Deck 15: Document Format and Layout Guide

Question 1

Personal and professional titles,such as Mr.,Ms.,and Dr.,should be omitted in the letter address section of a letter document.

Answer 1

False

Question 2

For a professional image,letters should be folded to produce the fewest number of creases.

Answer 2

True

Question 3

In the formal memorandum format,the writer signs his or her name below the typed message.

Answer 3

False

Question 4

Activating the widow-orphan protection feature prevents single lines of a paragraph at the top or bottom of a page in a multiple-page document.

Question 5

A watermark on business stationery detracts from the impression of quality.

Question 6

The U.S.style for the dateline on business letters spells out the month,followed by the day and year.

Question 7

Many companies are moving toward using the new wider line and paragraph spacing defaults in current word processing programs rather than traditional single and double spacing.

Question 8

A letter with mixed punctuation has a comma after the salutation and no mark of punctuation after the complimentary close.

Question 9

The standard paper size for business documents is consistent around the world.

Question 10

When an attention line is used in a letter,it appears as the first line of the letter address.

Question 11

In the block letter format,all lines (including beginnings of paragraphs)begin at the left margin.

Question 12

Unless required by company policy,reference initials can be omitted when the writer also keys the letter.

Question 13

Most companies today follow the U.S.Postal Service recommendation to key the recipient's address in a letter in all capital letters with no punctuation.

Question 14

A subject line may be typed with or without all caps.

Question 15

Reports should always be prepared with equal left and right margins.

Question 16

Emoticons can be used in email to lighten the mood and compensate the lack of nonverbal cues.

Question 17

The writer's business title may be typed following or on the line below the writer's typed name.

Question 18

Most business letters and memos are printed with a ragged right margin and left justified margin.

Question 19

For consistency,all headings in a report should be typed in the same way,regardless of the level of importance.

Question 20

Calibri is a contemporary default font that is replacing Times New Roman.

Question 21

Because paper quality reflects the degree of professionalism,

A)it is best to avoid papers containing cotton.
B)a heavier weight should be used for envelopes.
C)it is best to use paper without visible watermarks.
D)extremely important documents may be printed on 100% cotton, 24-pound bond.

Question 22

A company striving for a traditional appearance in its letter format would most likely use

A)block format without paragraph indentions.
B)block format with open punctuation.
C)modified block format with open punctuation.
D)modified block format with mixed punctuation.

Question 23

Which address below complies with traditional U.S.Postal Service format recommendation?

A)Ms Janet Evans 117 Evergreen Drive
St)Louis, MO 64501-1170
B)MS.JANET EVANS 117 EVERGREEN DRIVE
ST LOUIS, MO 64501-1170
C)MS JANET EVANS 117 EVERGREEN DRIVE
ST LOUIS MO 64501 1170
D)All of the above comply.

Question 24

Which is FALSE concerning the positioning of a letter?

A)Short letters of one or two paragraphs are centered on the page.
B)Longer letters begin 2 inches from the top of the page.
C)Side margins may be adjusted to improve appearance.
D)All of the above are true.

Question 25

You are writing an email message to your company supervisor to obtain approval for a budget expenditure.The most appropriate salutation and complimentary close would be

A)Dear sir; Sincerely
B)Hi!; Later
C)The salutation and complimentary close are omitted
D)Max; Thank you

Question 26

Your company has a policy of using the modified block format for letters with indented paragraphs and mixed punctuation.You have been given the authority to modify this policy to reflect the efficient keyboarding approach without eliminating any standard letter parts.What is your best recommendation to meet this objective?

A)Use modified block format with open punctuation.
B)Use block format with open punctuation.
C)Use modified block format with open punctuation and no paragraph indentions.
D)Use memo format.

Question 27

Open punctuation

A)omits the commas after the salutation and the complimentary close.
B)includes a colon after the salutation and a comma after the complimentary close.
C)leaves punctuation to the discretion of the writer.
D)omits the colon after the salutation and the comma after the complimentary close.

Question 28

Depending on the preference of the company,memos may be appropriately printed on

A)memo forms.
B)plain paper.
C)company letterhead stationery.
D)any of the above.

Question 29

You will send a copy of a letter addressed to Mr.Samuel Elder to Marianne Delano.How should you key this information on the letter?

A)copy Marianne Delano
B)c Marianne Delano
C)c Ms.Marianne Delano
D)cc Mr.Samuel Elder, Ms.Marianne Delano

Question 30

Reference initials in a letter or memo

A)consist only of the initials of the person who authored the document.
B)are necessary on every business document.
C)may reflect the initials of all people involved in the creation of a document.
D)always appear as the very last item in the document.

Question 31

Which of the following is NOT a technique for making an email message easier to read?

A)Limit each message to one screen to minimize scrolling.
B)Use all capital letters for more impact.
C)Use quotation marks to emphasize a specific word or phrase.
D)Use short, unindented paragraphs.

Question 32

A major difference between the memorandum format and the letter format is

A)the memo omits the salutation and complimentary close.
B)the memo double spaces paragraphs.
C)the memo omits reference initials.
D)the memo must be printed on a memo form.

Question 33

The letter address

A)precedes the dateline.
B)omits all personal and professional titles.
C)includes the writer's full address.
D)includes a courtesy or professional title of the recipient.

Question 34

What is the customary way for the writer to sign a memorandum?

A)A handwritten signature below the message
B)Handwritten initials to the right of the sender's name in the heading
C)Typed name at the end of the document
D)No signing necessary

Question 35

Most business letters and memos are prepared with

A)justified left and right margins.
B)justified left margin and ragged right margin.
C)ragged left margin and justified right margin.
D)ragged left and right margins.

Question 36

Which of the following applies to paragraph indention?

A)Indented paragraphs are required in the modified block format.
B)Indented paragraphs are optional in the block style.
C)Indented paragraphs are optional in the modified block format.
D)Indented paragraphs are never used in a business letter.

Question 37

You are addressing a letter for delivery in the state of Michigan.Per U.S.Postal Service guidelines,you key:

A)MI, the appropriate two-letter abbreviation.
B)Michigan, spelled out.
C)Mich., abbreviated.
D)MICHIGAN, spelled out in all caps.

Question 38

Which of the following is accurate concerning the correct use of a company name in the signature block of a letter?

A)The company name always appears as a line in the signature block.
B)The company name is keyed in capital and lowercase letters above the complimentary close.
C)The company name is keyed in all capital letters below the complimentary close and before the signature.
D)The company name is not acceptable in the signature block.

Question 39

You are sending a letter to Juan Santiago at Rowden Power Company.How should the salutation be expressed?

A)Dear Sir
B)Dear Mr.Santiago
C)Ladies and Gentlemen
D)Dear Juan Santiago

Question 40

A subject line

A)is used only when composing a memo or email message.
B)sets the stage for the receiver to understand the message.
C)directs a document to a specific person.
D)provides a record of how the document was sent.

Question 41

Why do some companies use computer file notations at the end of a document?

A)To show who typed the document.
B)To show the location of the document on the computer network.
C)To provide more information about the recipient.
D)To provide more information about the author of the document.

Question 42

What should be included in a second page heading for a two-page memo or letter?

A)Name of the receiver, page number, date.
B)Name of the sender, page number, date.
C)Sender's last name and page number.
D)Sender's company name and page number.

Question 43

Which of the following is true about modified block style?

A)It is a newer, simpler style than block.
B)Paragraphs may be indented one-half inch.
C)All lines must begin at the left margin.
D)All of the above are true.

Question 44

Which of the following is NOT a technique to use when formatting a memo?

A)Omit personal and professional titles.
B)Include a specific subject line to make reading easier.
C)Sign your name at the end of the document.
D)Use single-spaced, unindented paragraphs.

Question 45

Explain the two common punctuation styles used in business letters.

Question 46

Which of the following is true about emoticons and shorthand abbreviations in email messages?

A)Emoticons and shorthand abbreviations are generally appropriate in email to external parties.
B)Abbreviations should never be used because they cause confusion for the reader.
C)Using an emoticon to show pleasure or sarcasm is at times appropriate to make the message clearer to the receiver.
D)None of the above is true.

Question 47

Which of the following is FALSE concerning the use of headings in reports?

A)Several levels of headings may be used and should be typed in different ways to indicate level of importance.
B)Heading format varies with the documentation manual used.
C)Two levels of headings should not appear consecutively without any intervening text.
D)Only first, second, and third level headings should be used.

Question 48

Discuss the use of emoticons in business messages.

Question 49

When addressing an envelope for a U.S.destination,the last line contains

A)the city.
B)the state.
C)the nine-digit zip code.
D)all of the above.

Question 50

Describe the standard parts of a business letter.

Question 51

Email is very beneficial in business communication when it used correctly.Give four guidelines for formatting professional email messages.

Question 52

Describe two common business letter formats; include an advantage of each.

Question 53

Which of the following is most accurate concerning the spacing of company reports?

A)Text should be double spaced and references single spaced.
B)Text and references should be double spaced.
C)Text and references should be typed according to software default spacing.
D)Spacing can vary with the preference of the company.

Question 54

Which of the following is FALSE about optional elements appearing after the complimentary close?

A)An enclosure notation must identify the number and type of enclosure.
B)A copy notation appears below the enclosure notation.
C)The company name is optional when letterhead is used.
D)The computer file notation provides information about where the file can be found on the computer network.