Deck 9: Routine Correspondence

Question 1

Your textbook authors state that you should never use "Miss" or "Mrs." in the salutation of the letter.
In the following questions, each of the characteristics applies to either letters or memos. If it applies to letters, mark "A"; if it applies to memos, mark "B."

Answer 1

False

Question 2

Your audience for a memo will probably be more "high-tech" than your audience for a letter.

Answer 2

True

Question 3

Usually include a salutation.

A)letters
B)memos

Answer 3

A

Question 4

The first paragraph of an effective letter should tell your reader what you want to happen next, when you want this to happen, and why it is important.

Question 5

There are generally no standard formats. It depends on how the company does it.

A)letters
B)memos

Question 6

To write an effective e-mail, you should allow your reader to scroll through an unlimited number of screens.

Question 7

High-tech subject matter with acronyms and abbreviations often allowed.

A)letters
B)memos

Question 8

Why should the writer of an e-mail use highlighting techniques sparingly?

A)E-mail platforms are not compatible.
B)Highlighting could lead to garbled text.
C)It uses too much space.
D)It could distort the meaning of the message.

Question 9

In what ways could Instant Messaging cause problems in technical communication?

A)Instant messaging is vulnerable to hackers.
B)Personal messages could distract employees.
C)Instant messages can lead to loss of productivity.
D)All of these answers are correct.
E)A and B

Question 10

Always include a subject line.

A)letters
B)memos

Question 11

"Enclosure" notation at the bottom of the page.

A)letters
B)memos

Question 12

Using all capital letters in correspondence is acceptable in

A)memos.
B)e-mail.
C)letters.
D)None of these answers is correct.

Question 13

External correspondence

A)letters
B)memos

Question 14

One reason for using text messaging is

A)cost.
B)the best form of documentation.
C)it allows highlighting.
D)it speaks to high-tech audiences.

Question 15

E-mail systems are sometimes not secure.

Question 16

Always includes an address.

A)letters
B)memos

Question 17

Format includes letterhead and address.

A)letters
B)memos

Question 18

Instant messaging provides increased communication speed over e-mail.

Question 19

An e-mail writer can send the reader any attachment, regardless of size or software.

Question 20

Informal tone

A)letters
B)memos

Question 21

Discuss why e-mail is such a valuable communication tool. Provide examples.

Question 22

List and discuss at least six IM techniques. Why is each important in the workplace?

Question 23

Identify and discuss two types of communication that begin with buffer statements and create the first paragraph of two such letters.

Question 24

Companies today may want to control the use of Instant Messaging (IM)by their employees. What are three of the techniques they could use to accomplish this?