Personal Business Letter And Memo Test
Questions and Answers
- 1.
When punctuation marks are omitted in opening and closing lines of a letter, the punctuation STYLE is called:
- A.
Formal
- B.
Open
- C.
Mixed
- D.
Closed
Correct Answer
B. OpenExplanation
When punctuation marks are omitted in the opening and closing lines of a letter, it is referred to as an "open" punctuation style. In this style, there is no use of punctuation marks such as commas or periods after the salutation or before the closing of the letter. This creates a more informal and relaxed tone in the letter.Rate this question:
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- 2.
What is a personal business letter?
- A.
A letter from an individual to a business dealing with business of a formal nature
- B.
A formal letter from a business to you that is typed on business letterhead
- C.
A letter written from you to a friend about a business deal that is written on lined paper
- D.
A letter to deal with business of a formal nature from you and written on lined paper
Correct Answer
A. A letter from an individual to a business dealing with business of a formal natureExplanation
A personal business letter refers to a letter written by an individual to a business, specifically addressing matters of a formal nature. This type of letter involves communication between an individual and a business entity, discussing business-related topics such as inquiries, complaints, or requests. It is important to note that personal business letters are distinct from formal letters sent by a business to an individual, as they are typically written on personal letterhead and reflect an individual's perspective and purpose.Rate this question:
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- 3.
Which key should be used to align the entries that follow the memo heading?
- A.
Space bar
- B.
Tab
- C.
Cursor keys
- D.
Backspace
Correct Answer
B. TabExplanation
The Tab key should be used to align the entries that follow the memo heading. The Tab key allows for consistent and precise alignment of text by moving the cursor a set distance across the page. This ensures that the entries are neatly lined up and organized, making the document more visually appealing and easier to read.Rate this question:
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- 4.
All parts of a memo should be aligned with the _________ margin.
- A.
Right
- B.
Left
- C.
Top
- D.
Bottom
Correct Answer
B. LeftExplanation
All parts of a memo should be aligned with the left margin because this is the standard formatting convention for memos. Aligning the text to the left creates a clean and organized appearance, making it easier for the reader to follow the content. It also helps to maintain consistency and readability throughout the document.Rate this question:
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- 5.
Which punctuation mark follows the word in the memo heading?
- A.
Colon (:)
- B.
Semicolon (;)
- C.
Comma (,)
- D.
Hyphen (-)
Correct Answer
A. Colon (:)Explanation
The punctuation mark that typically follows a word in a memo heading is a colon (:). A colon is used to introduce a list, an explanation, or a statement that elaborates on the preceding information. In the context of a memo heading, a colon is often used to separate the title or subject of the memo from additional details or subheadings.Rate this question:
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- 6.
How many spaces are used between letters in the typist initials?
- A.
None
- B.
One
- C.
Two
Correct Answer
A. NoneExplanation
The correct answer is "None" because the question is asking about the number of spaces used between letters in the typist initials. Since initials are typically written without any spaces between the letters, the correct answer is none.Rate this question:
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- 7.
In a personal business letter, the letter address belongs to
- A.
None of the above
- B.
The person that typed the letter
- C.
The person who wrote the letter
- D.
The person receiving the letter
Correct Answer
C. The person who wrote the letterExplanation
The letter address in a personal business letter belongs to the person who wrote the letter. This is because the letter address is the sender's address, which is typically included at the top of the letter. It is important to include the sender's address so that the recipient knows who the letter is coming from. The sender's address may include their name, street address, city, state, and zip code.Rate this question:
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- 8.
The proper order for the memo headings is
- A.
TO, FROM, DATE, SUBJECT
- B.
TO, FROM, SUBJECT, DATE
- C.
DATE, TO, FROM, SUBJECT
- D.
FROM, TO, DATE, SUBJECT
Correct Answer
A. TO, FROM, DATE, SUBJECTExplanation
The proper order for the memo headings is TO, FROM, DATE, SUBJECT. This order makes logical sense as it follows the standard format of addressing the recipient first (TO), followed by the sender (FROM), then the date (DATE), and finally the subject of the memo (SUBJECT). This order ensures clarity and organization in the memo.Rate this question:
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- 9.
The paragraphs in a memo or letter are also known as the
- A.
Return address
- B.
Conclusion
- C.
Salutation
- D.
Body
Correct Answer
D. BodyExplanation
The paragraphs in a memo or letter are referred to as the "body" because this is where the main content and message of the communication are presented. The body typically contains the details, information, or arguments that the writer wants to convey to the recipient. It is the central part of the memo or letter where the main purpose of the communication is fulfilled. The body paragraphs are essential for providing clarity, supporting ideas, and engaging the reader.Rate this question:
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- 10.
An appropriate salutation for a personal business letter is
- A.
Respectfully Yours
- B.
Sincerely
- C.
Dear Ms. Jones
- D.
A and b
Correct Answer
C. Dear Ms. JonesExplanation
The appropriate salutation for a personal business letter is "Dear Ms. Jones" because it is a formal and respectful way to address the recipient. "Respectfully Yours" and "Sincerely" are commonly used in formal letters, but they do not address the recipient directly. "Dear Ms. Jones" establishes a personal connection and shows courtesy towards the recipient.Rate this question:
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- 11.
What type of notation should be used if a map were included in the envelope with the letter?
- A.
Copy
- B.
Enclosure
- C.
Typist Initials
- D.
Attachment
Correct Answer
B. EnclosureExplanation
If a map were included in the envelope with the letter, the appropriate notation to indicate this would be "Enclosure." This notation is commonly used to indicate that there is an additional item or document included with the letter. In this case, the map is being enclosed along with the letter, so the notation "Enclosure" accurately conveys this information to the recipient.Rate this question:
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- 12.
What type of correspondence would be BEST to complain about a restaurant?
- A.
Unbound report
- B.
Personal business letter
- C.
Memorandum
- D.
Table
Correct Answer
B. Personal business letterExplanation
A personal business letter would be the best type of correspondence to complain about a restaurant. This type of letter allows the sender to express their dissatisfaction in a formal and professional manner. It provides a structured format to clearly outline the issues experienced at the restaurant, allowing the recipient to understand and address the complaint effectively. Additionally, a personal business letter creates a paper trail, which can be useful if further action or follow-up is required.Rate this question:
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- 13.
What is the top margin of a memo?
- A.
1"
- B.
1.25"
- C.
1.5
- D.
2"
Correct Answer
D. 2"Explanation
The top margin of a memo is 2". This means that there is a 2-inch space between the top edge of the paper and the beginning of the content or text in the memo. Having a larger top margin can help create a more visually appealing and organized document, allowing for important information to be easily seen and read.Rate this question:
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- 14.
What are the side margins for a memo?
- A.
1" or default
- B.
1.35" or default
- C.
1.5" or default
- D.
2" or default
Correct Answer
A. 1" or defaultExplanation
The side margins for a memo are typically set at 1" or the default setting. This allows for a balanced and visually pleasing layout, with enough space on the sides to accommodate any necessary notes or annotations. The default setting is often set to 1" as it is a commonly used and standard margin size for memos.Rate this question:
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- 15.
Which of the following is the correct format for reference initials?
- A.
I.L.C.
- B.
ILC
- C.
I.l.c.
- D.
Ilc
Correct Answer
D. IlcExplanation
The correct format for reference initials is "ilc" in lowercase letters. Reference initials are typically used to indicate the person who typed or prepared a document. In this case, "ilc" is the correct format because it follows the standard practice of using lowercase letters for initials. The other options, "I.L.C.", "ILC", and "i.l.c." are not correct formats as they either use incorrect capitalization or include unnecessary punctuation.Rate this question:
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- 16.
The ____________line is who the memo is addressed to.
- A.
TO:
- B.
FROM:
- C.
DATE:
- D.
SUBJECT:
Correct Answer
A. TO:Explanation
The TO: line in a memo indicates the recipient or the person to whom the memo is addressed. It is used to specify the intended recipient of the memo and ensure that the message reaches the correct person or department. The TO: line is an essential part of a memo as it helps in directing the communication to the appropriate individual or group.Rate this question:
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- 17.
If someone other than the orginator of the memo keys it, his/her initials are keyed in lowercase letters at the left margin. This is known as:
- A.
Who the memo is from
- B.
Reference initials
- C.
Memo body
- D.
Enclosure
Correct Answer
B. Reference initialsExplanation
The reference initials are the lowercase letters that are keyed in at the left margin when someone other than the originator of the memo keys it. This allows the recipient of the memo to know who actually typed or keyed in the memo. It helps in identifying the person responsible for inputting the information and ensures accountability within the organization.Rate this question:
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- 18.
True or False: A memo is the similar to an E-mail.
- A.
True
- B.
False
Correct Answer
A. TrueExplanation
A memo and an email are similar because they are both forms of written communication used in a professional setting. Both can be used to convey information, share updates, or request actions from recipients. They can be sent to multiple recipients, and both can be saved for future reference. However, there are some differences between the two. Memos are typically used for internal communication within an organization, while emails can be used for both internal and external communication. Additionally, emails are electronic messages sent through the internet, while memos are usually printed or distributed physically within the organization.Rate this question:
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- 19.
If a document accompanies the memo but is not attached to it, key the word ____________
Correct Answer
Enclosure
enclosure
"Enclosure"
"enclosure"Explanation
When a document accompanies a memo but is not physically attached to it, the word "Enclosure" is typed at the bottom of the memo. It is important to key this word to inform the recipient that there is an additional document related to the memo. The word "enclosure" can be typed in lowercase or uppercase, and it is commonly enclosed in quotation marks to draw attention to it.Rate this question:
- 20.
When keying a personal business letter, how many times do you space after the date?
- A.
2 times
- B.
4 times
- C.
1 time
- D.
3 times
Correct Answer
A. 2 timesExplanation
When keying a personal business letter, it is customary to space twice after the date. This helps to visually separate the date from the body of the letter and makes it easier to read. It is a standard formatting practice in business correspondence.Rate this question:
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- 21.
The enclosure notation represents
- A.
The writer would like closer to a situation.
- B.
That there is something else besides the letter included in the envelope.
- C.
The typist name.
- D.
A document physically attached to the letter.
Correct Answer
B. That there is something else besides the letter included in the envelope.Explanation
The enclosure notation represents that there is something else besides the letter included in the envelope. This notation is typically used to indicate that additional documents or items are enclosed with the letter. It alerts the recipient to check for any additional materials that may be relevant to the letter's content.Rate this question:
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- 22.
What is the standard top margin for business letters and memos?
- A.
1 in.
- B.
1.5 in.
- C.
2 in.
- D.
2.5 in.
Correct Answer
C. 2 in.Explanation
The standard top margin for business letters and memos is 2 inches. This allows for proper formatting and ensures that the content of the letter or memo is centered and visually appealing. A larger top margin may result in wasted space, while a smaller top margin may make the document look cluttered and unprofessional. Therefore, a 2-inch top margin is the ideal choice for business letters and memos.Rate this question:
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- 23.
The _________________line may be written in all caps (uppercase letters) and is what the memo is about.
- A.
TO
- B.
FROM
- C.
SUBJECT
- D.
DATE
Correct Answer
C. SUBJECTExplanation
The line in a memo that may be written in all caps and is what the memo is about is the SUBJECT line.Rate this question:
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- 24.
If a memo has both an attachment notation and reference initials, which should appear LAST on the document?
- A.
Reference initials
- B.
Enclosure notation
- C.
Attachment notation
- D.
Neither, they should be side by side
Correct Answer
C. Attachment notationExplanation
The attachment notation should appear last on the document because it is a more specific indication of an attachment being included with the memo. The reference initials are typically placed at the top of the document and serve as a quick identifier for the person who prepared or reviewed the memo. However, the attachment notation is placed at the end to clearly indicate that there is an attachment accompanying the memo.Rate this question:
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- 25.
How many times should you enter between paragraphs?
- A.
4
- B.
1
- C.
2
- D.
3
Correct Answer
B. 1Explanation
The correct answer is 1. In writing, it is generally recommended to leave one space or enter between paragraphs. This helps to visually separate different ideas or sections, making the text easier to read and understand. It also provides a clear indication to the reader that a new paragraph is starting. Using more than one space between paragraphs can create excessive white space and disrupt the flow of the text.Rate this question:
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Current Version
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Nov 16, 2023Quiz Edited by
ProProfs Editorial Team -
Oct 29, 2014Quiz Created by
Hope W.
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