Chapter 8 - Routine E-mail Messages And Memos

30 Questions  I  By Sarahbee
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  • 1. 
    Which of the following statements about e-mail use in the workplace is most accurate?
    • A. 

      Memos and letters are still the prevalent forms of communication in today’s workplace.

    • B. 

      E-mail is the communication channel of choice in North America, but written letters and memos still dominate abroad.

    • C. 

      Because e-mail is so informal, it is used only for internal communication.

    • D. 

      The growing demand for information in the workplace has led to an increase of e-mail use.


  • 2. 
    As Stacy begins her business career, she can expect to find herself writing more __________ than other types of messages. 
    • A. 

      Letters

    • B. 

      Memos

    • C. 

      Reports

    • D. 

      E-mail messages


  • 3. 
    Hal has had a disagreement with a colleague over how to introduce the company's new product. What is the best communication channel for discussing this disagreement?
    • A. 

      Letter

    • B. 

      E-mail message

    • C. 

      Memo

    • D. 

      Face-to-face meeting


  • 4. 
    Matthew has discovered a production problem that will cause this month's shipments to be a few days late. Because his Asian customers will need to know about this problem right away, Matthew should
    • A. 

      Write a letter.

    • B. 

      Send a memo.

    • C. 

      Send an e-mail message

    • D. 

      Write a report


  • 5. 
    What is the best advice for organizing routine e-mail messages?
    • A. 

      Break the message into short paragraphs to make it easier to read.

    • B. 

      Start each paragraph with the details; place the main point at the end so that it’s the last thing your reader sees.

    • C. 

      Start the message with something conversational and friendly before getting to the main point.

    • D. 

      All of these.


  • 6. 
    Justin has discovered a production problem that will cause this month's shipments to be a few days late. Since his European customers will need to know about this problem right away, Justin should
    • A. 

      Write a letter.

    • B. 

      Send a memo.

    • C. 

      Send an e-mail message.

    • D. 

      Write a report.


  • 7. 
    In e-mail messages and memos, a comment such as If you agree we should begin this new project, just give me a call by Friday, is useful in 
    • A. 

      Adapting the message to the reader.

    • B. 

      Planning for feedback.

    • C. 

      Anticipating the audience’s questions.

    • D. 

      Revising for clarity.


  • 8. 
    The subject line of e-mail messages and memos should 
    • A. 

      Be a complete sentence.

    • B. 

      End with a period.

    • C. 

      Summarize the central idea.

    • D. 

      Explain the main idea.


  • 9. 
    The least effective subject line for an e-mail message or a memo is 
    • A. 

      Request for Travel Funds

    • B. 

      Budget Meeting Scheduled for September 12

    • C. 

      New Employee Orientation Session

    • D. 

      Announcement


  • 10. 
    An effective subject line for an e-mail message is 
    • A. 

      Hello

    • B. 

      Important!

    • C. 

      Board to Vote on Annual Budget

    • D. 

      Monday’s Sales Presentation


  • 11. 
    An effective subject line for e-mail messages and memos is 
    • A. 

      Changes in Vacation Schedule

    • B. 

      Reduction in Benefits

    • C. 

      Meeting Planned

    • D. 

      The Sales Department Will Conduct a Seminar for All Its Distributors on Monday, May 3, at 8 a.m.


  • 12. 
    The BEST subject line for an e-mail message is 
    • A. 

      New Process for Requesting Temporary Help

    • B. 

      Change in Procedures

    • C. 

      New Procedure to Be Followed Soon

    • D. 

      Temporary Help


  • 13. 
    A subject line for e-mail messages and memos 
    • A. 

      Is optional.

    • B. 

      Must use a complete sentence.

    • C. 

      Should summarize the main idea.

    • D. 

      All of the above.


  • 14. 
    Which of the following is the most effective opening for a routine e-mail message?
    • A. 

      I am writing this message to let you know about our next department meeting.

    • B. 

      Our next department meeting will be held on Wednesday, May 5, at 2 p.m.

    • C. 

      We have a lot of issues to discuss at our next department meeting.

    • D. 

      Hope your day is going well so far!


  • 15. 
    Which of the following is the most effective closing statement for an e-mail message?
    • A. 

      Thank you for your cooperation.

    • B. 

      Please review the proposed procedure before May 1 so that we may announce it May 30.

    • C. 

      If you have any questions, please do not hesitate to call.

    • D. 

      I look forward to hearing from you soon.


  • 16. 
    Which statement BEST describes e-mail messages?
    • A. 

      E-mail is appropriate for delivering sensitive messages.

    • B. 

      Less care needs to be taken with the wording of e-mail messages since they are certain to remain private.

    • C. 

      E-mail messages do not require a subject line.

    • D. 

      E-mail messages should be considered permanent.


  • 17. 
    Tanisha will be starting a new job where she will be using e-mail frequently to communicate with others. What is the best advice to give her?
    • A. 

      Consider composing important messages offline.

    • B. 

      If a message will discuss more than one topic, leave the subject line blank.

    • C. 

      Use emoticons, such as happy faces, to express feelings in e-mail messages.

    • D. 

      All of the above are good tips for e-mail users.


  • 18. 
    Which of the following statements DOES NOT accurately describe e-mail messages?
    • A. 

      Messages may be transmitted almost instantly to anywhere in the world.

    • B. 

      The advantages of using e-mail far outweigh the disadvantages.

    • C. 

      Since users do not need to be concerned with stylistic and grammatical considerations, e-mail messages are much easier and quicker to prepare than ordinary memos.

    • D. 

      An electronic address book should be used to send e-mail messages.


  • 19. 
    Employees writing e-mail messages at work 
    • A. 

      Should automatically return the sender’s message when replying.

    • B. 

      Should cut and paste relevant parts of a message when responding.

    • C. 

      May send personal messages on company computers if the messages are short.

    • D. 

      Should feel free to forward messages to other interested parties.


  • 20. 
    Which of the following is considered appropriate netiquette when sending e-mail messages?
    • A. 

      Write important messages in all capital letters to emphasize them.

    • B. 

      Never send attachments because they often carry viruses.

    • C. 

      Consider using identifying labels in your subject lines.

    • D. 

      All of the above are appropriate netiquette guidelines.


  • 21. 
    Which of the following is the WORST advice for e-mail users?
    • A. 

      Make sure the most significant information will show on the first screen of an e-mail message.

    • B. 

      Use humour frequently to make your messages enjoyable to read.

    • C. 

      Make e-mail messages as concise as possible.

    • D. 

      Remember that e-mail messages you send at work represent you and your employer.


  • 22. 
    Internal messages that typically flow downward in an organization and convey information about daily operations are 
    • A. 

      Procedure and information e-mail messages or memos.

    • B. 

      Claim adjustment e-mail messages or memos.

    • C. 

      Confirmation e-mail messages or memos.

    • D. 

      Request and reply e-mail messages or memos.


  • 23. 
    Which of the following messages would not be sent in a procedure or information e-mail or memo?
    • A. 

      A message about the upcoming company picnic

    • B. 

      A message stating the specific holidays employees will have off

    • C. 

      A message confirming responsibilities of individual members of the budget committee

    • D. 

      A message stating the guidelines to be followed when using e-mail


  • 24. 
    An effective opening for a request e-mail or memo is
    • A. 

      Please send me your answers to the following questions by December 15.

    • B. 

      Thank you in advance for answering the following questions.

    • C. 

      Here are the answers to the questions you had about our new line of computer furniture.

    • D. 

      Please answer the following questions about your new line of computer furniture.


  • 25. 
    A direct e-mail or memo that requests information should 
    • A. 

      Avoid using a polite command in the opening paragraph.

    • B. 

      Open with the most important question.

    • C. 

      Not restate the information that is in the subject line.

    • D. 

      Buffer the main idea from the reader.


  • 26. 
    A good opening for a request e-mail message or memo is 
    • A. 

      Do you carry a line of computer furniture made of either solid oak or bleached pine?

    • B. 

      Please answer the following questions regarding the computer furniture you show in your spring catalogue.

    • C. 

      We are pleased to offer you these low prices through the end of June.

    • D. 

      A and b only


  • 27. 
    A benefit of listing information in the body of a reply e-mail message or memo is that it
    • A. 

      Greatly improves the readability and comprehension of the message.

    • B. 

      Requires less space than the paragraph format.

    • C. 

      Does not require as much time to organize as the paragraph format.

    • D. 

      Requires more space than the paragraph format.


  • 28. 
    Confirmation e-mail messages or memos
    • A. 

      Begin with a polite command.

    • B. 

      Record oral decisions, directives, and discussions.

    • C. 

      Should be written for all events, ranging from those that are minor to those that are significant.

    • D. 

      Describe procedures and distribute information.


  • 29. 
    Confirmation e-mail messages and memos should 
    • A. 

      Include names and titles of involved individuals.

    • B. 

      Itemize major issues or points concisely.

    • C. 

      Request feedback regarding unclear or inaccurate points.

    • D. 

      All of the above.


  • 30. 
    Which statement might be included in a confirmation e-mail message or memo?
    • A. 

      Please let me know the date you prefer to speak to the CAPIC group.

    • B. 

      This memo verifies our discussion last Thursday in which you agreed to head the annual fund-raising committee.

    • C. 

      Please call me so that we can set up a time for you to speak to Delta Sigma members.

    • D. 

      This is in response to your message of the 21st.


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