Question 1

In a letter, the inside address is the address of the person receiving the letter.

Accepted Answer

The inside address is also known as the recipient address and is the address of the person or organization receiving the letter. It usually includes the person's name, business name, street address or PO box, city, state, and ZIP code.

Question 2

___ are traditionally structured in four steps: first paragraph, gratitude and apology; second paragraph, empathy; third paragraph, solution; and fourth, conclusion.
A) Cover letters for RFP responses
B) Response to complaint letters
C) Unsolicited new business letters
D) Formal business letters

Accepted Answer

The four-step structure described in the question is commonly used in responses to complaint letters, where the writer must acknowledge the customer's issue, express empathy, propose a solution, and offer gratitude for the customer's business. This structure is not commonly used in cover letters for RFP responses, unsolicited new business letters, or formal business letters in general.

Question 3

What term is used for etiquette when communicating with government officials, members of the diplomatic corps, religious leaders, military officers, certain professions, and royalty?
A) Proper protocol
B) Robert's Rules of Order
C) Boolean logic
D) Netiquette

Accepted Answer

The term used for etiquette when communicating with government officials, members of the diplomatic corps, religious leaders, military officers, certain professions, and royalty is proper protocol. This involves following certain established customs and behaviors to show respect and honor to these individuals and their positions or offices. Examples may include using formal titles, addressing them with appropriate forms of address, and following established procedures for communication or interaction.

Question 4

___ can be structured differently, but they usually provide brief information on the location, purpose, topics, and time allocation of the meeting.
A) Meeting agendas
B) Activity reports
C) Meeting minutes
D) Conference reports

Accepted Answer

Meeting agendas are specifically designed to provide a brief overview of the upcoming meeting, including the topics to be discussed, the location, the purpose, and the time allocated for each topic. Activity reports are summaries of past events or activities, while meeting minutes are detailed notes on the discussions and decisions made during a meeting. Conference reports are documents summarizing the proceedings and outcomes of a conference or large-scale event.

Question 5

Which source for running and recording meetings is widely used in academic departmental and committee meetings and board of director meetings for nonprofits, among other voluntary associations?
A) Roberts' Rules of Order
B) Debrett's
C) Emily Post Etiquette
D) Protocol Red Book

Accepted Answer

Roberts' Rules of Order is widely used in academic departmental and committee meetings and board of director meetings for nonprofits, among other voluntary associations as a source for running and recording meetings. It provides a structured, democratic approach to conducting meetings and making decisions.

Question 6

What are the primary purposes of activity reports?
A) Help determine right terms to track, thereby saving time and money, particularly when searching content online and from library databases.
B) Provide frequent updates on traditional media coverage and social media content, whether it is positive, negative, or neutral, thereby securing useful intelligence.
C) Capture the essentials of the meeting-key discussion points, major decisions, change of plans, immediate next steps and responsibilities, and date for the next meeting.
D) Provide an overview on PR accomplishments, completed work, and work in progress during specific timeframes.

Accepted Answer

Activity reports are primarily used to provide an overview of PR accomplishments, completed work, and work in progress during specific timeframes. While options A, B, and C are all valid purposes for different types of reports, D is the primary purpose for activity reports.

Question 7

Why do public relations staff prepare media monitoring reports?
A) Provide an overview on PR accomplishments, completed work, and work in progress during specific timeframes.
B) Capture essentials of meeting-key discussion points, major decisions, change of plans, immediate next steps and responsibilities, and date for next meeting.
C) Provide frequent updates on traditional media coverage and social media content, whether it is positive, negative, or neutral, thereby securing useful and timely intelligence.
D) Helps determine right terms to track, thereby saving time and money, particularly when searching content online and from library databases.

Accepted Answer

Public relations staff prepare media monitoring reports to provide frequent updates on traditional media coverage and social media content, whether it is positive, negative, or neutral, thereby securing useful and timely intelligence.

Question 8

What is the term used for customizing database searches with AND, OR, and NOT?
A) Boolean logic
B) Cision logic
C) Aesop's logic
D) Dewey logic

Accepted Answer

The term used for customizing database searches with AND, OR, and NOT is Boolean logic.

Question 9

List four different topics/situations that may require formal letters in public relations.

Accepted Answer

The answer of List four different topics/situations that may require...

Question 10

The ___ style delays the purpose of the letter by starting with gratitude or comments about the seasons or one's health.
A) direct
B) courtesy copy
C) quasi-inductive
D) salutation

Accepted Answer

The quasi-inductive style delays the purpose of the letter by starting with gratitude or comments about the seasons or one's health.

Question 11

What part of a formal letter includes Dear followed by the person's courtesy title and last name, such as Dear Mr. Jones, (or Dear Joseph, if on a first-name basis)?
A) Complimentary close
B) Salutation
C) Inside address
D) Identification notation

Accepted Answer

The salutation is the part of a formal letter that includes the greeting, such as "Dear Mr. Jones" or "Dear Joseph." A is incorrect because the complimentary close is the part of the letter that comes before the signature, such as "Sincerely" or "Yours truly." C is incorrect because the inside address is the part of the letter that includes the recipient's name and address, and D is incorrect because the identification notation is the part of the letter that includes any identifying numbers or codes, such as a reference number or account number.

Question 12

The salutation is the part of the letter before the signature, such as Yours sincerely in business letters.

Accepted Answer

The salutation is the greeting at the beginning of a letter, such as "Dear [Name]," while the closing phrase before the signature, such as "Yours sincerely," is called the complimentary close or valediction.

Question 13

All formal letters must have postscripts.

Accepted Answer

It is not mandatory for formal letters to have postscripts. A postscript can be added if there is something important to add after the letter has been concluded.

Question 14

Copy notations are used if a formal letter is distributed to another person or people.

Accepted Answer

Copy notations are used to indicate who else is receiving a copy of a formal letter, allowing them to be aware of the communication exchange.

Question 15

The abbreviation followed by a colon, CC:, refers to documents that do not identify distribution of recipients receiving copies.

Accepted Answer

The abbreviation CC: stands for "carbon copy," and it is used to indicate recipients who are receiving a copy of the document or email, thus identifying the distribution of recipients.

Question 16

Meeting minutes must record every word spoken at a meeting.

Accepted Answer

Meeting minutes are not verbatim records of every word spoken, but rather a summary of the discussion and decisions made during the meeting. The minutes should capture important points and action items, but do not need to include every detail or word spoken.

Question 17

A conference report is another term for meeting minutes.

Accepted Answer

A conference report is a detailed record of the discussions, decisions, and actions taken during a conference or meeting. It serves as a summary of the meeting minutes and may be distributed to attendees and stakeholders for reference or review. Therefore, a conference report is another term for meeting minutes.

Question 18

Global agencies conducting work in multiple markets traditionally prepare separate activity reports for each office.

Accepted Answer

The answer of Global agencies conducting work in multiple markets...

Question 19

A tracking report is another term for a media monitoring report.

Accepted Answer

Both terms refer to the same thing - a report that tracks media coverage or mentions of a particular topic, brand, or organization.

Question 20

List six components that would be included in a meeting agenda, whether with specific or unspecific timeframes.

Accepted Answer

The answer of List six components that would be included...

Quiz 17: Preparing Global Business Correspondence and Internal Reports

In a letter, the inside address is the address of the person receiving the letter.

___ are traditionally structured in four steps: first paragraph, gratitude and apology; second paragraph, empathy; third paragraph, solution; and fourth, conclusion.

What term is used for etiquette when communicating with government officials, members of the diplomatic corps, religious leaders, military officers, certain professions, and royalty?

___ can be structured differently, but they usually provide brief information on the location, purpose, topics, and time allocation of the meeting.

Which source for running and recording meetings is widely used in academic departmental and committee meetings and board of director meetings for nonprofits, among other voluntary associations?

What are the primary purposes of activity reports?

Why do public relations staff prepare media monitoring reports?

What is the term used for customizing database searches with AND, OR, and NOT?