Deck 4: E-Mails, Messages, Texts, Social Media, Memos, Letters and Other Daily Writing

Question 1

Important: Need Help with Report Problem is an example of an effective e-mail subject line.

Answer 1

False

Question 2

Anything included in the subject line of a memo or e-mail does not have to be repeated in the body.

Answer 2

False

Question 3

Headings and bulleted lists help improve the readability of messages and can shorten reading time.

Answer 3

True

Question 4

The major difference between text messaging and instant messaging is that instant messaging takes place in real time.

Question 5

If a message is an extremely important one, consider having a colleague critique it during Phase 3 of the writing process.

Question 6

Successful business communicators know that e-mail is a simple, private communication system.

Question 7

Making a phone call is the preferred channel for communicating outside an organization.

Question 8

Using all capital letters when writing an e-mail is the best way to emphasize your main point.

Question 9

When writing a memo or an e-mail message, put any deadlines or action information in the opening so that they won't be missed.

Question 10

E-mails are usually the best way to communicate with someone when you want to avoid face-to-face contact.

Question 11

Never send a long document as an e-mail attachment.

Question 12

Which of the following is the most effective closing sentence for a memo or e-mail message making a request?

A)Please send me the final draft of the proposal.
B)Send me the final draft of the proposal by September 3.
C)Please send me the final draft of the proposal by September 3.
D)Send me the final draft of the proposal as soon as possible.

Question 13

E-mails can be used for various types of messages including difficult and confidential information.

Question 14

You need to send a customer a formal quotation that includes prices and other details about an order. The quotation must include an original signature. A business letter would be the best channel to use for this message.

Question 15

Every message you send displays your writing skills, including those using newer communication channels.

Question 16

To be most helpful, the subject line of an e-mail message should be a short, complete sentence.

Question 17

When you send an e-mail, you don't need to worry because today's computers will correct any errors you make when entering the recipient's address.

Question 18

When items in a numbered or bulleted list are parallel, they are balanced grammatically.

Question 19

Which one of the following would be the best subject line for an e-mail or memo?

A)I need to change my order of July 6
B)Please change my July 6 order to add 12 cases of EarthFriendly white letter-size paper, cat.# X629
C)UPDATE
D)CHANGE TO ORDER #7490832

Question 20

If someone sends you an e-mail that angers you, you should respond immediately to set the record straight.

Question 21

You work as a sales associate for a supplier of office equipment. You have just finished visiting one client and are in your car preparing to travel to your next appointment. Before you start driving, you realize that you don't have the client's address in your BlackBerry. You decide to contact Jim, your supervisor, who is at the office and can find the address quickly. Which of the following would likely be the best way to contact Jim?

A)Create an e-mail.
B)Create a text message.
C)Create a podcast.
D)Create a wiki.

Question 22

Which of the following salutations is most appropriate for a potential employer?

A)Jennifer,
B)Dear Ms.Jennifer Morimoto,
C)Hi,
D)Hello,

Question 23

You have several questions for a colleague who works for your organization in a branch office in another province. You would like to ask him about a new procedure he initiated. Considering the merits and drawbacks of various channels, which of the following choices would probably be a good way to contact him?

A)instant message
B)podcast
C)fax
D)letter

Question 24

The text recommends limiting the length of an e-mail message to a certain number of screens. How many?

A)one
B)two
C)three
D)four

Question 25

Which of the following would be presented most effectively as a bulleted list?

A)a procedure for filing a workers' compensation claim
B)a list of steps describing how to operate the fax machine
C)a list of organizational goals that have not been prioritized
D)a ranking of applicants for an administrative assistant position

Question 26

Which of the following sentences correctly introduces a list?

A)Follow these steps to submit your expense claim for payment:
B)Follow these steps to submit your expense claim for payment.
C)Follow these steps to submit your expense claim for payment,
D)Follow these steps to submit your expense claim for payment;

Question 27

Which one of the following techniques is an example of graphic highlighting?

A)using templates
B)writing directly
C)using headings
D)specifying an end-date

Question 28

Which of the following sentences would be the most effective opening in a request memo?

A)I am writing this memo to make a request for brochures.
B)Please send 150 copies of the new marketing brochure to the Accounting Department.
C)My name is Caitlin, and I work in the Accounting Department.We need to order some brochures.
D)According to the latest company newsletter, you have published a new marketing brochure.

Question 29

Which of the following sentences would be most appropriately placed in the body of a routine memo or e-mail?

A)I hope that I have answered your questions.
B)Our customers have told us that the Samsung SPC12824 desktop computer performs well under both heavy- and light-use conditions.
C)On Aug.10, you wrote to ask me five questions about the Samsung model.
D)I am writing to you to respond to the five questions in your last e-mail.

Question 30

Which of the following is the most effective opening sentence for a memo or e-mail message that responds to a request?

A)Thank you for your request.
B)Here are the answers to the questions raised in your memo of June 30.
C)Pursuant to your request, I take great pleasure in responding to your inquiries.
D)This memo is regarding your inquiry on June 30 in which you ask a number of questions.

Question 31

Which of the following would be most appropriate for an e-mail?

A)informing your employer of your resignation
B)informing the office employees of a policy change
C)informing an employee that the company is downsizing
D)informing your supervisor that you have completed and attached the annual sales report

Question 32

Which of the following sentences would be the most effective closing in a request memo?

A)I would appreciate receiving your response to this request as soon as possible.
B)Thank you in advance for your cooperation in sending a technician to install these computers by August 31.
C)If you want us to be able to serve our students effectively, I trust that you will send a technician by August 31.
D)Because the computers need to be installed before the first day of classes, please send a technician by August 31.

Question 33

Which of the following is true about instant messaging in the workplace?

A)It creates a permanent text record.
B)It lets workers have conversations similar to an e-mail exchange.
C)It allows for informal diction.
D)It is limited to two users per conversation.

Question 34

You are revising an e-mail to your supervisor making four main recommendations for locations to buy new office computers. Which of the following is the best way to organize more than one recommendation in an e-mail message?

A)Send each recommendation in a separate e-mail to avoid confusion.
B)Create a numbered list in the e-mail of all four recommendations.
C)Create a bulleted list in the e-mail of all four recommendations.
D)Briefly explain all four recommendations in one short paragraph.

Question 35

Stan is writing an e-mail to a supplier in China to express his satisfaction with the latest shipment of machine parts his company has received. Which of the following sentences shows that Stan considers cultural differences when he sends a message?

A)The parts we received last week fit our requirements to a T.
B)We are very pleased with the parts we received last week.
C)You hit one out of the ballpark with the order we received last week.
D)We're good to go with the order we received last week.

Question 36

When responding to a memo that requests information, what is the best way to provide the requested information?

A)Order your responses in a list.
B)Order your responses in the same sequence as the request.
C)Order your responses from the most important to the least important.
D)Order your responses from the least important to the most important.

Question 37

Which of the following types of messages would be appropriate to send by e-mail?

A)a layoff notice
B)an announcement of a change in a meeting date
C)a quarterly performance appraisal of an employee
D)an announcement of a major benefit change that will reduce employee benefits

Question 38

You are preparing a series of training videos for new employees, which can also be used to create online "buzz" about the company's newest policies and recruitment news. Which of the following internal communication channels would be most appropriate for displaying these videos?

A)podcast
B)Instagram
C)blog
D)wiki

Question 39

According to the text, which of the following items should be included in the opening sentence of a routine e-mail or memo?

A)an end-date
B)a request for action
C)a summary of the message
D)the main idea in expanded form

Question 40

Your company's human resources department needs to send a personal, confidential message to each employee that includes a yearly performance appraisal and salary review. What would be the most appropriate type of message to use?

A)a business letter
B)an instant message
C)a text message
D)a memo

Question 41

A(n) _________ is a digital media file that is distributed over the Internet and downloaded on portable media players and personal computers.

Question 42

Even though the purpose of the e-mail or memo is summarized in the subject line, that purpose should be restated-and amplified-in the __________.

Question 43

In the ______________ phase of the writing process, the writer decides whether the memo or e-mail message even needs to be written.

Question 44

The rules of polite online interaction are known as _______________.

Question 45

The ___________ ________ of a memo or e-mail message is critical because it determines whether or how quickly the receiver will read the message and how easily he or she will be able to locate it later.

Question 46

Memos that make requests are usually most effective when they use the _________ approach.

Question 47

E-mails and hard-copy memos are similar in content and development, but the ________ of each is slightly different.

Question 48

Because an e-mail message does not include ______________ cues, humour can easily be misunderstood.

Question 49

Including a(n) _________ in the subject line of a message makes it "talk"-that is, makes it stronger and more active.

Question 50

More information about your reason for writing should be given in the __________ of the e-mail.