TITLE: Business Letters Tags: Business Letters, Management, Business Organization, Organization Behavior, Business English Description: The test contains miscellaneous questions relating to framing Business Letters on a number of issues ranging from Price Quotation, letters of Complaints to Letters to Bank. An attempt has been made to provide the test takers with an insight into the logical arrangement of sentences in a letter, the rules of Grammar and the specific Vocabulary used in Letters. Thus, while answering these questions, care should be taken to fully understand the structure of the sentence, the Grammar, the Vocabulary besides clicking on the right option. Instructions: 1. The total number of questions is 20. 2. Each question has only one right answer. Click on the oval before the options to mark the right one. 3. The total time for attempting the test is 20 min 4. Each question carries 1 mark. Even if there are more than 1 blank to be filled in a question, the question still carries just 1 mark. Question Through this letter, we offer our _________ for being unable to cater to your requirements. Tags Vocabulary, Business Letters: Apology Level 4 Explanation Out of all the given options, ‘Option 1’ and ‘Option 4’ are grammatically incorrect. In formal business writing, the word “sorry” ‘Option 2’ is not acceptable. To express the feeling of remorse at not being able to deliver the promises, the word “apology” is better than “sorry”. Answers 1 Very much apologies 2 Sorry 3 Sincere apologies 4 Sincere sorry Question A: We have sent the samples by Courier. B: We really look forward to a healthy and fruitful relationship with your esteemed company. C: We thank you for taking out time to visit our premises. D: Kindly acknowledge the receipt of the same and send the Quality Reports at the earliest. Which of the following is the best way to arrange these sentences? Tags Business Letters: Asking for Feedback on Samples Level 4 Explanation The clue is to find the sentence that makes a good beginning and one that makes the best ending. The letter has to begin with either a “thanks” or an introduction of the topic. This eliminates sentence ‘D’ as the beginning of the letter. Sentence B seems more of an ending statement. There is exactly one option showing B as the last sentence, so it is better to check ‘Option 2’ and match the sequence AD. Answers 1 BACD 2 CADB 3 ABCD 4 CBAD Question The most suitable Salutation of a promotional Sales Letter addressed to multiple existing customers is: Tags Business Letters: Salutation Level 5 Explanation The objective of the letter decides the salutation. ‘Option 2’ and ‘Option 4’ are eliminated, as it has been given that the recipients are existing customers. ‘Option 3’ is very informal. ’Option 1’ stands out as it gives a personal touch to each customer. Answers 1 Dear Valued Customer 2 Dear Sir/Madam 3 Hi 4 Dear Recipient Question All of the following can be stated in a letter stating Price Quotation for an Order, EXCEPT: Tags Business Letters: Price Quotations for an Order Level 5 Explanation Price Quotation states the price per unit and the tax, the validity of the quotation, the delivery and payment details as well as credit terms. But “sales history of the company” have no role in a Price Quotation. Answers 1 Price per standard quantity 2 Time duration for which the quotation would be valid. 3 Taxes and other related Cess. 4 Terms of delivery of goods. 5 Sales history of the company 6 Terms and Conditions of Credit 7 Mode of payment Question Which of the following is NOT the correct way to state time for which a Price Quotation would be valid? Tags Business Letters: Price Quotation Time Validity Level 5 Explanation Option 3 is very vague as it does not state clearly when will the validity period start and end. Answers 1 The prices are applicable w.e.f. April 1, 2009 and are subject to revision after three months. 2 This quotation is valid only for a period of three months from the date of this letter. 3 The stated prices are effective for some time only after which they might be changed. 4 The prices are valid for three months from the date of this letter. Question A: Kindly acknowledge the receipt of the Cheque. B: Your letter containing information regarding pending bills has been duly received by us. C: Please find herewith a Cheque No. 601234 for Rupees Eighty Thousand dated Jan. 19th, 2009 drawn on State Bank of India. D: We are sending a cheque with the total amount of all bills due. In what order should the sentences in the letter be arranged? Tags Business Letters: Payment through Cheque/Check Level 5 Explanatio n The clue is to find out the opening sentence. Sentence A does not make a good beginning rather it is an apt closing. Option 4 has A as the closing sentence with the sequence DC. Answers 1 ABCD 2 CADB 3 DABC 4 BDCA Question We are in receipt of the documents sent by your bank. We _________ delivery of the goods from the port this morning and found that the goods were short by 50 packets. Tags Business Letters: Complaint about Shortage of goods (Parallelism in Tenses) Level 5 Explanation Answers The structure of the sentence has to be parallel. The verb “found” is in past tense, 2nd Form of the Verb; thus, the Subject’s Verb prior to it should be in the same form. So, “took” is the correct choice. 1 Are taking 2 Have taken 3 Taking 4 Took Question As the goods have been found properly packed in wooden cartons, we don’t suspect any kind of __________ during transit. Tags Business Letters: Complaint about Shortage of goods (Vocabulary) Level 5 Explanation The other options are not appropriate. “Corrupting” implies making someone dishonest, immoral, corrupt. “Disturbing” implies bothering someone or interrupting something. “Misusing” is making the wrong use of. So the best option is “Tampering” which is synonymous to damaging. Answers 1 Tampering 2 Corrupting 3 Disturbing 4 Misusing Question As there was no problem during transit, it seems to be the mistake of your packing department. Which of the following sentences best expresses the essential information given in this sentence. Tags Business Letters: Complaint about Shortage of goods (Paraphrasing) Level 5 Explanation Option 1 states the opposite of what is given in the statement. Option 2 is too blunt. Option 3 is too offensive. Clearly, option 4 is the correct answer. Answers 1 The transporter and not you are at fault. 2 You and not the transporter are at fault. 3 Please check your own departments rather than blaming others. 4 As evident, there was no fault on the part of the transporter, we request you to verify with your packing department. Question We request you to make the necessary arrangements _____ the provision ____ the goods _____ the earliest. Tags Business Letters: Complaint about Shortage of goods (Prepositions) Level 5 Explanation Certain words combine with specific prepositions. It’s always “make provisions for”, and “at the earliest”. Answers 1 With, for, at 2 For, of, at 3 To, of, from 4 For, for, with Question It is the first time when the goods dispatched by us have been found short. The matter is _________ close investigation and we will report the results as soon as possible. Tags Business Letters: Complaint about Shortage of goods (Prepositions) Level 4 Explanation Certain words combine with specific prepositions. It’s always “under supervision, investigation” Answers 1 Of 2 For 3 Under 4 In Question We request you to immediately make arrangements for the settlement of our account as the credit period of three months has already ____________. Tags Business Letters: Request for Payment (Vocabulary) Level 5 Explanation “Over” should be preceded by “been”, so it’s eliminated. “Finished” and “Completed” are informal and less appropriate than “Elapsed” to be used with a period of time. Answers 1 Over 2 Finished 3 Completed 4 Elapsed Question We are in dire need of funds and your unexpected delay in payments has ___________ our working capital cycle. Tags Business Letters: Payment Reminder (Vocabulary) Level 5 Explanation Normally, a process is “Disrupted”. The word “Ruined” is used with destroying something. The word “Hindered” is used with blocking a process or movement. The word “Stopped” is totally inappropriate. Option 1 and Option 3 are very close but because there is “a dire need “ a stronger word that matches is “Disrupted” Answers 1 Disrupted 2 Ruined 3 Hindered 4 Stopped Question We would like to inform you that due to some departmental transfers, Mr. S.Khanna will _________ Mr. P. Vohra as our company’s sales representative. Tags Business Letters: Conveying Information (Vocabulary) Level 5 Explanation The first two options are completely inappropriate. There is a close choice between “replace” and “take over”. The latter is used for assuming control of an organization and is sometimes used in a negative sense. Hence, the answer is “replace”. Answers 1 Instead of 2 Carry on 3 Replace 4 Take over Question The substantial loss suffered this quarter by our company can be __________ to the off-season distress sale undertaken by our vendors. Tags Business Letters: Reporting Losses (Vocabulary) Level 5 Explanation “Appropriated” implies keeping an amount for own or particular use. “Approximated” is providing an estimate or be somewhat similar to something. “Accumulated” implies collecting a large amount of something. The word “attributed” itself means ascribing a cause to something. Answers 1 Attributed 2 Appropriated 3 Approximated 4 Accumulated Question We request you to kindly consider the ________ to get a coffee machine put up in our branch. Tags Business letters: Request for Provision of Coffee-machine (Vocabulary) Level 4 Explanation “An option” implies having two or more things to consider from. Matching with “consider”, the word “chance” is ruled out. “installation” is an appealing answer but when it’s fit into the sentence, it doesn’t go with “to get a ….”. there is a close choice between “work” and “proposal” but had the main work of the business been to put coffee machines, the word “work” would be the correct answer. Hence, the correct answer is “proposal”. Answers 1 Option 2 Proposal 3 Work 4 Chance 5 Installation Question The employees working during the night shift often complain about the ________ of beverages. Tags Business letters: Request for Provision of Coffee-machine (Vocabulary) Level 5 Explanation The word “missing” is ruled out. The other three are very close. ”Lack” and “Shortage” both signify an absence or dearth of some specific amount or quantity. In this sentence there are no beverages at all. Therefore the correct answer is “unavailability”. Answers 1 Lack 2 Missing 3 Unavailability 4 Shortage Question Moreover, the quantity of coffee served by the vendor during the day is not ________ for everyone. Tags Business letters: Request for Provision of Coffee-machine (Vocabulary) Level 4 Explanation Such questions need to be attempted very carefully because of the “not” given in the statement itself. The negative answer choices have to be eliminated. Out of “sufficient” and “complete” the former means “enough” and fits in perfectly. Answers 1 Insufficient 2 Sufficient 3 Complete 4 Incomplete Question The installation of the machine would further __________ the monthly expense incurred towards the vendor. Tags Business letters: Request for Provision of Coffee-machine (Vocabulary) Level 5 Explanation The theme of the sentence is that the expense can be avoided or would become unnecessary. The words “nullify” and “obviate” are close options; but the former means to make something legally ineffective. Hence, the correct answer is “obviate”. Answers 1 Simplify 2 Obligate 3 Nullify 4 Obviate Question Kindly arrange for the ________ of a copy of the Challan Inward so that we are able to receive goods in the State of Haryana. Tags Business Letters: Request for Challan Inward (Vocabulary) Level 5 Explanation Documents are always “issued” from one party to the other. “able to receive goods..” rules out “cancellation”, and the options “signing” and “management” change the meaning of the sentence. Answers 1 Issue 2 Cancellation 3 Signing 4 Management