Chapter 8 - Routine E-mail Messages And Memos

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There are a lot of ways in which people in an organization communicate with each other and the most used methods are routine e-mail messages and memos. The quiz below covers chapter 8 on these modes of communication. Give it a try and see how well you use them. All the best!


Questions and Answers
  • 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.

    Correct Answer
    D. The growing demand for information in the workplace has led to an increase of e-mail use.
    Explanation
    The correct answer is "The growing demand for information in the workplace has led to an increase of e-mail use." This statement suggests that the increasing need for information in the workplace has resulted in a higher usage of e-mail as a communication channel. This implies that e-mail is being used more frequently as a means of communication in order to meet the demands for information exchange within the workplace.

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  • 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

    Correct Answer
    D. E-mail messages
    Explanation
    As Stacy begins her business career, she can expect to find herself writing more e-mail messages than other types of messages. This is because in today's digital age, e-mail has become the primary mode of communication in business settings. It is quick, efficient, and allows for easy documentation and sharing of information. Additionally, e-mail allows for communication with colleagues, clients, and partners who may be located in different time zones or regions, making it an essential tool for effective business communication.

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  • 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

    Correct Answer
    D. Face-to-face meeting
    Explanation
    A face-to-face meeting is the best communication channel for discussing a disagreement with a colleague over how to introduce the company's new product. This is because a face-to-face meeting allows for immediate feedback, non-verbal cues, and the opportunity to have a more in-depth discussion. It also allows both parties to express their perspectives and work towards finding a mutually agreeable solution.

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  • 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

    Correct Answer
    C. Send an e-mail message
    Explanation
    Matthew should send an e-mail message because it is the most efficient and immediate way to communicate with his Asian customers about the production problem. Sending a letter or writing a report would take too long and the shipments would already be delayed by the time the information reaches the customers. A memo could be an option, but an e-mail message would be more convenient as it can be sent instantly and allows for easy tracking and confirmation of receipt.

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  • 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.

    Correct Answer
    A. Break the message into short paragraphs to make it easier to read.
    Explanation
    Breaking the message into short paragraphs makes it easier to read because it helps to visually separate different ideas or points. This allows the reader to quickly scan the email and find the information they need. Additionally, shorter paragraphs are less overwhelming and more visually appealing, which can improve the overall readability of the message.

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  • 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.

    Correct Answer
    C. Send an e-mail message.
    Explanation
    Justin needs to inform his European customers about the production problem right away. Sending an e-mail message would be the most efficient and immediate method of communication, as it allows for quick delivery and can be accessed by the recipients at their convenience. A letter or a report would take longer to reach the customers, and a memo may not be suitable for reaching an international audience. Therefore, sending an e-mail message is the best option in this scenario.

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  • 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.

    Correct Answer
    B. Planning for feedback.
    Explanation
    A comment such as "If you agree we should begin this new project, just give me a call by Friday" is useful in planning for feedback. By including this statement, the sender is inviting the recipient to provide their agreement or input on the new project. This allows the sender to gather feedback and make any necessary adjustments or revisions before moving forward with the project.

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  • 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.

    Correct Answer
    C. Summarize the central idea.
    Explanation
    The subject line of e-mail messages and memos should summarize the central idea because it helps the recipient quickly understand the main point of the message without having to open and read the entire email or memo. A concise and clear subject line allows for efficient communication and helps the recipient prioritize and organize their inbox.

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  • 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

    Correct Answer
    D. Announcement
    Explanation
    The least effective subject line for an e-mail message or a memo is "Announcement." This is because the term "announcement" is vague and does not provide any specific information about the content of the message. It does not grab the reader's attention or provide any indication of why they should open the email or memo. In contrast, the other subject lines provide more specific and relevant information, such as a request for travel funds, a budget meeting scheduled, or a new employee orientation session.

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  • 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

    Correct Answer
    D. Monday’s Sales Presentation
    Explanation
    The subject line "Monday's Sales Presentation" is the most effective because it clearly and concisely communicates the purpose of the email. It provides specific information about the content of the email, indicating that it is related to a sales presentation happening on Monday. This subject line is likely to grab the recipient's attention and accurately convey the urgency and relevance of the email's contents.

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  • 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.

    Correct Answer
    D. The Sales Department Will Conduct a Seminar for All Its Distributors on Monday, May 3, at 8 a.m.
    Explanation
    The given subject line, "The Sales Department Will Conduct a Seminar for All Its Distributors on Monday, May 3, at 8 a.m.," is the most effective because it provides specific information about the event, including the department, the target audience, the date, and the time. This subject line is clear, concise, and allows recipients to quickly understand the purpose and importance of the email or memo.

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  • 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

    Correct Answer
    A. New Process for Requesting Temporary Help
    Explanation
    The subject line "New Process for Requesting Temporary Help" is the best choice for an e-mail message because it clearly and concisely communicates the main topic of the message. It informs the recipient that there is a new process in place for requesting temporary help, which is likely to be relevant and important information for them. The other subject lines are either too vague or do not specifically mention the topic of temporary help, making them less effective in capturing the recipient's attention and conveying the purpose of the message.

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  • 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.

    Correct Answer
    C. Should summarize the main idea.
    Explanation
    The subject line for e-mail messages and memos should summarize the main idea. This is important because it provides a brief and concise preview of the content of the message or memo, allowing the recipient to quickly understand the purpose or main point without having to read the entire message. A well-written subject line can help to grab the recipient's attention and ensure that the message is read and understood in a timely manner.

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  • 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!

    Correct Answer
    B. Our next department meeting will be held on Wednesday, May 5, at 2 p.m.
    Explanation
    The most effective opening for a routine e-mail message is to provide the necessary information right away. In this case, the opening sentence "Our next department meeting will be held on Wednesday, May 5, at 2 p.m." immediately informs the recipient about the important details of the meeting. This allows the recipient to quickly understand the purpose of the email and prioritize their schedule accordingly.

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  • 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.

    Correct Answer
    B. Please review the proposed procedure before May 1 so that we may announce it May 30.
    Explanation
    The most effective closing statement for an e-mail message is "Please review the proposed procedure before May 1 so that we may announce it May 30." This closing statement clearly communicates the urgency and importance of reviewing the proposed procedure by a specific deadline. It also emphasizes the need for timely action and sets a clear expectation for when the announcement will be made. This closing statement encourages the recipient to prioritize reviewing the procedure and conveys a sense of professionalism and efficiency.

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  • 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.

    Correct Answer
    D. E-mail messages should be considered permanent.
    Explanation
    E-mail messages should be considered permanent because once they are sent, they can be stored, forwarded, and retrieved by the recipient or anyone else who has access to the message. Unlike verbal communication, e-mails leave a digital trail that can be difficult to erase completely. Therefore, it is important to carefully consider the content and wording of e-mail messages as they can have long-lasting consequences.

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  • 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.

    Correct Answer
    A. Consider composing important messages offline.
    Explanation
    The best advice to give Tanisha is to consider composing important messages offline. This is because composing messages offline allows for more focused and thoughtful writing, without the distractions of incoming emails or notifications. It also gives Tanisha the opportunity to review and revise her message before sending it, ensuring clarity and accuracy.

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  • 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.

    Correct Answer
    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.
    Explanation
    The given statement inaccurately describes e-mail messages by stating that users do not need to be concerned with stylistic and grammatical considerations, making them easier and quicker to prepare than ordinary memos. In reality, e-mail messages still require proper grammar and style, just like any other form of written communication.

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  • 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.

    Correct Answer
    B. Should cut and paste relevant parts of a message when responding.
    Explanation
    When employees are writing e-mail messages at work, it is important for them to cut and paste relevant parts of a message when responding. This ensures that the response is focused and specific to the content of the original message. By selecting and including only the relevant parts, the employee can provide a clear and concise response, saving time for both the sender and the recipient. This practice also helps to avoid confusion and misunderstandings, as it allows for clear referencing to specific points in the original message.

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  • 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.

    Correct Answer
    C. Consider using identifying labels in your subject lines.
    Explanation
    Using identifying labels in subject lines is considered appropriate netiquette when sending email messages. This practice helps recipients quickly understand the content of the email and prioritize their responses. It also helps in organizing and searching for specific emails in the future. Writing important messages in all capital letters is considered rude and equivalent to shouting in online communication. Sending attachments is acceptable as long as they are safe and relevant, and precautions are taken to avoid viruses. However, it is not a netiquette guideline to never send attachments.

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  • 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.

    Correct Answer
    B. Use humour frequently to make your messages enjoyable to read.
    Explanation
    Using humor frequently in email messages may not be the best advice for e-mail users. While humor can be enjoyable, it can also be subjective and easily misinterpreted in written form. Different people have different senses of humor, and what one person finds funny, another person may not. This can lead to misunderstandings or offense, especially in professional or formal settings. It is generally safer to keep email messages professional, concise, and focused on the main information, ensuring that they represent both the sender and their employer in a positive and appropriate manner.

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  • 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.

    Correct Answer
    A. Procedure and information e-mail messages or memos.
    Explanation
    Internal messages that typically flow downward in an organization and convey information about daily operations are procedure and information e-mail messages or memos. These types of messages are commonly used to provide instructions, guidelines, and updates regarding the organization's procedures and daily operations. They help to ensure that employees are well-informed and aware of the necessary steps to be taken in their respective roles. Additionally, these messages facilitate effective communication and coordination within the organization, allowing for smooth workflow and efficient operations.

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  • 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

    Correct Answer
    C. A message confirming responsibilities of individual members of the budget committee
    Explanation
    This message would not be sent in a procedure or information e-mail or memo because it is specific to a certain group of individuals (members of the budget committee) and their responsibilities. It is not general information that would be relevant or applicable to all employees.

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  • 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.

    Correct Answer
    D. Please answer the following questions about your new line of computer furniture.
    Explanation
    All of the given options can be considered as effective openings for a request email or memo. However, the answer "Please answer the following questions about your new line of computer furniture" is the most direct and concise way to make the request. It clearly states the purpose of the email and what is being asked of the recipient.

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  • 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.

    Correct Answer
    B. Open with the most important question.
    Explanation
    When writing a direct e-mail or memo that requests information, it is important to open with the most important question. This helps to immediately capture the reader's attention and clearly communicate the purpose of the email or memo. By starting with the most important question, the writer can ensure that the reader understands what information is being requested and can provide a prompt response. Additionally, opening with the most important question sets a clear and concise tone for the rest of the communication, making it easier for the reader to understand and respond to the request.

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  • 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

    Correct Answer
    B. Please answer the following questions regarding the computer furniture you show in your spring catalogue.
    Explanation
    The correct answer is "a and b only". This is because the opening sentence "Please answer the following questions regarding the computer furniture you show in your spring catalogue" is a direct and clear request for information, making it a good opening for a request e-mail or memo. The other options do not effectively convey a request and are more focused on providing information or making an offer.

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  • 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.

    Correct Answer
    A. Greatly improves the readability and comprehension of the message.
    Explanation
    Listing information in the body of a reply e-mail message or memo greatly improves the readability and comprehension of the message because it presents information in a clear and organized manner. This format allows the recipient to quickly scan and understand the main points without having to read through lengthy paragraphs. Additionally, listing information helps to highlight key details and makes it easier for the reader to grasp the main ideas being communicated.

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  • 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.

    Correct Answer
    B. Record oral decisions, directives, and discussions.
    Explanation
    Confirmation e-mail messages or memos are typically used to record oral decisions, directives, and discussions. This means that they serve as a written record of important conversations or decisions made verbally. They are not necessarily used to begin with a polite command, describe procedures, or distribute information, although these may be included in the content of the message or memo. The focus of confirmation e-mails or memos is primarily on documenting and confirming oral discussions or decisions.

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  • 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.

    Correct Answer
    D. All of the above.
    Explanation
    Confirmation e-mail messages and memos should include names and titles of involved individuals to provide clarity and ensure accountability. They should also itemize major issues or points concisely to make the information easily understandable. Additionally, they should request feedback regarding unclear or inaccurate points to encourage open communication and address any misunderstandings. Therefore, all of the given options are correct and should be included in confirmation e-mail messages and memos.

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  • 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.

    Correct Answer
    B. This memo verifies our discussion last Thursday in which you agreed to head the annual fund-raising committee.
    Explanation
    The correct answer is "This memo verifies our discussion last Thursday in which you agreed to head the annual fund-raising committee." This statement is appropriate for a confirmation e-mail or memo as it confirms a previous discussion and agreement. It provides clear information about the content of the memo and the purpose of the confirmation.

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Our quizzes are rigorously reviewed, monitored and continuously updated by our expert board to maintain accuracy, relevance, and timeliness.

  • Current Version
  • Mar 20, 2023
    Quiz Edited by
    ProProfs Editorial Team
  • Dec 19, 2009
    Quiz Created by
    Sarahbee

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