CLBPT Writing Formal Letters or Summaries 2 — Questions and Answers
Question 1: What is the correct order of elements in a formal business letter?
- Body, greeting, date, closing, address
- Date, recipient's address, greeting, body, closing, signature (Correct answer)
- Greeting, body, date, address, closing
- Signature, body, greeting, date, address
Correct answer: Date, recipient's address, greeting, body, closing, signature
Standard format: date, recipient's address, greeting, body, closing, signature.
Canadian business letter format follows: date, recipient's address, greeting (salutation), body, closing, and signature. This conventional format is expected in professional correspondence.
Question 2: Which greeting is most appropriate for a formal letter when you do not know the recipient's name?
- Hey there,
- To Whom It May Concern: (Correct answer)
- Hi Government Office,
- Dear Friend,
Correct answer: To Whom It May Concern:
'To Whom It May Concern' is the standard formal greeting when the recipient is unknown.
When writing without a specific contact name, 'To Whom It May Concern' is the accepted formal greeting. 'Dear Sir or Madam' is also acceptable.
Question 3: You need to summarize a 500-word article in 100 words. Which approach is correct?
- Copy the first 100 words
- Identify main ideas and key points, then write them in your own words (Correct answer)
- Include every detail in shortened form
- Add your personal opinions to fill the word count
Correct answer: Identify main ideas and key points, then write them in your own words
Effective summarising involves identifying main ideas and paraphrasing them concisely.
Summary writing requires identifying main ideas, paraphrasing, and conciseness. Copying is plagiarism. Including every detail defeats the purpose. Personal opinions change it from summary to response.
Question 4: Which closing paragraph is most appropriate for a formal letter requesting college information?
- Thanks! Talk to you later!
- I would appreciate receiving a program brochure and application form. Please contact me if you require additional information. Thank you for your time. (Correct answer)
- Send me everything you have about your school.
- I guess I'm interested in your school, maybe.
Correct answer: I would appreciate receiving a program brochure and application form. Please contact me if you require additional information. Thank you for your time.
This closing makes a specific request, provides facilitation, and thanks the recipient.
The closing paragraph should clearly state the request, make it easy for the recipient to respond, and express gratitude.
Question 5: When summarising a meeting, which information should be EXCLUDED?
- Decisions that were made
- Action items assigned to people
- What the office temperature felt like (Correct answer)
- Deadlines agreed upon
Correct answer: What the office temperature felt like
Meeting summaries should include decisions, action items, and deadlines — not irrelevant details like temperature.
Essential elements include decisions, action items, deadlines, and key discussion points. Environmental details are irrelevant.
Question 6: A formal letter of complaint should include which elements?
- Insults directed at the company
- A specific description of the problem, supporting details, and a requested resolution (Correct answer)
- Vague descriptions of dissatisfaction
- Threats of legal action in the opening
Correct answer: A specific description of the problem, supporting details, and a requested resolution
An effective complaint letter describes the problem, provides evidence, and states the expected resolution.
Formal complaint letters identify the problem specifically, provide supporting details, and request a specific resolution. Insults, vagueness, and premature threats are counterproductive.
CLBPT Writing Formal Letters or Summaries 2
What is the correct order of elements in a formal business letter?