Deck 6: Message Formats

Question 1

The complimentary close Respectfully is too formal to use with the salutation Dear Rob.

Answer 1

True

Question 2

In a personal business letter, the date is keyed directly below the writer's return address.

Answer 2

True

Question 3

Letterhead stationery should be used for all pages of a letter.

Answer 3

False

Question 4

Mixed punctuation means the salutation is followed by a colon, and the complimentary close has no punctuation.

Question 5

The spacing used for the body of a memo is the same as that used in a full-block letter.

Question 6

Which of the following items is not considered to be a standard letter part?

A) Complimentary close
B) Enclosure notation
C) Heading
D) Reference initials

Question 7

An enclosure notation alerts the receiver that something has been included with the letter.

Question 8

Using a greeting before and a signature after the text of an e-mail message is a function of style, not a format requirement.

Question 9

The trend in business writing is to place the receiver's name in an attention line rather than keying it as the first line of the inside address.

Question 10

REGISTERED MAIL is an addressee notation.

Question 11

The notation bcc stands for business courtesy copy.

Question 12

The difference between executive letterhead stationery and standard letterhead stationery is the quality of the paper.

Question 13

The impression a message makes is based solely on its content.

Question 14

Organizations select 20-pound bond for letterhead stationery not only because it looks good but also because it is durable.

Question 15

A letter may be used for formal communication between an organization and its employees.

Question 16

Addressee and delivery notations are placed on an envelope, but not on a letter.

Question 17

Although the language in which a letter is written may vary from country to country, the formats used for letter are standard worldwide.

Question 18

A subject line is considered part of the letter body.

Question 19

A postscript may be keyed or handwritten.

Question 20

The color and quality of the paper used for an envelope should match that used for the letter.

Question 21

Aaron Rodriguez, who owns a small home-based carpet cleaning business, has decided to create a letterhead he can print on his home computer.Name two items Aaron must include in his letterhead and three items he could include.

Question 22

Which of the following statements about letterhead stationery is incorrect?

A) It should not extend beyond the top two inches of the page.
B) It may be professionally printed or created with computer software and a printer.
C) Only contact information should be included in a letterhead.
D) Some letterhead information can be printed at the bottom of the sheet.

Question 23

Name three circumstances in which a writer might choose to use the simplified letter format.

Question 24

The letter format in which a subject line is standard rather than supplementary is the:

A) full block format.
B) modified block format.
C) modified block format with indented paragraphs.
D) simplified format.

Question 25

When a message extends to two or more pages,

A) key the receiver's name, the page number, and the date starting one inch from the top edge of the paper.
B) place the heading items two inches from the top of the sheet.
C) the text begins on line 7.
D) repeat the inside address and the date as shown on the first page of the document.
E) use letterhead, and place the date two inches from the top edge of the paper.

Question 26

Margo Clark keyed a letter written by Bill Ramkin and signed by D'Wayne Bullock.Which of the following sets of reference initials best represents this situation?

A) BR:mc
B) DB/mc
C) DB/BR:mc
D) mc

Question 27

Lynn Wymann, finance director at Savannah Power, wants to let those who reads the letters he writes know that he is male.Prepare a signature block that accomplishes Lynn's purpose.

Question 28

If less than a full paragraph of letter text can be carried to a continuation page, the writer should:

A) choose a larger font and use wider margins.
B) revise the message to fit on one page.
C) select a smaller font.
D) use narrower margins.

Question 29

Francine Ulzer is responding to a letter from R.G.Kelner, a representative of the Department of Revenue for her state. Francine doesn't know whether R.G.is a man or a woman.Assuming Francine is using the full block letter style, what salutation should she use in her letter?

Question 30

A writer may use street abbreviations (e.g., St.for Street)within an inside address when:

A) abbreviating the word will create a balanced display.
B) correspondence from the receiver uses such abbreviations.
C) the writer is confident the receiver will understand the abbreviation.
D) the writer is in a hurry.

Question 31

List and explain the four factors to be considered when selecting stationery.

Question 32

What are the features of a "picture-perfect letter"?

Question 33

Which of the following salutations works best in a letter addressed to the attention of Barb Colby, the Marketing Manager at Jeckyl Manufacturing Company?

A) Dear Barb:
B) Dear Ms. Colby:
C) Ladies and Gentlemen:
D) To Whom it May Concern:

Question 34

How does the format of a letter prepared in modified block letter style differ from one prepared in full block letter style?

Question 35

Ruthann Rodgers is writing a personal business letter to her bank.Which of the following represents the correct format for the heading of her letter?

A) August 6, 2011
1234 Avenue C
Denver, CO 75926-3882
B) Ruthann Rodgers
1234 Avenue C
Denver, CO 75926-3882
August 6, 2011
C) 1234 Avenue C
Denver, CO 75926-3882
August 6, 2011
D) August 6, 2011
Ruthann Rodgers
1234 Avenue C
Denver, CO 75926-3882

Question 36

Prepare a continuation page heading for a letter addressed to:
Arlene D'Nucci
Customer Service Representative
Plains Department Store
235 West Overton Highway
Kansas City, MO 51230-4235
Dear Ms.D'Nucci:

Question 37

Why should a message sender proofread internal e-mail for content AND mechanics (spelling, punctuation, grammar)?

Question 38

Name and describe the two punctuation styles used in letters.

Question 39

Which of the following date displays is correct for a business letter?

A) 03/06/2011
B) 12 Oct. 2011
C) 2011 January 07
D) May 16, 2011