Question 1

What is one principle you should keep in mind when writing for social media?
A) Use a lot of figurative language.
B) Be deceptive.
C) Keep messages concise.
D) Discourage sharing.

Accepted Answer

To compose and design clear, easy to read and understand, and credible messages for an organization's social media, adopt the following practices:
1. Write in a Distinctive and Consistent Voice.
2. Ask a Colleague to Review and Edit Your Messages.
3. Keep Your Messages Concise.
4. Give Your Reader Useful and Usable Information.
5. Encourage Sharing of Your Message.

Question 2

Emails and text messages both require?
A) Conciseness
B) Readability
C) Images
D) Both a and b are correct.

Accepted Answer

Appropriate email and texting etiquette continuously evolve, but both kinds of messages require conciseness and readability.

Question 3

Any letter or memo longer than one page must include what type of design element?
A) Illustrations
B) Images
C) Headings
D) Hyperlinks to more information.

Accepted Answer

Memos and letters both benefit from the inclusion of headings. Any memo or letter that exceeds one page must include headings to assist readers in identifying the topics covered and in later retrieving key items of information.

Question 4

What is one key guideline to composing effective correspondence?
A) Make sure to look and sound professional in the words that are used and how sentences are put together.
B) Keep the six C's in mind as you develop e-mails, texts, memos, and letters: concise, concrete, complete, correct, courteous, and clear.
C) Watch for spelling errors as well as errors in sentence structure and word usage.
D) All of the above.

Accepted Answer

To compose effective emails, text messages, memos, and letters, follow these ten guidelines:
1. Make sure you look and sound professional as you choose words and put together sentences.
2. Keep the six C's in mind as you develop e-mails, texts, memos, and letters: concise, concrete, complete, correct, courteous, and clear.
3. Adopt the formatting style of your organization.
4. Notice how your message looks.
5. Watch for spelling errors as well as errors in sentence structure and word usage.
6. For clarity in international communication, spell months of the year instead of using numbers: that is, 3/11/17 would likely be read as March 11 in the United States but as November 3 in Europe and Asia; be sensitive to the culture practices of the audience your correspondence is intended for.
7. For text messages on the job, avoid slang unless you know your recipient personally and avoid abbreviations unless you are confident your recipient will know their meaning.
8. For email messages, wait to enter the recipient's e-mail address until right before you send the message.
9. For memos, letters, and e-mail messages, use the following structure: in the first paragraph, state the purpose; in the middle paragraphs, support the topic and key points you want to make; and in the final paragraph, advise the reader what to do next.
10. Offer alternative contact information to make it convenient for your readers to respond to your message in at least two ways.

Question 5

What is a letter?
A) A document that is intended for individuals outside of an organization or an official document within the organization.
B) A memo.
C) A blog.
D) A card with handwriting.

Accepted Answer

Letters are typically intended for individuals outside the writer's organization, but can also serve as official documents within the organization (e.g., a letter of resignation). Like memos, letters can be distributed as email attachments. Like memos, letters benefit from including headings. Any memo or letter that exceeds one page must include headings to assist readers in identifying the topics covered and in later retrieving key items of information.

Question 6

How should you write dates for an international audience?
A) Year-Month-Day
B) Day-Month-Year
C) Spell months of the year; avoid using numbers.
D) Month-Year-Day

Accepted Answer

For clarity in international communication, spell months of the year instead of using numbers: that is, 3/11/17 would likely be read as March 11 in the United States but as November 3 in Europe and Asia, and readers won't necessarily know whether you are using your practice or trying to be sensitive to cultural differences and adopting their practice. Consider also the pertinent cultural practices related to weights and measures, titles of address, spellings of names, monetary currencies, etc. If identifying a price, indicate the currency of the denomination (e.g., $25 USD).

Question 7

What type of content should the middle paragraphs of a memo contain?
A) The purpose statement.
B) Supportive content for each key topic of the document.
C) Your contact information.
D) Advice for what the reader is to do next.

Accepted Answer

For memos, letters, and email messages, use the following structure to compose effective correspondence:
F1F1F1S1F1F1F10First Paragraph - State the purpose of the message or the key information the reader needs. If your message delivers disappointing news, you may want to cushion the reader's feelings with a supportive opening and reserve the negative news for the following paragraph. If you are communicating across international cultures you might choose to acknowledge this situation with a special greeting in your reader's language.
F1F1F1S1F1F1F10Middle Paragraphs - Support or develop each key topic stated in the first paragraph. Limit each paragraph to a single topic.
F1F1F1S1F1F1F10Final Paragraph - Advise the reader what to do or what position to take. If appropriate, include closing comments (e.g., offer to answer questions).

Question 8

What is tone in writing?
A) The color scheme you use in your document.
B) Any audio your writing includes.
C) How readers perceive your attitude toward them and the subject you are writing by your choice of words and your phrasing of ideas.
D) A sound.

Accepted Answer

The tone of one's writing is the perceptible attitude toward your audience and your subject that readers can detect by your choice of words and your phrasing of ideas. Always adopt a respectful, positive perspective toward your reader-a "you" attitude that addresses the subject from your reader's point of view-and avoid wording that readers might consider rude, sarcastic, impatient, or hostile. Keep in mind that every message has two objectives: to communicate information clearly and to maintain a working relationship with your readers.

Question 9

Phrases that are overly formal, or too formal, may be perceived by readers as having what kind of tone?
A) The implication they are lying.
B) Impersonal
C) Gushy
D) Flattering

Accepted Answer

Keep the tone of your writing respectful and positive by:
F1F1F1S1F1F1F10Avoiding phrases that characterize the reader as either careless or stupid.
F1F1F1S1F1F1F10Avoiding phrases that imply the reader is lying or exaggerating.
F1F1F1S1F1F1F10Avoiding the use of excessive and insincere flattery.
F1F1F1S1F1F1F10Avoiding phrases that are overly formal and are perceived as impersonal or unfriendly.
F1F1F1S1F1F1F10Write instead with a conversational tone that lets your readers know that you are grateful for their attention.
F1F1F1S1F1F1F10Be mindful of sounding tactless by writing for clarity.
F1F1F1S1F1F1F10Avoiding phrases that elicit negative feelings.

Question 10

When writing difficult messages that have an emotional impact on your readers, it is always a good idea to…
A) Allow yourself more time to compose and design the message.
B) Anticipate the emotional impact of messages that will convey negative or disappointing news.
C) Save the draft, and then let it sit for a while. Later, read the message aloud to check for clarity and courtesy.
D) All of the above.

Accepted Answer

It is difficult to anticipate how every one of your readers will interpret your message, but these five guidelines will help you compose correspondence that achieves clarity and maintains goodwill with your readers:
F1F1F1S1F1F1F10Allow yourself more time to design messages about sensitive issues or that might be subject to misreading or misinterpretation.
F1F1F1S1F1F1F10Anticipate the emotional impact of messages that will convey negative or disappointing news (e.g., rejection letter, termination notice).
F1F1F1S1F1F1F10Always analyze your reader as carefully as possible, particularly the reader's frame of reference and attitude toward both you and your subject.
F1F1F1S1F1F1F10Read aloud what you have written.
F1F1F1S1F1F1F10For any especially difficult message, compose the message, save the draft, and then let it sit for a while. Later, read the message aloud to check for clarity and courtesy.

Question 11

As a representative of your company, when you communicate to the public about your company through social media, you must maintain what type of image?
A) Discerning
B) Likeable
C) Aloof
D) Careless

Accepted Answer

If you are assigned to communicate with the public through social media about your organization's products, services, or projects, keep in mind that all the principles of effective writing apply. You must have a clear sense of your audience and your purpose in writing, you must write in a way that is easy to read and easy to understand, and you must come across as a likable and credible representative of your organization.

Question 12

What is one distinct aspect of social media that is different from other technical and professional correspondence?
A) Messages can only contain 250 characters.
B) Messages are kept private.
C) Messages should be shared.
D) Messages should be confusing.

Accepted Answer

Social media posts or messages are encouraged to be shared and/or forwarded to others. A key objective of social media is the sharing or forwarding of messages. The more engaging your message, the more likely a reader will forward or share it. To make your messages more engaging, focus on actions, invite answers with questions, and include the keywords that might occur in a topic search of related messages.

Question 13

In his correspondence to a supply firm in Germany, Andrew is surprised by the terseness of the payment inquiries he receives. He decides to respond in…
A) A direct style that matches those of the German correspondent.
B) An aggressive manner and explain to the German firm they are not being courteous.
C) A courteous, professional tone that sets the example of the tone and style he expects to be used in their correspondence.
D) A harsh tone and cancel the order - no one would want to deal with them.

Accepted Answer

While you cannot anticipate how every reader or recipient of your correspondence will react and interpret your message, it is important to always be courteous and maintain goodwill with those you are communicating with. In order to do so, follow these principles for dealing with tone in your correspondence:
F1F1F1S1F1F1F10Allow yourself more time to design messages about sensitive issues or that might be subject to misreading or misinterpretation.
F1F1F1S1F1F1F10Anticipate the emotional impact of messages that will convey negative or disappointing news (e.g., rejection letter, termination notice).
F1F1F1S1F1F1F10Always analyze your reader as carefully as possible, particularly the reader's frame of reference and attitude toward both you and your subject.
F1F1F1S1F1F1F10Read aloud what you have written.
F1F1F1S1F1F1F10For any especially difficult message, compose the message, save the draft, and then let it sit for a while. Later, read the message aloud to check for clarity and courtesy.

Question 14

Melissa has to write a letter of termination to one of her employees. She knows it will be difficult for her. What should Melissa do as she begins to compose her letter of termination?
A) Anticipate how the employee will feel when getting the letter of termination and try to understand how the employee's attitude toward her as a boss.
B) Try to get the employee another job.
C) Calculate the employee's income.
D) Call your bank to see if you can give the employee money.

Accepted Answer

While you cannot anticipate how every reader or recipient of your correspondence will react and interpret your message, it is important to always be courteous and maintain goodwill with those you are communicating with. In order to do so, follow these principles for dealing with tone in your correspondence:
F1F1F1S1F1F1F10Allow yourself more time to design messages about sensitive issues or that might be subject to misreading or misinterpretation.
F1F1F1S1F1F1F10Anticipate the emotional impact of messages that will convey negative or disappointing news (e.g., rejection letter, termination notice).
F1F1F1S1F1F1F10Always analyze your reader as carefully as possible, particularly the reader's frame of reference and attitude toward both you and your subject.
F1F1F1S1F1F1F10Read aloud what you have written.
F1F1F1S1F1F1F10For any especially difficult message, compose the message, save the draft, and then let it sit for a while. Later, read the message aloud to check for clarity and courtesy.

Question 15

Because the typical mobile device will display the first couple of lines of incoming email and text messages it is best to…
A) keep in mind that conciseness is not a significant consideration.
B) identify yourself in the opening lines.
C) place essential information in the opening lines.
D) put critical information at the end of the message, for security reasons, so it does not show up on the first screen.

Accepted Answer

Emails and text messages make up the majority of correspondence that people receive at work. Often, people read their emails on their mobile phone. Keep in mind that typical mobile devices display the list of incoming email messages with the opening five lines of each message and the list of incoming text messages with the opening two lines. You will assist your recipients in navigating their incoming messages if you make sure to put your key point in the opening lines.

Question 16

Chapter 7 provides ten key guidelines to composing effective correspondence in the workplace. List three of these.

Accepted Answer

The answer of Chapter 7 provides ten key guidelines to...

Question 17

What is one key tactic to composing clear messages that are perceived to have a respectful and positive tone is?

Accepted Answer

The answer of What is one key tactic to composing...

Question 18

Briefly explain why you should avoid slang and abbreviations, even in text messages.

Accepted Answer

The answer of Briefly explain why you should avoid slang...

Question 19

Write a memo for all employees that identifies and explains the three types of paragraphs that should be used in a letter or memo, their purpose and content. Your memo should explain and model the three paragraph types.

Accepted Answer

The answer of Write a memo for all employees that...

Question 20

You are responsible for posting messages on your company's Twitter profile. You are told to write a message that announces the release of the RoboTranslate, a new application that can translate over 60 languages and is available in the Play Store for Androids and IPhones. This app will be great for travellers and companies that do a lot of international business. Write an essay that first describes what principles you will use to write an effective, message for your audience. Then, compose the message you would post on Twitter about the Robotranslate.

Accepted Answer

The answer of You are responsible for posting messages on...

Quiz 7: Emails, Texts, Memos, and Letters

What is one principle you should keep in mind when writing for social media?

Emails and text messages both require?

Any letter or memo longer than one page must include what type of design element?

What is one key guideline to composing effective correspondence?

What is a letter?

How should you write dates for an international audience?

What type of content should the middle paragraphs of a memo contain?

What is tone in writing?

Phrases that are overly formal, or too formal, may be perceived by readers as having what kind of tone?

When writing difficult messages that have an emotional impact on your readers, it is always a good idea to…

As a representative of your company, when you communicate to the public about your company through social media, you must maintain what type of image?

What is one distinct aspect of social media that is different from other technical and professional correspondence?

In his correspondence to a supply firm in Germany, Andrew is surprised by the terseness of the payment inquiries he receives. He decides to respond in…

Melissa has to write a letter of termination to one of her employees. She knows it will be difficult for her. What should Melissa do as she begins to compose her letter of termination?

Because the typical mobile device will display the first couple of lines of incoming email and text messages it is best to…

Chapter 7 provides ten key guidelines to composing effective correspondence in the workplace. List three of these.

What is one key tactic to composing clear messages that are perceived to have a respectful and positive tone is?

Briefly explain why you should avoid slang and abbreviations, even in text messages.

Write a memo for all employees that identifies and explains the three types of paragraphs that should be used in a letter or memo, their purpose and content. Your memo should explain and model the three paragraph types.