Business Correspondence: Principles, Formats and Email Etiquette Questions

Question 1

Define business correspondence.

Accepted Answer

Business correspondence is written communication (letters/emails) used to conduct business and maintain relationships.

Question 2

State one importance of written correspondence.

Accepted Answer

Written correspondence provides a permanent record and legal evidence.

Question 3

What is a subject line in email?

Accepted Answer

Subject line briefly states the purpose of an email.

Question 4

What is CC in email?

Accepted Answer

CC (carbon copy) is used to send a copy of email to additional recipients for information.

Question 5

What is BCC?

Accepted Answer

BCC (blind carbon copy) hides recipient addresses from other recipients to maintain privacy.

Question 6

State one principle of business correspondence.

Accepted Answer

Clarity is a principle of good business correspondence.

Question 7

List any three principles of effective business correspondence.

Accepted Answer

Clarity, conciseness, completeness, correctness, courtesy, concreteness and consideration are principles (any three).

Question 8

Differentiate between CC and BCC (any three points).

Accepted Answer

CC recipients are visible to all and used to inform others. BCC recipients are hidden from other recipients and used for privacy in bulk mails. CC is used for transparency; BCC prevents exposing email addresses.

Question 9

Write any three features of a good business email.

Accepted Answer

Clear subject line, purpose in first lines, concise message with bullets, polite tone, correct grammar and proper closing are features (any three).

Question 10

Explain full block letter format briefly.

Accepted Answer

In full block format, all parts of the letter (date, address, subject, paragraphs, closing) start from the left margin. It is simple and widely used in business.

Question 11

Write a short email requesting a quotation (outline).

Accepted Answer

Subject: Request for quotation – Office chairs
Dear Sir/Madam,
Please share your quotation for 50 office chairs including delivery and warranty details. Kindly send the quotation by 5 Jan 2026.
Regards,
Name

Question 12

State any three points of netiquette.

Accepted Answer

Use polite tone, avoid ALL CAPS, respect confidentiality, proofread before sending, and use CC/BCC appropriately (any three).

Question 13

Explain principles of effective business correspondence.

Accepted Answer

Principles of effective business correspondence ensure the message is understood correctly and creates goodwill.

Key principles:
1) Clarity: use simple words and avoid ambiguity.
2) Conciseness: be brief but complete.
3) Completeness: include all needed details (who/what/when/how).
4) Correctness: accurate facts and correct grammar.
5) Courtesy: polite and respectful tone.
6) Concreteness: specific information, avoid vagueness.
7) Consideration: focus on receiver’s needs and viewpoint.

Following these principles reduces misunderstanding, saves time and improves professional image.

Question 14

Explain parts of a business letter with proper format points.

Accepted Answer

A standard business letter contains the following parts:

1) Sender’s address/Letterhead
2) Date
3) Receiver’s address
4) Subject line (purpose of letter)
5) Salutation (Dear Sir/Madam)
6) Body:
   - opening (purpose)
   - main message/details
   - closing (action request)
7) Complimentary close (Yours faithfully/sincerely)
8) Signature and name/designation
9) Enclosures (if any)
10) CC (if any)

Proper format improves readability and creates a professional impression.

Question 15

Explain email etiquette in business communication.

Accepted Answer

Email etiquette means writing and sending emails professionally.

Key points:
- Use a clear subject line (purpose).
- Start with greeting and mention purpose in first 1–2 lines.
- Keep message concise; use bullets for multiple points.
- Maintain polite tone; avoid slang, sarcasm and ALL CAPS.
- Use CC only for those who need to be informed.
- Use BCC in bulk emails to protect privacy.
- Mention attachments in body and ensure they are attached.
- Proofread for spelling/grammar and verify recipients before sending.

Good email etiquette improves clarity, professionalism and avoids misunderstandings.

Business Correspondence: Principles, Formats and Email Etiquette

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