Email
Letters
Memos
Structure
PAIBOC
100

Is "Hey, John" an acceptable way to start a company email to a client you have known for years?

No.

100

True or False: You shouldn't put your name in the header of a business letter.

True - just put your company's address.

100

True or False: Memos often have section headings or titles

True

100

At its most basic, how is a direct structure different from an indirect structure? Give a simple example.

A direct structure "gets to the point" sooner. It will ask the favour, or give the bad news near the beginning instead of near the end.

100

When doing a PAIBOC analysis, your purpose can be:

something you want the reader to know

something you want the reader to think

and/or something you want your reader to . . . . ?

do

200
What are two qualities of a good subject line for an email?
Specific; not too long (3 - 8 words)
200

How many spaces follow the date in a business letter (the next line is the receiver's name and/or company address)?

2

200

True or False:Memos are usually only one page.

True - Bonus points = What's the exception?

200

What do the A, B, D, and C stand for in ABDC structure?

Action opening, Background, Details, and action Closing.

200

Sometimes you want to "downplay" information in a message. What does "downplay" mean?

make something appear less important than it is; not talk about it too much

300

After the closing of an email (eg: Sincerely) what punctuation should ALWAYS be used?

A comma (,)

300
In a business letter, if you want to start a new paragraph, what should you do (in terms or format or layout)? What shouldn't you do?
Leave a space, but no not indent.
300

What's the best closing for a Memo:

a) Thanks,

b) Best,

c) (no closing)

d) Get back to work!

c) (no closing)

300
Name one exception (discussed in class) to the Action opening rule - one situation where a different kind of opening is preferred?
An invitation, or using a rhetorical question to generate interest (Have you ever wanted to be on jeopardy?).
300

What should you think of for the "benefits" section of the PAIBOC: benefits for the writer or benefits for the reader?

benefits for the reader - give them a reason to agree with you

400
1. Give 3 examples of things to put in an email signature block.

2. Should you include your email address?

1. Full name; job title; company address; phone numbers; company logo; company or personal catch phrase.

2. No.

400
What do you call a "follow-up letter where the answer is 'no'"?
a negative adjustment letter
400
What four components go in the header of a Memo?
To:

From:

Date:

Subject:

400
How can you "establish a YOU perspective"?
Write from the reader's point of view; mention things they want/are doing; use "you" instead of "I".
400

Why should you think of "objections" the reader might have to your message?

So that you can address them BEFORE the reader makes them.

500
What is CC and why should you use it?
CC stands for Carbon Copy. It means you can send a copy of the email to "extra" people who are not the main readers. Bonus = what's BCC and why should you use it?
500
If you are sending another document along with your letter (eg: an invoice) how should you indicate this in the letter? Be specific about placement and formatting.
Leave two spaces after your name, then type the word Enclosed (or the abbreviation Encl.) flush with the left margin, hit Tab, and write the name of the document you will attach.
500
What's the same about everyone who receives a (specific) Memo?
They all work at the same company as the writer (memos are internal only).
500

In an ABDC structure, what are both B and D used for? How are they different?

Both are used to help the reader understand better, and to persuade the reader. Background is usually what has happened about the situation in the past, while Details is about the situation now.

500

What does PAIBOC stand for?

Purpose; Audience analysis; Information; Benefits; Objections; Context

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