Question 1

Which of the following is not recommended in formal business writing?
A)Use of contractions
B)Placing a comma between city and state names
C)Spelling out numbers one to nine and using numerals for numbers 10 and above
D)Placing commas and periods within quotation marks,at the end of a quotation

Accepted Answer

Contractions are viewed as informal in formal business writing, therefore it is not recommended to use them.

Question 2

Unnecessary phrases such as as per and herewith that do not add to the message should not be used in a business letter because they:
A)interfere with customer satisfaction.
B)make the document unnecessarily wordy.
C)make the writer sound forced and unnatural.
D)convey to the recipient a negative image of the office.

Accepted Answer

C

Question 3

Each of the following pieces of mail has first-class postage affixed.Which of the following will require additional postage?
A)A postcard that measures 6" long × high 
B)A business envelope that weighs 2 ounces
C)A standard envelope that measures  " thick
D)A business envelope that measures 11  " long × 6" high

Accepted Answer

A standard first-class postage is valid for a postcard with dimensions of up to 6" long × 4.25" high and up to 0.016" thick. Choice A exceeds the height limit, so it will require additional postage. However, A looks like a typo since it measures 11 inches high, which is too tall for a postcard. Choice C also exceeds the thickness limit, but it doesn't specify the length and width of the envelope, so it's unclear whether it exceeds other size limits. Choice D's dimensions fit within the size limits for a standard letter, so it should not require additional postage. Choice B weighs over one ounce, so it will require additional postage.

Question 4

Written correspondence in the dental office includes all but which of the following?
A)Business letters
B)Monthly newsletters
C)Patient brochures
D)Purchase orders

Accepted Answer

Purchase orders are typically not part of written correspondence in a dental office, as they are used for internal purchasing and ordering purposes rather than communication with patients or external partners. A, B, and C are all common types of written correspondence in a dental office.

Question 5

A concise business letter will _______.
A)reiterate important facts and points
B)include additional information
C)convey a message without overusing words and phrases
D)employ redundant phrases to make an impression

Accepted Answer

A concise business letter aims to convey a message in a clear and straightforward manner without using unnecessary words or phrases. It should only contain relevant and necessary information. Using redundant phrases would contradict the aim of a concise letter.

Question 6

Which of the following is an example of the correct way to address an envelope?
A)Attn: Dr.Smith Mountainside Medical Group
1243 Main Street
Los Angeles,CA 90000-1343
B)ATTN: STANLEY SMITH, MD
MOUNTAINSIDE MEDICAL GROUP
1243 Main Street
Los Angeles,CA 90000-1343
C)ATTENTION: DR.STANLEY SMITH,M.D.
MOUNTAINSIDE MEDICAL GROUP 
1243 MAIN STREET
LOS ANGELES,CALIFORNIA 90000-1343
D)ATTN STANLEY SMITH MD 
MOUNTAINSIDE MEDICAL GROUP
1243 MAIN ST
LOS ANGELES CA 90000-1343

Accepted Answer

The correct way to address an envelope uses uppercase letters for the recipient's name and address, includes no punctuation in the state abbreviation, and uses the two-letter state code.

Question 7

Personalization of a letter can be accomplished by use of:
A)the patient's first name.
B)the statement,"It is necessary to report your delinquency to the credit bureau."
C)the "you technique."
D)a statement such as,"We have not received your payment."

Accepted Answer

The answer of Personalization of a letter can be accomplished...

Question 8

The purpose of a referral letter is to:
A)inform the patient that he or she is being referred to a specialist.
B)introduce the patient and state the reason for the referral.
C)arrange allocation of fee between professionals.
D)gain permission from an insurance provider for a patient to be seen by a specialist.

Accepted Answer

The purpose of a referral letter is to introduce the patient and state the reason for the referral. It provides essential information regarding the patient, their medical history and current medical condition, and the reason for the referral to the specialist. This allows the specialist to have a better understanding of the patient's needs and provide appropriate treatment. A referral letter does not typically involve allocation of fees or permission from an insurance provider.

Question 9

A letter marked confidential arrives,addressed to the dentist.Which of the following is the appropriate action?
A)Open the letter and process the time-sensitive information quickly.
B)Open the letter and quickly remove it from the sight of patients or unauthorized personnel.
C)Place the opened letter in a file folder to protect confidential information.
D)Do not open the letter.Deliver the sealed envelope to the dentist.

Accepted Answer

As a dental assistant, it is not your responsibility to open confidential letters intended for the dentist. The best course of action is to deliver the sealed envelope to the dentist and allow them to handle the contents of the letter. This shows respect for the confidentiality of the communication and ensures that sensitive information in the letter will not be unintentionally mishandled.

Question 10

Postcards should not be used to send _____ to patients.
A)an appointment reminder
B)the results of diagnostic tests
C)a patient recall
D)a congratulatory message

Accepted Answer

Results of diagnostic tests should never be shared via postcards as they contain sensitive and confidential information that needs to be protected. Sending medical information via postcards can also violate HIPAA regulations. It is important to use secure and private methods of communication with patients when sharing sensitive medical information.

Question 11

_______ is a method of transcribing a spoken message into a report or letter.
A)E-mail
B)Lettering
C)Dictation
D)Dual addressing

Accepted Answer

Dictation is the process of recording spoken words and then transcribing them into written form, usually for the purpose of creating a report, letter, or other type of document. E-mail and lettering are not specific methods of transcribing spoken messages, and dual addressing is a term that does not relate to transcription at all.

Question 12

You are instructing a student intern in the dental office on proper use of punctuation in business correspondence.Which of the following statements lets you know that the intern understands your instructions?
A)Punctuation within the body of the letter is used according to the same rules as apply to formal documents.
B)In open punctuation,no punctuation is used in the salutation,the body of the letter,and the complimentary closing.
C)A colon [:] is always used after the salutation.
D)In standard punctuation,a comma [,] is used after the salutation and complimentary closing.

Accepted Answer

Choice A shows that the intern understands that punctuation within the body of the letter should follow formal document rules, which is an important aspect of proper punctuation in business correspondence. Choices B, C, and D only address specific rules for punctuation in certain parts of a letter and do not demonstrate an overall understanding of punctuation in business correspondence.

Question 13

The square-blocked style of business correspondence may be described by which of the following statements?
A)All letter sections begin at the left margin.
B)Paragraph beginnings are indented 5 spaces.
C)Style does not include personal identification of the reader.
D)The date is on the same line as the first line of the inside address and is right justified.

Accepted Answer

The answer of The square-blocked style of business correspondence may...

Question 14

Of the following types of patient correspondence,which may be prohibited by the state dental board's legal and ethical regulations?
A)Welcome to Our Practice
B)Introduction of a New Associate
C)Direct Mail Promotion
D)Thank You for New Patient Referral

Accepted Answer

Direct mail promotion may be prohibited by state dental board regulations as it can be considered a form of advertising that may be seen as unprofessional or misleading. The other options are not likely to be prohibited.

Question 15

Success in handling incoming mail is measured by _______.
A)how quickly and accurately the mail is routed
B)how efficiently payments are processed
C)how soon mail is answered
D)all of the above

Accepted Answer

Success in handling incoming mail is measured by all of the above options, including how quickly and accurately the mail is routed, how efficiently payments are processed, and how soon mail is answered. All of these factors play a role in ensuring effective mail management and customer satisfaction.

Question 16

Electronic mail has replaced much business correspondence.What guidelines should be followed when one uses e-mail?
A)Avoid using professional or trade jargon.
B)If sending confidential information,do not make a notation in the subject line.
C)Use business format,and keep length to one screen.
D)Avoid use of abbreviations.

Accepted Answer

Using business format and keeping the length to one screen ensures that the message is clear and easy to read. It also makes it easier to reference later.

Additional guidelines that can be followed include:
- Using a clear subject line that accurately reflects the content of the message
- Proofreading the message for errors before sending
- Avoiding the use of all caps or excessive exclamation points, as this can come across as unprofessional or overly aggressive
- Being mindful of tone and avoiding sarcasm or passive-aggressive language
- Including a clear and professional closing, such as "Best regards" or "Sincerely"

Question 17

Which of the following is not true?
A)The tone of a letter is intended to clarify meaning.
B)The tone of a letter can be changed through selection of words and phrases.
C)The tone of a letter should set the mood and sound natural.
D)The tone of a letter refers to the presentation of information in a positive form.

Accepted Answer

The tone of a letter refers to the attitude conveyed by the words and phrases used in the letter, and it is not necessarily always positive. It could also be neutral or negative depending on the purpose of the letter or the writer's intention. Therefore, statement D is not true.

Question 18

The student extern asks you to explain the correct way to fold and insert a business letter into an envelope for mailing.You explain the procedure with which of the following statements?
A)Fold the letter in half lengthwise and then crosswise with the type visible when removed from the envelope.
B)Fold the letter in thirds by folding the top and middle over the bottom section;fold each side inward,so that the letter will fit into the envelope.
C)No specific rules are necessary as long as the letter fits neatly into the envelope.
D)Fold the bottom third over the middle third minus  1/4";fold the middle and bottom thirds up,leaving a 1/4"tab;insert into the envelope so the letter can be removed by pulling on the tab at the top of the letter.

Accepted Answer

Folding the letter as described in option D allows for easy removal from the envelope by pulling on the tab, which is a professional and efficient method.

Question 19

In a business letter,"tone" refers to:
A)presentation of the information in a positive form.
B)choice of words that set the mood of the letter.
C)a complementary choice of letter style and ink color.
D)a combination of elements that help to communicate the message.

Accepted Answer

Tone in a business letter refers to the choice of words and language used to set the mood of the letter. It conveys the writer's attitude and approach towards the recipient and the subject matter. The tone can be formal, informal, friendly, serious, or persuasive, depending on the purpose of the letter and the relationship between the sender and receiver.

Question 20

Match between columns
                        Premises: The complimentary closing,company signature,and writer's identification all begin at the horizontal center of the page.
Paragraph beginnings are indented five spaces.
All letter sections begin at the left margin.
The date line is on the same line as the first line of the inside address and is justified right.Reference initial and enclosure reminder are typed on the same line as the signature and are justified right.
No salutation or complimentary closing is included.

Accepted Answer

The Answer of Simplified or AMS and Square-blocked and Full-blocked is...

Quiz 4: Written Correspondence

Which of the following is not recommended in formal business writing?

Unnecessary phrases such as as per and herewith that do not add to the message should not be used in a business letter because they:

Each of the following pieces of mail has first-class postage affixed.Which of the following will require additional postage?

Written correspondence in the dental office includes all but which of the following?

A concise business letter will _______.

Which of the following is an example of the correct way to address an envelope?

Personalization of a letter can be accomplished by use of:

The purpose of a referral letter is to:

A letter marked confidential arrives,addressed to the dentist.Which of the following is the appropriate action?

Postcards should not be used to send _____ to patients.

_______ is a method of transcribing a spoken message into a report or letter.

You are instructing a student intern in the dental office on proper use of punctuation in business correspondence.Which of the following statements lets you know that the intern understands your instructions?

The square-blocked style of business correspondence may be described by which of the following statements?

Of the following types of patient correspondence,which may be prohibited by the state dental board's legal and ethical regulations?

Success in handling incoming mail is measured by _______.

Electronic mail has replaced much business correspondence.What guidelines should be followed when one uses e-mail?

Which of the following is not true?

The student extern asks you to explain the correct way to fold and insert a business letter into an envelope for mailing.You explain the procedure with which of the following statements?

In a business letter,"tone" refers to:

Match the following letter styles with their corresponding formats.