Professional Tone
What is the term for language that is polite, respectful, and appropriate for business readers?
Professional or formal tone.
In a standard business block letter, where is the sender’s address placed?
At the top of the letter (sender’s address) or in letterhead; in block format it appears flush left at the top.
In block letter format, how should paragraphs be aligned?
Left-aligned (flush left) with no paragraph indentation in block format.
What is a common professional closing for a business letter (e.g., a one or two-word phrase)?
“Sincerely” (or “Best regards”).
What does the acronym “C.O.P.S.” stand for when checking written work? (If not familiar, give a simple 4-step checklist for proofreading business writing.)
C.O.P.S. acronym: Check: Capitalization, Organization, Punctuation, and Spelling
Give one example of informal phrasing that should be replaced in business writing and a professional alternative.
Example: Replace “Hey” or “You guys” with “Hello” or “Team” / Replace “I think” with “I recommend” (depending on context).
Name the part of the letter that contains the main reason for writing; this part starts the message after the salutation.
The body (opening paragraph is where the main reason is stated).
What is the typical line spacing used inside the body of a professional block letter?
Single spacing within paragraphs, double spacing between paragraphs (or one blank line).
If you include an attachment with a letter, what notation is placed below the signature block?
“Enclosure:” or “Attachment:” below the signature block.
Give two strategies to simplify complex sentences in business writing.
Strategies: Break long sentences into two; replace nominalizations with verbs; remove unnecessary words and jargon.
Describe why using passive voice can weaken a business message. Provide a brief example converting passive to active voice.
Passive voice hides the actor and can make sentences vague; Passive: “The report was submitted.” Active: “Maria submitted the report.”
What is a subject line and where is it placed in the block letter format?
A brief line summarizing the letter’s topic; placed between salutation and body or above the salutation in some formats (commonly after the salutation in block letters when used).
State two reasons why consistency in fonts and margins is important in business documents.
Consistency ensures readability and professionalism; it prevents distraction and supports brand identity.
Explain the difference between “Sincerely” and “Regards” in tone and when to use each.
“Sincerely” is more formal and traditional for professional correspondence; “Regards” is slightly less formal and can be used for everyday business emails.
What is the purpose of the topic sentence in each paragraph of a business letter?
The topic sentence states the main idea of the paragraph and guides the reader; it orients the paragraph’s content to the letter’s purpose.
When is it acceptable to use first person (I, we) in business correspondence? Give one clear example.
Acceptable when stating actions, responsibilities, or decisions; e.g., “I am writing to request…” or “We will implement the change on June 1.”
Identify and define the purpose of the inside address.
The inside address is the recipient’s name, title, and address; it identifies who will receive the letter and ensures proper delivery and record-keeping.
What is the standard margin size often used in professional letters? (Accept a common standard.)
Common standard: 1 inch margins on all sides.
How should the writer indicate there are multiple enclosures listed? Provide the label and where it goes.
Use “Enclosures:” or “Enclosure(s):” followed by a list; placed two lines below the typed name/signature block.
Identify three common business-writing errors and how to fix each one.
Errors: (1) Run-on or comma splice — fix by splitting or using proper conjunctions/ punctuation; (2) Incorrect tone — adjust word choice and formality; (3) Missing or incorrect dates/names — verify facts and update.
Explain how audience analysis (who the audience is) affects tone. List three audience factors a writer should consider and one tone change for each.
Audience factors: (1) Role/title (affects level of formality) — use more formal language for executives; (2) Knowledge level (use less jargon for novices); (3) Relationship (former client vs. colleague) — adjust friendliness and detail.
List all standard parts of a block letter in the correct order (from top to bottom).
Typical order: Sender’s address (or letterhead), date, inside address, salutation, body (opening, middle, closing), complimentary close, signature block (typed name and title), enclosure notation and copies as needed.
Describe how to format a multi-paragraph block letter so it remains visually easy to read (mention paragraph spacing, alignment, and indentation rules for this format).
Use single-spaced paragraphs with a blank line between paragraphs, left-align all text, avoid indentation in block format, maintain consistent font size and style, and use clear headings or subject lines if needed.
Provide a short, appropriate closing paragraph for a complaint response letter that maintains a professional, solution-focused tone.
Example closing paragraph: “Thank you for bringing this to our attention. We apologize for the inconvenience and will resolve the issue by [specific action]. Please contact me if you have further concerns.” Then closing and signature.
Provide a step-by-step checklist (5 steps) for finalizing a business block letter before sending it.
Checklist:
1) Verify recipient name, title, and address;
2) Confirm date and subject line;
3) Read for clarity and conciseness;
4) Check grammar, punctuation, and spelling;
5) Ensure enclosures and copies are noted and attached.