Writing Professional Email and Memos (Project-Centered Course) Quiz Answers

Get All Weeks Writing Professional Email and Memos (Project-Centered Course) Quiz Answers

Writing Professional Email and Memos (Project-Centered Course) Quiz Answers

Week 01 Quiz Answers

Q1. In what ways are the formats of emails and memos similar? Choose all that apply.

• Including a closing and signature
• Giving subject and date
• The type of information
• Verifying identity

Q2. What key pieces of information are provided by both memos and emails in the heading?

• Sender, recipient, and subject
• Recipient, sender, date, and subject
• Sender, title, date, and time
• Recipient, title, and date

Q3. Meeting minutes, directives, progress reports, and lab reports are all types of

• Professional emails
• Business memos
• Both
• None of the above

Q4. What is the best way to end a professional email?

• With the closing phrase, initials, and title
• With a closing phrase such as “best regards” and initials
• With full name and title
• With closing phrase, full name, and titl

Q5. What is the meaning of “CC” in email?

• Chain copied
• Candid copy
• Carbon copy
• Collected copies

Q6. In which of these situations is it best to CC someone?

• When they are directly involved in the meeting/project referenced
• When you want to keep them updated but don’t need a response
• When you want them to respond, but it is not time-sensitive

Q7. When might you use BCC? Choose all that apply.

• To keep an email tidy and easy to read when dealing with many recipients
• To keep an email address private from other recipients (such as with a mailing list), to make a paper trail when dealing with a potential grievance, and/or to keep an email tidy and easy to read when dealing with many recipients
• Never: it is unethical to share emails without letting everyone know who sees them.
• To notify your supervisor when dealing with a potential grievance
• To keep an email address private from other recipients (such as with a mailing list)

Q8. Which is most true?

• Emails evolved from memos, which are now obsolete
• Memos are obsolete now that email is common
• Emails evolved from letters
• Emails evolved from memos

Week 02 Quiz Answers

Practice Quiz 01

Q1. Ms. Roberts: Hello Mr. Acworth! How are you today?

Mr. Acworth: Hello, Ms. Roberts. I’m not doing too well.

Ms. Roberts: Oh no? What’s wrong?

Mr. Acworth: Well, I was working yesterday, and Mr. Henry asked me to change some of the light bulbs. I climbed up on a chair to change the one in the atrium, and I fell.

Ms. Roberts:

• Be sure to give me a progress report regarding your condition
• I hope you have provided Mr. Henry with a directive.
• Did you record this in the meeting minutes?
• You need to file an incident report.

Q2. Ms. Sanchez: Hello everyone and welcome to the meeting. Our usual secretary, Mr. Johnson, couldn’t be here today. At this point, I’d like to ask if anyone will take

• meeting minutes
• a directive
• a response to an inquiry
• a progress report

Q3. Mr. Li: I’ve just received word that Mr. Sadler has had an asthma attack. He was entering the building, and he had to walk past a lot of people smoking. It triggered his asthma. He is going to the hospital now.

Ms. Majumder: Oh, no.You know, we should let people know about the new policy regarding smoking next to the building entrances.

Mr. Li: You are right. To let people know about the new policy, I should write and distribute a/an

• progress report
• incident report
• directive
• Response to an inquiry

Q4. Mr. Abbasov received the following email:

What should he do?

• Write a progress report
• Write an incident report
• Write a response to an inquiry
• Take meeting minutes

Q5. Ms. Murphy: Hello Mr. Tanaka!

Mr. Tanaka: Hello, Ms. Murphy! How is that Devi project coming along?

Ms. Murphy: Funny you should ask. I was just about to send you

• a response to an inquiry
• meeting minutes
• a progress report
• a directive

Practice Quiz 02

Q1. In this course we will focus on five common email/memo types. Which type of email/memo, below, is NOT one we will focus on.

• Incident reports
• Directives
• Meeting minutes
• Field reports

Q2. What is the appropriate way to sign a memo?

• This is a trick question. You do not sign a memo unless it is in email format.
• Sincerely,
• Regards,
• I will love you forever,

Q3. One way to send a memo is to write it in memo format in a word processing program. Then, to send it electronically, you

• Walk it around to each of the recipients’ desks and have them sign it
• Print it, initial by your name, scan it, and attach it to an email
• sign it at the bottom, make copies, put them in envelopes addressed to recipients, and distribute them via the office mail
• Read it over a loudspeaker

Q4. If you are sending a memo in memo format via email as an attachment, then you should

• Follow the memo format with the four pieces of necessary information followed directly by the information itself, ending like all memos do.
• Begin the email with a salutation and the name of the primary recipient. Then, provide a brief description of the information in the attached memo, a polite closing, and a signature.
• Attach the memo to the email and send it. The recipient will figure out what it is when he or she opens the attachment.

Q5. In a progress report, one should: (choose all that apply)

• List any problems you are having or anticipate (if applicable).
• Request feedback on what has been done so far.
• Describe what has been done so far.
• Ask questions on what else should be done.
• Describe what is planned to do next.
• Give information from project meetings.

Q6. A report that is broad and encompasses a range of activities within an organization is a

• set of meeting minutes
• status report
• progress report

Q7. Meeting minutes are

• Notes taken within a meeting on important topics and decisions
• A written overview of the outcome of meetings throughout the week/month
• A log of time spent in meetings each week or each month

Q8. When shared via email, meeting minutes might include this information (choose all that apply)

• Where the meeting was held
• List of attendees
• The agenda of the meeting
• The organization’s name
• Leader of meeting
• Date of meeting
• Times the meeting began and ended
• Writer of the minutes

Q9. The statement, below, is not true of the meeting minutes

• Meeting minutes should list all the persons present at the meeting.
• Meeting minutes should be detailed and include all that happened, even if it is unflattering (such as two people arguing about something off-topic for 10 minutes).
• Meeting minutes should state when the meeting started and ended.
• Meeting minutes should strive to represent the organization positively.

Q10. The elements that must be included when filling out an incident report are (choose all that apply)

• Explaining who is at fault
• Accuracy of detail such as date, time, specific location, and names of other people involved
• Honesty
• Avoiding jargon or slang
• Including what you know happened, even if you did not see it yourself
• Clarity: plain speech with correct grammar and spelling

Q11. How do directives differ from general information emails/memos?

• Directives should begin with an explanation of why the policy has been implemented, and then state the policy.
• Directives update the manager on the progress of a project.
• Directives relate the discussions/decisions/events that occurred at a meeting of an organization.
• Directives describe an accident or incident that occurred on the job.

Q12. In response to an inquiry, it is best to

• Begin with a polite expression of gratitude for the inquiry or other polite opening statement
• Get straight to the answer without wasting the inquirer’s time

Q13. If there are multiple questions in an inquiry, some of which you do not know the answer to or cannot give the answer per company policy, you should

• Just reply that you do not know the answer to everything.
• Answer what you can and leave it at that; no need to give additional commentary.
• Answer what you can and explain why you cannot answer the others.
• Answer what you can, search for answers to the questions you don’t know, and only give an explanation for why you cannot answer after you have done all you can.

Q14. If it is not your job to answer a question, you should

• let the questioner know that it is not your job to answer questions.
• immediately forward the question to the one who can answer it.
• find out whose job it is, and ask him or her if it is okay to forward a question to him or her.
• makeup information to teach the person a lesson about bothering you.

Q15. The ability to feel another’s feelings as your own and write with another’s perspective in mind is

• empathy
• politeness
• etiquette
• love

Week 03 Quiz Answers

Practice Quiz 01

Q1. What would you say is the MAIN problem with the email, below?

• tone and audience
• Nothing. This email is perfect.
• spelling and grammar
• format

Q2. What would you say is the MAIN problem with the memo, below?

• Nothing. This memo is perfect.
• spelling and grammar
• format
• tone and audience

Q3. There are several problems with the meeting minutes, below. What problems are there? Check all answers that apply.

• format
• spelling
• tone and audience
• Punctuation

Q4. Background: Reynaldo Smith works in the Geography Department at Kennesaw State University. Jaime Hutchinson is his department chair or supervisor. Jaime scheduled a meeting with her supervisor, Sabine Hofer, and Sabine’s assistant, Jim Kalinakis. She invited Reynaldo to that meeting to learn more about the university’s plans for the Online Geography degree, which Reynaldo is in charge of. Sabine, Jim, Reynaldo, and Jaime attended the meeting.

Question: Why is Jaime Hutchinson copied on the email exchange, below?

• The copy function is used here to let Jaime see the email exchange without Reynaldo knowing that she is informed.
• Sabine is copying Jaime to let her know that Reynaldo, one of Jaime’s department members, is trying to “do an end run” around Jaime and skirt her authority on an important issue.
• Jaime is copied because she is Reynaldo’s supervisor. Sabine is Jaime’s supervisor. That is, in the organizational chart, Sabine is over Jaime who is over Reynaldo. In many organizations, if someone is communicating with another person at a higher level than his or her supervisor, then the supervisor is copied on the emails to make sure he/she is aware of the communication or issue.
• Jaime is copied to let her know a meeting took place and what decisions were made.

Q5. The email exchange, below, is an inquiry and response to inquiry. What problem do you see with the response?

• The format of the emails is incorrect. There is no initial by the name, and the proper headings are not presented.
• There are too many grammar errors in both emails.
• Instead of responding directly, the service department redirects the inquiry to a website.
• The tone of the inquiry and response are impolite.

Practice Quiz 02

Q1. Managing one’s impression requires paying attention to

• Tone and formality
• Grammar, spelling, and punctuation
• Clarity and conciseness
• Clarity and conciseness as well as grammar, spelling, and punctuation
• All of these

Q2. . In considering the audience, one must think about (check all that apply)

• Who is likely to read carefully
• Who will read the email/memo without having all the context of being directly involved?
• Who will use the information directly
• Who may dislike or resist the information and how to soothe that
• Who will file the email/memo and how he or she categorize it
• Who is likely to skim and how to make sure he or she at least gets the gist of it

Q3. In emails, it is more important to be

• Concise
• Pleasant
• Both concise and pleasant equally

Q4. One should consider writing an email with _______ if writing to international clients.

• More formality
• Less formality
• The same amount of formality as when writing to US client

Q5. You are a new employee and are preparing to write your first memo in the company. This memo will be seen by your coworkers, your supervisors, and several people from other departments in the company. To determine the appropriate level of formality, you should _______.

• Imitate your supervisor’s level of formality from his memos.
• Imitate the CEO’s level of formality from his memos.
• Be informal in your memo so that your coworkers like you.
• Use a lot of elevated language to make yourself sound smarter and more formal

Q6. When is it okay to disregard formalities?

• When your friend tells you that “nobody here is formal”
• On casual Fridays, when you get to wear jeans to work
• When your supervisor explicitly tells you that you do not have to be formal in written correspondence

Q7. In general, you should use headers in an email if it is longer than

• Two sentences.
• A paragraph.
• Two paragraphs.
• You should not use headers because they just clutter up the email.

Q8. If you are not confident in your usage of punctuation, you should (check all that are correct)

• Put a comma wherever you would take a breath.
• Use simple sentences.
• Learn the three most common comma rules.

Q9. Which of these practices is/are best for writing a good email? (Check the four correct answers)

• Collect the content and organize it.
• Take a break before a slow final read-through.
• Proofread immediately after writing the email.
• Read it out loud quickly to check for mistakes.
• Identify the type.
• Check to be sure you are being clear, concise, complete, and polite.

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