Quiz 2

• It is a formal written communication used in professional settings for various purposes such as conveying information, making inquiries, requesting action, or addressing issues.

  Business Letter
• What is the term business letters are sometimes jokingly referred to?

  snail mail
• What are the basic elements of a business letter?

  sender's address, date, recipient's/inside address, salutation, body, closing/signature, enclosures
• Optimally, you'll want to have a printed company letterhead.

  Sender's Address
• Whoever receives the letter needs to know when the letter was written. It's best to use a standard US format.

  Date
• Include the _________ _______ so that you have the information readily available for printing out the envelope.

  Recipient's/Inside Address
• Find out the name of the person who should receive the letter.

  Salutation
• Time is money in the business world, so get down to business and quickly make your case or communicate your message.

  Body
• Stick with a more formal closing such as “Sincerely” or “Thank you.” You should only capitalize the first word of the closing.

  Closing/Signature
• If there are additional items to enclose with the letter, it’s best to list them, so that the recipient remembers what was included with the letter.

  Enclosures
• Quickly and clearly state the purpose of the letter

  First paragraph
• Provide the empirical evidence or persuasion to back up the point made in the first paragraph.

  Second paragraph
• Repeat the main point of the letter and then close with a call to action.

  Third/fourth paragraph
• It is the most common layout of a business letter, the entire letter is left justified and single-spaced except for a double space between paragraphs.

  Block Format
• In this type, the body of the letter and the sender's and recipient's addresses are left justified and single-spaced. However, for the date and closing, tab to the center point and begin to type.

  Modified Block Format
• The final, and least used style. It is much like the modified block style except that each paragraph is indented instead of left justified.

  Semi-Block
• The language used in the business letter must be clear. It helps the receiver to understand the message immediately, easily, and clearly.

  Clear
• The language used in the business letter must be simple and easy.

  Simple
• The message written in the letter must be concise and to the point.

  Concise
• The message is written must be concrete and specific.

  Concrete
• Accuracy generally means no error in grammar, spelling, punctuations, etc.


  Accuracy
• The message must be in a logical way for the clear understanding of the message. The flow of the message must be consistent.

  Coherent
• It helps the reader to know about the issue and the solution to be taken. It should provide all the necessary information

  Complete
• The letter should only contain important information. Irrelevant information should not be included and avoided in any business communication.

  Relevance
• The language used in the business letter must be courteous.

  Courteous
• A business letter must be neatly typed or handwritten. Proper spacing, indention, and use of paragraph should be used.

  Neatness
• An A4 paper is the most used paper for writing a business letter.

  Size of the Paper
• One must use good quality paper for original copy.

  Quality of the Paper
• Sometimes it is very useful to use the different color of paper for different types of letter. The receiver can clearly understand the intention and the purpose of the letter by its color.

  The Color of the Paper
• One must fold the letter properly and uniformly.

  Folding of Letter
• The envelope used must be of good quality. Special attention must be given to the size of the envelope for fitting the letter.

  Envelope
• It is commonly referred to as a memo, is a written message used for communication within an organization.

  Memorandum
• Memos are brief and to the point, usually limited to one or two pages.

  Conciseness
• While memos are less formal than official letters or reports, they still maintain a level of professionalism appropriate for business communication.

  Formality
• Memos typically consist of distinct sections such as a heading (including the "To," "From," "Date," and "Subject" lines), the body of the message, and sometimes attachments or enclosures

  Clear Structure
• Memos serve specific purposes, such as conveying information, making requests, providing updates, or outlining plans or procedures.

  Purposeful Content
• Memos are usually directed to a specific audience within the organization, such as a department, team, or individual.

  Audience Specific
• Memos provide a written record of communication within the organization, facilitating accountability and clarity.

  Documented Communication
• Elements of a Memorandum

  Heading, Body, Attachments
• The heading of a memorandum typically includes the following information:

  date, to, from, subject