Question 1

Because paper quality reflects the degree of professionalism,
A)it is best to avoid papers containing cotton.
B)a heavier weight should be used for envelopes.
C)it is best to use paper without visible watermarks.
D)extremely important documents may be printed on 100% cotton, 24-pound bond.

Accepted Answer

Extremely important documents may be printed on 100% cotton, 24-pound bond. This paper quality is considered professional and suitable for documents that require a high degree of seriousness and formality.

Question 2

A company striving for a traditional appearance in its letter format would most likely use
A)block format without paragraph indentions.
B)block format with open punctuation.
C)modified block format with open punctuation.
D)modified block format with mixed punctuation.

Accepted Answer

The modified block format with mixed punctuation is traditionally used for a more formal appearance in business letters, incorporating indented paragraphs and a mix of punctuation styles in the address and closing.

Question 3

Which address below complies with traditional U.S.Postal Service format recommendation?
A)Ms Janet Evans 117 Evergreen Drive
St)Louis, MO 64501-1170
B)MS.JANET EVANS 117 EVERGREEN DRIVE
ST LOUIS, MO 64501-1170
C)MS JANET EVANS 117 EVERGREEN DRIVE
ST LOUIS MO 64501 1170
D)All of the above comply.

Accepted Answer

The answer of Which address below complies with traditional U.S.Postal...

Question 4

Which is FALSE concerning the positioning of a letter?
A)Short letters of one or two paragraphs are centered on the page.
B)Longer letters begin 2 inches from the top of the page.
C)Side margins may be adjusted to improve appearance.
D)All of the above are true.

Accepted Answer

All the statements provided are true regarding the positioning of a letter, which means none of them is false. Short letters are often centered for visual appeal, longer letters typically start 2 inches from the top to balance the text on the page, and adjusting side margins is a common practice to enhance the overall appearance of a letter.

Question 5

You are writing an email message to your company supervisor to obtain approval for a budget expenditure.The most appropriate salutation and complimentary close would be
A)Dear sir; Sincerely
B)Hi!; Later
C)The salutation and complimentary close are omitted
D)Max; Thank you

Accepted Answer

The answer of You are writing an email message to...

Question 6

Your company has a policy of using the modified block format for letters with indented paragraphs and mixed punctuation.You have been given the authority to modify this policy to reflect the efficient keyboarding approach without eliminating any standard letter parts.What is your best recommendation to meet this objective?
A)Use modified block format with open punctuation.
B)Use block format with open punctuation.
C)Use modified block format with open punctuation and no paragraph indentions.
D)Use memo format.

Accepted Answer

CUsing block format with open punctuation (B) simplifies typing and formatting by aligning all text to the left margin and eliminating the need for punctuation after the salutation and complimentary close. Modified block format with open punctuation and no paragraph indentations (C) also aligns with the efficient keyboarding approach by removing indentations, which streamlines the typing process, while still adhering to the open punctuation policy for ease. Both options maintain the professional appearance of business letters without unnecessary complexity.

Question 7

Open punctuation
A)omits the commas after the salutation and the complimentary close.
B)includes a colon after the salutation and a comma after the complimentary close.
C)leaves punctuation to the discretion of the writer.
D)omits the colon after the salutation and the comma after the complimentary close.

Accepted Answer

Open punctuation style does not use any punctuation after the salutation and complimentary close. Therefore, it omits the colon after the salutation and the comma after the complimentary close.

Question 8

Depending on the preference of the company,memos may be appropriately printed on
A)memo forms.
B)plain paper.
C)company letterhead stationery.
D)any of the above.

Accepted Answer

Memos can be printed on memo forms, plain paper, or company letterhead stationery, depending on the company's preference.

Question 9

You will send a copy of a letter addressed to Mr.Samuel Elder to Marianne Delano.How should you key this information on the letter?
A)copy Marianne Delano
B)c Marianne Delano
C)c Ms.Marianne Delano
D)cc Mr.Samuel Elder, Ms.Marianne Delano

Accepted Answer

The correct way to indicate a copy being sent to someone is by using "c" followed by the recipient's name, including the appropriate title, such as "Ms." for Marianne Delano.

Question 10

Reference initials in a letter or memo
A)consist only of the initials of the person who authored the document.
B)are necessary on every business document.
C)may reflect the initials of all people involved in the creation of a document.
D)always appear as the very last item in the document.

Accepted Answer

Reference initials can include not just the author's initials but also those of other individuals who contributed to the document, such as a typist or editor.

Question 11

Which of the following is NOT a technique for making an email message easier to read?
A)Limit each message to one screen to minimize scrolling.
B)Use all capital letters for more impact.
C)Use quotation marks to emphasize a specific word or phrase.
D)Use short, unindented paragraphs.

Accepted Answer

Using all capital letters can actually make the message harder to read and may come across as shouting or aggressive. It is important to use proper capitalization and punctuation to aid in readability.

Question 12

A major difference between the memorandum format and the letter format is
A)the memo omits the salutation and complimentary close.
B)the memo double spaces paragraphs.
C)the memo omits reference initials.
D)the memo must be printed on a memo form.

Accepted Answer

The memorandum format does not include a salutation or complimentary close, as it is typically used for internal communication within a company or organization. The other choices are not necessarily differences between the formats, as both formats can utilize double spacing and reference initials and may or may not be printed on specific forms.

Question 13

The letter address
A)precedes the dateline.
B)omits all personal and professional titles.
C)includes the writer's full address.
D)includes a courtesy or professional title of the recipient.

Accepted Answer

The letter address should include a courtesy or professional title of the intended recipient. This helps establish the formality and respect in the communication. The other options are not accurate - A) the dateline precedes the letter address, B) personal and professional titles can be included in the recipient's address but not omitted, and C) the writer's full address is typically included in the closing of the letter.

Question 14

What is the customary way for the writer to sign a memorandum?
A)A handwritten signature below the message
B)Handwritten initials to the right of the sender's name in the heading
C)Typed name at the end of the document
D)No signing necessary

Accepted Answer

Handwritten initials to the right of the sender's name in the heading are commonly used to indicate the authorship of a memorandum, providing a personal touch while maintaining the document's formal structure.

Question 15

Most business letters and memos are prepared with
A)justified left and right margins.
B)justified left margin and ragged right margin.
C)ragged left margin and justified right margin.
D)ragged left and right margins.

Accepted Answer

Most business letters and memos are prepared with a justified left margin and a ragged right margin. This means that the text is aligned on the left side of the page and the right side of the text is uneven. This format is easier to read and looks more professional than fully justified margins, which can create awkward spacing between words. Ragged left and right margins or fully justified margins are less common in business writing.

Question 16

Which of the following applies to paragraph indention?
A)Indented paragraphs are required in the modified block format.
B)Indented paragraphs are optional in the block style.
C)Indented paragraphs are optional in the modified block format.
D)Indented paragraphs are never used in a business letter.

Accepted Answer

In the modified block format, indented paragraphs are optional and can be either indented or left aligned. In the block style, there are no indented paragraphs. Option A is incorrect because indented paragraphs are optional, not required, in the modified block format. Option B is incorrect because block style does not allow indented paragraphs. Option D is incorrect because indented paragraphs are commonly used in business letters especially in modified block format.

Question 17

You are addressing a letter for delivery in the state of Michigan.Per U.S.Postal Service guidelines,you key:
A)MI, the appropriate two-letter abbreviation.
B)Michigan, spelled out.
C)Mich., abbreviated.
D)MICHIGAN, spelled out in all caps.

Accepted Answer

According to U.S. Postal Service guidelines, the appropriate two-letter state abbreviation for Michigan is MI.

Question 18

Which of the following is accurate concerning the correct use of a company name in the signature block of a letter?
A)The company name always appears as a line in the signature block.
B)The company name is keyed in capital and lowercase letters above the complimentary close.
C)The company name is keyed in all capital letters below the complimentary close and before the signature.
D)The company name is not acceptable in the signature block.

Accepted Answer

The company name is typically keyed in all capital letters below the complimentary close and before the signature in a formal letter's signature block.

Question 19

You are sending a letter to Juan Santiago at Rowden Power Company.How should the salutation be expressed?
A)Dear Sir
B)Dear Mr.Santiago
C)Ladies and Gentlemen
D)Dear Juan Santiago

Accepted Answer

B is the best choice as it addresses the recipient by his professional title of Mr. Santiago. It shows respect and professionalism. A is outdated and overly formal, C is appropriate for a group but not for an individual, and D can be too informal for a business letter.

Question 20

A subject line
A)is used only when composing a memo or email message.
B)sets the stage for the receiver to understand the message.
C)directs a document to a specific person.
D)provides a record of how the document was sent.

Accepted Answer

The subject line sets the stage for the receiver to understand the message, making it easier for them to prioritize and respond to the message. It is not used only when composing a memo or email message, as it can be used in other types of documents as well. While it can help direct a document to a specific person, its primary purpose is to summarize the content of the message for the recipient. Finally, while it can provide a record of how the document was sent, this is not its main function.

Quiz 15: Document Format and Layout Guide

Because paper quality reflects the degree of professionalism,

A company striving for a traditional appearance in its letter format would most likely use

Which address below complies with traditional U.S.Postal Service format recommendation?

Which is FALSE concerning the positioning of a letter?

You are writing an email message to your company supervisor to obtain approval for a budget expenditure.The most appropriate salutation and complimentary close would be

Open punctuation

Depending on the preference of the company,memos may be appropriately printed on

You will send a copy of a letter addressed to Mr.Samuel Elder to Marianne Delano.How should you key this information on the letter?

Reference initials in a letter or memo

Which of the following is NOT a technique for making an email message easier to read?

A major difference between the memorandum format and the letter format is

The letter address

What is the customary way for the writer to sign a memorandum?

Most business letters and memos are prepared with

Which of the following applies to paragraph indention?

You are addressing a letter for delivery in the state of Michigan.Per U.S.Postal Service guidelines,you key:

Which of the following is accurate concerning the correct use of a company name in the signature block of a letter?

You are sending a letter to Juan Santiago at Rowden Power Company.How should the salutation be expressed?

A subject line