter

Question 18

is a short document used to transmit information within an organization. Memos are characterized by being brief, direct, and easy to navigate.

Answer 18

A business memo

Question 19

Often, the purpose of a business memo is twofold:

Answer 19

to identify a problem and propose a solution
memos may provide or request factual information.