Technical Writing, Communications, and Minutes of Meeting Quiz

Technical Writing (Communications and Minutes of Meeting) Quiz. This test covers various topics in Technical Writing including e-mail messages, memos, and minutes of meeting. You may use the items below for a pretest or for summative assessment purposes.

  1. Which is the official record of the proceedings at a meeting?
    • Minutes of Meeting
    • Meeting Agenda
    • Notice of Meeting
    • Meeting Objectives
  2. What is an assembly or conference of persons for a specific business purpose?
    • Notice of Meeting
    • Business Meeting
    • Meeting Objectives
    • Minutes of Meeting
  3. A meeting agenda includes the following except,
    • topics for discussion
    • a time allotment for each topic
    • a presenter or discussion leader for each topic
    • secretary taking the minutes
  4. Which does not define the purpose of a meeting agenda?
    • It provides a focus for the meeting.
    • It provides an outline for the meeting.
    • It gives the participants an opportunity to come prepared.
    • It defines exact time of adjournment
  5. Which is defined as a list, a plan, or an outline of things to be done, matters to be acted upon or voted upon in a business meeting?
    • Meeting Agenda
    • Meeting Objectives
    • Background Information
    • Unfinished Business
  6. What is the advantage of using word processing software to compose important messages?
    • It is better at reviewing mails for typos and grammatical problems than email systems.
    • It allows wider viewing pane.
    • It showcases several editing tools and tabs.
    • It can be directly synced to email accounts.
  7. Which feature of an electronic mail is considered by many business professionals a breach of privacy?
    • Carbon Copy
    • Blind Carbon Copy
    • Mail Flag
    • Mail Forward
  8. Which of the following, when used, is most likely to contribute to email chains?
    • the ‘forward’ feature
    • Blind Carbon Copy
    • Carbon Copy
    • Reply feature
  9. What purpose does the first sentence of the body of a memo serve?
    • introduces the writer of the memo
    • tells the audience who to contact
    • states the purpose or the action the reader has to take
    • serves as a formal greeting
  10. Which two adjectives best describe a memo?
    • lengthy and in-depth
    • detailed and formal
    • short and concise
    • verbose and succinct
  11. What punctuation mark is used after each heading of a business memo?
    • Semicolon
    • Period
    • Comma
    • Colon
  12. To ensure that your memo achieves its purpose,
    • focus on more than one topic
    • adapt the standard heading format as you like
    • use direct approach when you convey bad news
    • keep the memo short and to the point
  13. Which of the following is NOT a benefit of an e-mail?
    • E-mail reaches people more quickly than letters.
    • E-mail can be easily discarded when the message does not have to be kept.
    • E-mail relieves the recipient from playing “telephone tag.’
    • E-mail is private because it requires the use of a password to access it.
  14. Which of these is NOT a proper netiquette?
    • checking your e-mail promptly
    • sending an e-mail to anyone who could remotely have an interest in it
    • sending short, direct messages
    • not sending messages that promote a strong emotional response from the receiver
  15. You receive an e-mail message from the account executive in your advertising agency. At the end of her message is her full name with her company’s name and address, and her telephone number. This is an example of a,
    • Signature file
    • Closing
    • Letterhead file
    • Business card file
  16. E-mails and memos differ from business letters in that they are,
    • written to employees within a company
    • subject to less grammatical scrutiny
    • less formal in tone and formatting
    • more formal in tone
  17. In which of the following situations a memorandum or memo is typically used?
    • Job application
    • Intra-office communication
    • Request for bids
    • Proposal accompaniment
  18. For which of the following meeting is least likely to be needed?
    • Information-sharing
    • Negotiating
    • Problem-solving
    • Project planning
  19. What should be your first step as a meeting leader?
    • Conduct a cost-benefit analysis.
    • Determine whether a meeting is needed.
    • Decide which type of meeting you are having.
    • Identify who will serve each role at your meeting.
  20. What is the main purpose of meeting minutes?
    • Repeat verbatim what was said at a meeting.
    • Summarize what was said at a meeting.
    • Summarize general meeting information and meeting accomplishments.
    • Summarize what was accomplished at a meeting, and record important issues, general meeting details, and action items.
  21. When should you call a meeting?
    • anytime your group needs to share information
    • at least once each day
    • when meeting is the best way to achieve objective
    • Never. Meetings are always a waste of time.
  22. Who should participate in a meeting?
    • Anyone who wants to participate. The more the merrier!
    • Anyone who has anything to do with what will be discussed at a meeting. After all, we wouldn’t want to exclude anyone.
    • Those who can influence the fulfillment of the meeting objective.
    • Those who are entertaining, tell great jokes and make meetings fun
  23. Is it necessary for the agenda to be distributed before a meeting?
    • The agenda should be distributed at least one week before the meeting. This gives participants enough time to prepare for the meeting.
    • The agenda should be distributed at least one day before the meeting. This gives participants to prepare for the meeting discussion.
    • Distributing the agenda as participants enter the meeting room is sufficient.
    • What’s the point? We never follow the meeting agenda anyway.
  24. Is it appropriate to hold a meeting in a restaurant?
    • But only if you’re in the food business.
    • Meetings are most productive when they occur in a boardroom.
    • If the objective is to establish a social as well as a business relationship.
    • Food puts people to sleep.
  25. When do you end a meeting?
    • Adjourn only once it has run 10 minutes overtime.
    • Once every person in the room has fallen asleep
    • Adjourn once the objective has been accomplished.
    • Once all the donuts and coffee are consumed
  26. What is telephonic transmission of scanned-in documents, usually to a telephone number associated with an output device?
    • E-mail
    • Scanner
    • Fax
    • Telegram
  27. The best way to know if your email was received is to ask the,
    • Network person
    • Computer guru
    • System admin
    • Recipient to confirm
  28. Creating and sending an e-mail is, in many ways, similar to,
    • Using a phone
    • Mailing a letter
    • Using FedEx
    • Writing a letter without a stamp
  29. In sending e-mails, which closing ‘question’ phrase is correct?
    • If you have some questions, don’t hesitate to contact me.
    • If you have any question, just ask.
    • If you have any questions, please don’t hesitate to contact me.
    • Feel free to contact if you have any questions.
  30. Which closing ‘future contact’ phrase is correct?
    • Look forward to hear you.
    • Look for to hearing from you.
    • I look forward to hearing from you.
    • I looking forward to hearing from you
  31. Which request is best for a simple request of information?
    • Would it be possible for you to send a product brochure?
    • Send me your product catalogue please.
    • Could you please send me your product catalogue?
    • Send me your catalogue ASAP!
  32. You are sending an e-mail to inform a colleague about a meeting. The best subject line is,
    • Monthly sales meeting is on tomorrow at 9:30
    • Sales meeting arrangements
    • Meeting
    • (no subject)
  33. Which purpose phrase is correct?
    • I am writing inform you about our new product.
    • I’m writing informing you about our new product.
    • I’m writing to tell you our new product.
    • I am writing to let you know about our new product.
  34. Which request is correct?
    • I would be grateful if you could fill out the attached form.
    • Could you please fill out the attached form?
    • I would appreciate if you could fill out the attached form.
    • Would you mind to fill out the attached form?
  35. Which topic phrase is correct?
    • I am writing in regards to your complaint.
    • I’m writing regarding to your complaint.
    • I’m writing concern your complaint.
    • I write regarding your complaint.
  36. The best way to make several points in an e-mail is,
    • Include all the points in one paragraph.
    • Include all points in the last paragraph.
    • Use lists with bullets or numbers.
    • Hire an airplane pulling a banner to fly over the office.
  37. When sending an e-mail, you should copy (“cc”),
    • everyone in the department
    • only those people who absolutely MUST know
    • your boss and your boss’ boss
    • The whole world. Why not? Everyone else does.
  38. When writing a subject line in an e-mail,
    • Use something general, as “Greetings” or “Hello”
    • Use several sentences.
    • Be specific, but brief
    • (no subject)
  39. When writing an e-mail, paragraphs should,
    • Be long.
    • Be short.
    • Be indented.
    • Be invisible.
  40. At the end of an e-mail, you should include,
    • only your name
    • all your relevant contact information
    • only your name and company
    • a picture of your pet python and twin tarantulas