Formatting & Layout
What is the recommended top margin for a business letter?
Two inches
What is the first component of a business letter?
The heading
What is a cover letter?
A letter that accompanies documents, summarizes content, and prepares the reader for what’s to come.
What is one common mistake to avoid when writing a business letter?
Spelling and grammar, unclear language or being negative
Why is a professional tone important in a business letter?
It ensures the letter is taken seriously.
What are the margins for the remaining sides (left, right, and bottom) of a business letter?
One inch on each side
What two pieces of information are typically included in the heading?
The sender’s address and the date
What is the primary purpose of an inquiry letter?
To request information about products or services.
What is the typical word count range for a business letter?
Between 100 to 150 words
What type of language should be used in business letters?
Simple, clear, and formal language.
Which font styles are suggested for a business letter?
Arial or Times New Roman
What is the inside address?
The recipient’s full name, company name, and full address
What is a request letter designed to do?
To make specific demands or requests in writing
Why is it important to include detailed descriptions when placing orders in a business letter?
To ensure clarity regarding the items, payment, and transportation details
What is one key strategy for maintaining a consistent tone throughout a business letter?
Using formal, clear, and courteous language consistently across the entire letter
What font size is recommended for a business letter?
12pt
How is the salutation formatted in a business letter?
It is left-aligned, and typically begins with “Dear [Name],” or “To Whom It May Concern” if the name is unknown
What is the main goal of a sales letter?
To persuade the reader to purchase products or services
Why should simple and clear language be used in a business letter?
To ensure the message is easily understood and maintains a professional tone.
How does clear language impact the effectiveness of a business letter?
It ensures the message is easily understood by the recipient
How should the spacing be set throughout a business letter?
Single-spaced throughout
What are all the key components of a business letter?
Heading, Inside Address, Salutation, Body, Closing, and Signature Block
What is a relation letter used for?
To communicate both positive and negative news while maintaining friendly relations
Why should a business letter avoid overly industry terms?
To ensure clarity for all readers, including those who may not be familiar with specialized terms
List three best practices from the presentation that contribute to writing an effective business letter.
Use clear and simple language, use appropriate language, and avoid slang and abbreviations.