Chapter 6 Self-Quiz

A memorandum is usually sent to whom?

readers within an organization

readers external to an organization

the human resources department

anyone who wants to read it

Which of the following is true about memos?

Memos are more formal than standard letters.

Memos are long and complex documents.

Memos have a two-part structure comprised of a header and message.

Memos follow the same structure as formal letters.

Which of the following is NOT true about memos?

Memos are always hard copy rather than electronic documents.

Memos can be several pages in length.

Writers and readers of memos belong to the same organization.

E-mail messages are often sent in place of memos.

Which is a similarity shared by memos and e-mails?

They are sent to internal and external audiences.

They are not intended to be timesaving and straightforward.

The top of their messages indicates a subject, date, sender, and receiver.

They include salutations and complimentary closings.

Which of the following is NOT a trait common to memos?

Memos have a single-topic focus.

Memos are concise and brief.

Memos have a two-part structure of header and message.

Memos are used only to communicate upwards in organizations.

Which term refers to visual clues, usually dots or squares, that start items in a vertical list?

italics

bullets

headings

boldface

Which of the following is NOT included in the beginning of a memo?

To:

Date:

Importance:

Subject:

A memo always includes which of the following?

the job and title of the receiver

courtesy titles (e.g.,"Mr." or "Ms.")

the receiver's name or group designation

the writer's hand-written initials

Which of the following is true about the subject line in a memo?

It needs to include articles (i.e., "a" or "the").

It should give readers an idea of the message content.

It must be a complete sentence.

It is ideally one word.

Which of the following is true about memos?

They should include headings when longer than one page.

They should be double-spaced.

They should avoid highlighting techniques, such as boldface and italics.

They should be less than one page.

How many items does a bulleted list contain?

at least one item

at least two items

at least three items

at least four items

Which of the following is NOT true about effective lists?

They use parallel phrasing.

They have consistent verbs and tenses.

They are punctuated consistently.

They de-emphasize information.

When the lead-in to a bulleted list can be read as a complete sentence, which punctuation mark goes at the end of the lead-in?

a colon

a semi-colon

a comma

No punctuation mark is needed.

Which of the following is NOT a purpose of horizontal and vertical lists?

order information

make concepts easier to understand

de-emphasize information

attract reader attention

What is the ideal maximum number of items in a vertical list in a memo or email?

three items

eight items

fifteen items

an unlimited number of items

Which of the following is NOT true about memos?

They should always be transmitted electronically rather than by hard copy.

A hard-copy memo might be preferable when confidentiality is essential.

Hard-copy memos should not include salutations or complimentary closes.

Formatting features can be preserved in a traditional paper memo.

Which of the following is a benefit of e-mail messages?

the opportunity to "flame"

privacy

the ability to avoid face-to-face conversation

convenience and affordability

When are e-mail messages most effective?

when they are one screen or less in length

when they include emoticons to help convey tone

when they are used as a communication tool during conflict

when they are used to disclose confidential information

Which of the following is good e-mail practice?

unnecessary replies

gratuitous forwarded messages

electronic signatures

blanket messages

Which of the following is NOT a good e-mail practice?

composing action-specific subject lines

writing messages in capital letters

keeping sentences short

using headings to break up longer text

An e-mail message to someone you don't know well does NOT require which of the following?

a salutation

a complimentary close

an attachment

a signature

Which of the following is NOT an appropriate complimentary close for an e-mail message?

Regards,

Cheers,

Thanks,

Yours,

Which of the following is NOT a feature of an effective informative e-mail?

a specific, informative subject line

an indirect opening

emphasis on reader benefits

lists

Which of the following is NOT true about instant messaging in business?

It is supported by some organizations.

It is banned by some organizations.

It can confuse readers who are unfamiliar with abbreviations.

It is supported by all organizations.

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

It is an effective way to communicate negative news.

It should include excessive use of abbreviations.

It requires short, concise messages.

It allows for messages written in capitals.

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