Answer to Question 1
Form letters are letters in which the same message is sent to many addressees. There are
various advantages of using form letters.
Using form letters saves time in planning, dictating, and transcribing.
Company representatives can respond more quickly to routine writing situations, and thus
the receiver gets an answer sooner.
The content quality will be better. Much time and thought can go into writing form letters.
Fewer errors will result because the spelling, punctuation, and grammar have to be approved
only once.
Form letters and paragraphs do not have to be retyped. They are simply selected and
printed.
Answer to Question 2
A written thank-you is required for:
Gifts: Business executives may receive gifts from suppliers and vendors. When they do,
courtesy demands that they write a thank-you note to the giver.
Hospitality: A business associate's hospitality is not to be taken for granted. Even if the
person is also an employee of your company, he or she still deserves a thank-you letter for
special hospitality.
Recommendations: Many businesses flourish almost solely on the basis of the
recommendations of clients, friends, suppliers, and other business associates. When
someone recommends you or your firm, he or she is doing you a special favora favor that
deserves a thank-you letter.
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