question

memos

answer

Informal written communications used within a business organization are known as ____.

question

memo reports

answer

Short, informal reports used internally are known as ____.

question

to your supervisors to your subordinates to your peers

answer

As an employee, your memos are most likely to flow ____.

question

audience

answer

The main difference between a letter and a memo is ____.

question

provides a written record communicates in all directions carries a special informality

answer

The value of the memo format is that it ____.

question

save time

answer

The main reason for using memos as interoffice communications is to ____.

question

what problem your addressing

answer

In planning your memo, you need to consider ____.

question

the beginning

answer

The section(s) of the memo that provides the receiver with the reason or identifies the circumstances for the information is ____.

question

the ending

answer

The section(s) of the memo that summarizes the main points and interprets the material presented is ____.

question

the middle

answer

The section(s) of the memo that covers all the relevant points is ____.

question

the reason you have identified for writing the memo

answer

In a memo, the information that follows your opening must relate to and support ____.

question

start each one on a separate line preceded by a bullet

answer

If the middle section of a memo consists of several related items, a good technique to use is to ____.

question

be tied directly to the statement of purpose made in the opening paragraph

answer

Conclusions or recommendations must ____.

question

realistic and logical explanations

answer

The middle section of the memo should include ____.

question

meets the needs of the receiver answers the question(s), solves the problem(s) is clear, courteous, concise, consistent, complete, and correct

answer

In reviewing your message/discussion section of a memo, check to be sure that the information ____.

question

a summary of the main points of the message

answer

The ending of a memo may include ____.

question

direct approach

answer

Most memos follow the ____.

question

give the details and facts leading up to the conclusion

answer

If you are presenting conclusions that you know the receiver will be opposed to, you may be wise to first ____.

question

the direct approach the indirect approach the persuasive approach

answer

Which of the following approaches is used in writing memos?

question

main idea/purpose

answer

In using the direct approach in memos, you should begin by starting with the ____.

question

persuasive approach

answer

A memo requesting a special favor or approval of an idea should follow ____.

question

indirect approach

answer

A memo that presents conclusions that the reader may oppose should follow ____.

question

informal

answer

The term that best describes the trend in tone in today's memos is ____.

question

decision making

answer

The flow of correct and usable information within an organization is vital to effective ____.

question

formal and informal

answer

The two major types of reports in business are the ____.

question

informal report

answer

The type of report used most frequently within business organizations is the ____.

question

itemize the information presented

answer

One of the most common and effective techniques of memo organization is to ____.

question

formal business report

answer

The type of report that demands thoroughly documented, objective, and detailed preparation is the ____.

question

formal report

answer

A table of contents is part of a ____.

question

memo report

answer

Which report is a cross between an interoffice memo and a formal report?

question

informational report

answer

The type of report that presents only facts and information is known as ____.

question

analytical report

answer

The type of report that presents an interpretation of the facts and may include recommendations and conclusions based on the facts is known as a(n) ____.

question

in all directions

answer

Memo reports flow ____.

question

progress/status reports periodic report informational reports

answer

Some typical memo reports are ____.

question

periodic report

answer

The type of report that is generated on a regular schedule is the ____.

question

informational report

answer

The type of report that is generated on an "as needed" basis is the ____.

question

periodic reports

answer

Sales reports and financial reports are examples of ____.

question

tables, charts, and graphs

answer

Statistical data are communicated most easily through the use of ____.

question

executive summaries

answer

One Page reports are also known as ____.

question

The tone of a memo depends on the rank of the writer in relation to the rank of the reader

answer

Of the following, the best description of memo tone is: ____

question

table of contents

answer

Which of the following is not normally contained in a routine memo?

question

apply the 4Cs of communication

answer

Identify the incorrect statement about preparing an internal memo.

question

states why something should be done

answer

The beginning of a memo does all of the following, except ____.

question

use the "you attitude"

answer

The first sentence of a memo should ____.

question

the main point of your memo

answer

If you have been asked to make a recommendation in a report, make it ____.

question

personal preference factor

answer

When preparing internal communications for co-workers, which of the following is not a factor to consider?

question

supplement

answer

If you are communicating a large amount of important reference material in a memo report, consider putting most or all of it as a(an)

question

logical organization of information conclusions given problem identified

answer

When evaluating the message of your memo report, which of the following should you consider?

question

possible alternatives

answer

When making recommendations in a memo report, you will make it more complete if you include ______.

question

mix you opinions with the facts

answer

When organizing memo reports, you should not

question

news release

answer

Another name for a press release is ____.

question

public relations

answer

In larger businesses, the ____ department handles publicity and writes all the press releases.

question

to ask employees to respond to a questionnaire

answer

Which of the following statements would not qualify as the purpose of a press release?

question

to entice the media to report about the company to increase the company's visibility

answer

What is the overall purpose of a press release?

question

a feature news article a radio or television interview a product review

answer

Media coverage generated by your press release can take what form?

question

Set realistic goals. Identify an interest angle. Determine who should receive your press release.

answer

Which of the following is a guideline you should follow when writing press releases?

question

avoid highly technical language

answer

How should you treat highly technical language in a press release?

question

at the upper left margin

answer

Where should you key "FOR IMMEDIATE RELEASE" in a press release?

question

the spokesperson's secretary or assistant in case the spokesperson can't be reached

answer

What should you not include in the contact information?

question

headline

answer

Which part of a press release is the critical element that will determine its success or lack of success?

question

Use present tense. Keep the length of each paragraph to three or four sentences. Keep the length of any quotes to two or fewer sentences.

answer

When you are writing the text of a press release, which of the following statements should you keep in mind?

question

spokesperson's opinion

answer

When writing the text of a press release, which of the following statements should you not include?

question

Use 8½by 11-inch organization letterhead stationery.

answer

Which of the following formatting rules should you follow when keying a press release?

question

the end of the press release

answer

The three number symbols (###) keyed in a press release mean what?

question

Which media outlets should receive my press release? How long should my list be? What resources are available to help me create a media mailing list?

answer

Which of the following questions should you ask yourself to help you develop your mailing list for your press release?

question

get feedback about likes and don't likes in the newsletter

answer

From time to time survey your newsletter readers to ____.

question

more

answer

If your press release has a second Page, what word(s) should be centered at the bottom of the first Page to indicate there is another Page to follow?

question

staple it

answer

How should you bind your press release?

question

be indented five spaces for each new paragraph, or skip lines between each paragraph and make paragraphs flush left

answer

Each paragraph in a press release should ____.

question

use both sides of the paper

answer

Which of the following formatting rules do not apply to keying a press release?

question

use a word processing template

answer

A quick way to create a press release is to ____.

question

educate and inform readers

answer

The purpose of a newsletter is to ____.

question

printing and mailing a hard copy

answer

Popular distribution method(s) today for newsletters is/are ______.

question

internal and external

answer

Newsletters provide information to what audience(s)?

question

employees

answer

What group of people is not the target of external newsletters?

question

present a professional image introduce new services and products provide useful information that also sells

answer

External newsletters should ____.

question

educate employees in a nonthreatening way improve relations within your company highlight a company's community involvement

answer

Internal newsletters should ____.

question

employees

answer

A good source of information for internal newsletter articles is ____.

question

write to express, not impress

answer

Which of the following should you do when writing a newsletter?

question

use ample white space

answer

Which guideline should you follow when formatting your newsletter?

question

desktop publishing

answer

Using word processing software to produce typeset-quality printing is called ____.

question

templates

answer

Many word processing software programs offer what feature that enables you to quickly create a newsletter?

question

focus on something other than the company name alone

answer

The title of a newsletter should ____.

question

press releases

answer

What is the accepted standard for communicating information to the media?

question

newsworthy

answer

A press release must be considered ____ before an editor will print it.

question

the city from which the press release is issued the state from which the press release is issued the date the press release is mailed

answer

The dateline of a press release should include ____.

question

should be first in the text

answer

When writing a press release, the most important information

question

organizational letterhead

answer

A press release should be typed on ____.

question

faxed so it will reach the media quickly

answer

A press release should be ____.

question

provide employee recognition educate employees improve relations within the company

answer

Internal newsletters can be used to ____.

question

Be written by writers who can convey information accurately and persuasively Use proven graphic techniques that will appeal to the reader

answer

No matter the audience, all newsletter should ____.

question

the person or persons to whom you are writing

answer

Your target media for a press release is which of the following?

question

measuring the page length to be sure it is appropriate

answer

Which is not a realistic goal to achieve in developing a press release?

question

a interest angle

answer

The "hook" of a press release is ____.

question

city, state, date

answer

The correct order for dateline information is ____.

question

what has happened or will happen in a company

answer

A press release announces ____.

question

the person in the company who has the necessary information should write the press releases

answer

If a company does not have a public relations department, ____.

question

time is important, and a quick contact is necessary

answer

When releasing a press release to the media, ____.

question

pre-formatted text

answer

Which of the following is not available from newsletter templates?

question

use at least one complementary color

answer

When using color in newsletters, ____.

question

constituents

answer

The term used to describe the people whom lawmakers represent is ____.

question

an individually written letter

answer

The best and most convincing way to express your opinion to a lawmaker about an issue is to send ____.

question

Please introduce legislation to get drunk drivers off the road.

answer

The best way to begin a letter to a lawmaker is ____

question

legislative, service, and follow-up

answer

The three general categories of letters written to lawmakers are ____.

question

direct approach or persuasive approach

answer

Letters to lawmakers generally use the ____.

question

are interested in how constituents feel on issues being considered by legislative bodies

answer

To learn more about how constituents feel, lawmakers ____.

question

give complete name and address of the writer

answer

Letters to lawmakers should ____.

question

should discuss only one issue

answer

A letter to a lawmaker ____.

question

as early as possible while the lawmaker is deciding how to vote

answer

The best time to send a letter to a lawmaker is ____.

question

share a view or express a concern

answer

People write letters to an editor to ____.

question

get right to the point tactfully and rationally

answer

A good letter to the editor should ____.

question

on the editorial page

answer

Letters to the editor are usually printed ____.

question

length accuracy good taste

answer

The staff of a publication may edit letters to the editor for all of the following except ____.

question

keyboard the letter if possible

answer

When preparing a letter to the editor ____.

question

an article published is an erroneous or misleading

answer

Writing a letter to the editor becomes an obligation when ____.

question

are not published by reputable editors

answer

Letters to the editor that are libelous or contain personal attacks ____.

question

a reference manual

answer

In order to correctly address public officials, you may consult ____.

question

legislative letter

answer

What type of letter would you write to a lawmaker if you wanted to change the number of terms a U.S. President can serve?

question

service letter

answer

What type of letter would you write to a lawmaker if you wanted to help your great grandmother get her social security check corrected?

question

a title a bulleted list of facts

answer

A "fact sheet" enclosed with a letter to a lawmaker should contain:

question

Poor reports are often ignored because of unconvincing information.

answer

Which of the following statements is true of poor reports?

question

persuasive approach

answer

Which type of approach to writing a report is used to convince the reader to do something about which he or she may feel positive, negative, or indifferent?

question

starts off with the purpose of the report

answer

The direct approach ____.

question

places the conclusions and recommendations at the end of the report

answer

The indirect approach ____.

question

requires the indirect approach

answer

The compare-and-contrast organizational pattern ____.

question

requires the direct approach

answer

The journalistic organizational pattern ____.

question

conclusion

answer

Which of the following is not used as an organizational pattern in reports?

question

adapt to a minute detail writing style

answer

Which of the following is not a guideline for writing reports?

question

letter reports

answer

Which of the following is a quick and easy way to send reports both inside and outside the company?

question

appendix

answer

Which of the following is not included in a letter report?

question

Most writers are familiar with letter formats.

answer

According to your text, what is the reason the letter report is often chosen over other report styles?

question

Second and succeeding Page: s follow standard headings used in letters.

answer

How are second and succeeding- Page: headings treated in letter reports?

question

side headings and paragraph headings

answer

What formatting features are used in letter reports to help introduce topics quickly and specifically?

question

both internally and externally

answer

Formal business reports may be used ____.

question

to present data on a specialized subject to attempt to find the causes underlying a problem to attempt to find whether or not a problem exists

answer

Which of the following defines the purpose of a formal report?

question

formal report

answer

A research report falls into which of the following categories of reports?

question

the Greg Reference Manual

answer

Which of the following is not associated with an Internet site you might cite as a source when writing reports?

question

version or file number if applicable date of document or date of its last revision protocol or Internet address

answer

Which of the following information would be included in a basic electronic reference citation?

question

World Wide Web

answer

On the Internet, WWW stands for ____.

question

appendix

answer

In a report, the supporting materials are placed in the ____.

question

footnotes (listed at the bottom of the page containing the excerpt)

answer

One acceptable style for listing sources in a report includes ____.

question

what others have written about your topic

answer

Secondary research consists of ____.

question

index

answer

Which of the following parts would not be included in a formal report?

question

persuasive

answer

Proposals are written using what approach?

question

answer those objections in the proposal

answer

If you think your reader might object to any point in your proposal, you should ____.

question

summary

answer

Which of the following would you not include in a proposal?

question

the problem being addressed

answer

In an internal proposal, what acts as the hook to gain the reader's attention?

question

methodology

answer

The section of a report that provides a detailed description of the procedures used is the _____ section.

question

It states what problem your proposal addresses. It outlines the goal you intend to accomplish. It includes all the details that surround the problem.

answer

Which of the following statements is true of the background information included in a proposal?

question

the scope and limitations of the topic

answer

Which of the following is not included in the staffing and budget needs part of a proposal?

question

a request for approval or authorization a reminder of benefits if the proposal is approved a suggested deadline

answer

The request for approval and authorization part of a proposal should include ____.

question

three-inch margins

answer

The formatting for proposals should not include ____.

question

tables

answer

One of the most basic ways to present numerical data in reports is to use ____.

question

double-space it

answer

If you have two or three lines in a table, you should ____.

question

to help the reader understand data visually

answer

The purpose of charts is ____.

question

primary research

answer

First hand information is considered to be ____.

question

illustrates the main idea by telling an anecdote or describing an incident or an event

answer

The specific instance organizational pattern used in reports ____.

question

Be inconsistent in the format used

answer

Which of the following is not one of the guidelines for writing a report?

question

grasp the reader's attention hold the reader's attention tempt the reader with possible benefits

answer

The persuasive approach requires that you ____.

question

end notes

answer

In listing sources used in a report, which of the following options has the source compiled in a list at the end of the report?

question

written objectively and concisely

answer

Minutes should be ____.

question

reflect the substance of the meeting

answer

Minutes of a meeting should ____.

question

parliamentary procedure

answer

The correct procedure for conducting a formal business meeting is ____.

question

effective planning

answer

Successful meetings result from ____.

question

call to order and roll call reading and approval of reports old business and new business

answer

A typical agenda for a formal meeting includes ____.

question

finding times when all participants are available for a meeting

answer

Electronic calendaring systems can be used for ____.

question

annual and quarterly corporate meetings

answer

Examples of formal meetings include ____.

question

staff meetings

answer

Examples of informal meetings include ____.

question

date and time of meeting

answer

A meeting notice must include ____.

question

a list of materials to bring to the meeting

answer

To make sure that attendees are prepared for a meeting, the meeting notice usually includes ____.

question

omitting location, day, or time

answer

Common mistakes made by those preparing notices include ____.

question

list items to be discussed by the group

answer

The purpose of an agenda is to ____.

question

immediately after the last meeting

answer

Preparation of the agenda for a regularly scheduled meeting begins ____.

question

verbs and noun phrases should be used

answer

Agenda items should be parallel in form. This means that ____.

question

an introduction, a body, and a conclusion are included

answer

Minutes are called a type of report because ____.

question

one- Page summary of meeting book-length report

answer

Minutes may be in the form of a ____.

question

the more formal the meeting, the more formal the wording and tone of the minutes; the more informal the meeting, the more informal the wording and tone of the minutes

answer

The language style of minutes reflects the type of meeting held. This means ____.

question

as soon after the meeting as possible

answer

Drafting of the minutes should be done ____.

question

according to the type of meeting but objectively and concisely

answer

Minutes should be written ____.

question

past tense

answer

Minutes, unlike notices, should be written in the ____.

question

business was conducted

answer

Minutes that are written in chronological order are in the order in which the ____.

question

report the actions that were taken at the meeting

answer

The most important part of the minutes is where you ____.

question

use a separate paragraph for each item of business covered in the meeting.

answer

When writing minutes, _______

question

presented a proposal

answer

Making a "motion" means a person has ____.

question

approved at the next meeting

answer

Minutes of formal meetings become part of the permanent record when they are ____.

question

Roberts' Rules of Order

answer

The set of rules to follow when conducting formal meetings is ____.

question

use a summary format

answer

One way to report minutes of an informal meeting is to ____.

question

specifics of the motions made

answer

When reporting motions in minutes, it is important to include the ____.

question

draw a line through the error and write the correction above it

answer

When it is necessary to correct minutes that have already been distributed or read, you must ____.

question

your company's rules, regulations, and/or usual practices

answer

To distribute minutes of an informal meeting or formal meeting, you must be familiar with ____.

question

strikethrough

answer

To make corrections to minutes using word processing software, you can use the ____ feature.

question

) use the telephone which is time-consuming with no guarantees that everyone received the same information

answer

A common mistake made when sending meeting notices is to ____.

question

name of the committee or meeting group; day, date, time, and location; purpose, any other applicable information, and an agenda

answer

Meeting notices should include the ____.

question

distributed at least three to five days before the meeting

answer

For effective meetings, an agenda should be ____.

question

the meeting is well-planned and organized

answer

The distribution of an agenda sends the message to the participants that ____.

question

correspondence and reports

answer

Materials, such as ____, may be attached to an agenda.

question

Report of the Committee on Credentials, Report on Old Business, Report on New Business

answer

Which example indicates the agenda items are written in parallel form?

question

the president the facilitator the coordinator

answer

The person presiding at or conducting a meeting may be called _______.

question

a one- Page summary to a book-length report

answer

The length of minutes can range from ____ to ____.

question

approved

answer

The minutes of a formal meeting become official once they are ____.

question

give the date and time of the next meeting as well as the time of adjournment

answer

The last paragraph(s) of formal and informal minutes should ____.

question

the motion is endorsed by that person

answer

When a person seconds a motion, this means that ____.

question

electronic writing board

answer

A type of equipment that allows a facilitator to write, draw, or type to a board and print the information is a(n) ____.

question

videoconferencing

answer

An advancement in technology that allows a variety of people to come together for a meeting without being in the same location is ____.

question

reply card

answer

To allow people to notify their intended attendance at a meeting, a(n) ____ can be attached to the notice.

question

your state's Open Meetings Act

answer

When preparing and distributing meeting notices for a public entity, you must comply with ________.

question

a nation of "meeters"

answer

The American business environment may be considered ________.

question

circumstances of the meeting

answer

The format of an agenda will vary with the ____.

question

conclusion

answer

The part of the minutes that describes the actions, decisions, and information about the next meeting is the ____.

question

each item covered in the meeting

answer

In writing minutes, a separate paragraph should be used for ____.

question

listed first

answer

In the attendance list in the minutes, the name of the facilitator is usually ____.

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