Self-Assessment Test

On a separate sheet of paper (A4) type a business letter using this model.

Case study

Look through this letter and analyze its structure. Name its main elements. Which parts are missing?

Blank & Co Ltd.

12 June 20__

Membrane Systems Ltd.

20 Wellesley Road

Cleveland, Ohio 4456

USA

Dear Sirs,

Some time ago we offered you home computers which are manufactured by our company. At that time you were interested but did not place orders. We are now able to offer you home computers on more favourable terms.

With this letter we enclose our current FOB price-list which quotes for orders under 500, under 1,500 and over 1,500 units. Transport packing is included in the price. If you require samples, we are prepared to supply them at the same price as for the orders between 500 and 1,500 machines. We feel sure that when you see our computers in operation, you will be pleased with the quality of our product.

If you need any further information, please contact us immediately.

Yours faithfully,

Writing/Presentation

Letterhead Company Name (and logo)AddressPhone/Fax numberE-mail (optional)

(2 blank lines after letterhead)

Current date The date may be written as month-day-year (US style) or day-month-year (UK style).

(4 blank lines)

Mr. /Ms. Name of person you are writing, title

Company name The inside address includes the recipient's name, title, company, and full address.
Address
City, Zip
Country (use only if writing to another country)

(2 blank lines)

(Salutation) Dear Mr. /Ms. Last Name: or… Dear Mr. /Ms. Last Name, The salutation is a greeting to the recipient. If you don’t know the name of the individual, address it to the individual’s title in the company or "Dear Sir/Madam".

(1 blank line if there is a subject; 2 blank lines if there is no subject)

Subject Line (Optional): Title of subject Indicates the subject or purpose of the letter. It may be also placed before the salutation.
(1 blank line)

Body Paragraph 1: Explain who you are and why you are writing this letter..................................................................
...........................................................................................................................................................
(1 blank line)

Body Paragraph 2: Use facts, details and experiences to support your opinion or request..............................................
...........................................................................................................................................................
(1 blank line)

Body Paragraph 3: Tell the reader what you want him to do or what you will do for him................................................
...........................................................................................................................................................
(1 blank line)

Short sentence: End your letter by saying something courteous to your reader.

(2 blank lines)

Sincerely, or... Sincerely yours, Capitalize only the first word in the complimentary close, and follow the phrase with a comma.

(3/4 blank lines) Your handwritten signature

Are the following statements True or False?

T	F
		1. With block format, all new paragraphs are indented.
		2. In business letters a salutation is generally followed by a comma or a colon.
		3. Business letters should be simple and easy to read.
		4. It is advisable to wait a day between writing and sending an important letter.
		5. The date on a business letter should appear after the salutation.
		6. An "Enclosure" note should appear below the typed name of the sender at the end of the letter.
		7. The first paragraph of a business letter should be comprised entirely of "small talk".
		8. Contact information generally appears in the closing paragraph of the letter.
		9. Identifying the audience is one of the first steps in planning a business letter.
		10. It is considered standard formatting to include the recipient's address before the salutation in a business letter.

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