18 Questions
Written communication is considered the most important and effective mode of business communication.
True
The sender's address in a business letter can be written as the first item on the page if not included in the letterhead.
True
The date in a business letter is typically placed at the right side of the page.
False
The recipient's mailing address in a business letter is usually placed on the right side of the page.
False
A business's ability to communicate is not relevant for judging that business.
False
It is beneficial to understand the basics of writing a business letter.
True
A business memo is usually written to one specific person in the office.
False
The purpose of a business memo is to communicate big decisions or policy changes to employees.
True
The secretary writes a memo to inform the participants of a business meeting after the meeting has concluded.
False
The minutes of a meeting typically include information like type of meeting, date, time, place, presiding officer's name, and list of attendees.
True
The secretary should be prepared with the organization's meeting policies and have a template for minutes in advance.
True
During the meeting, it is essential for the minute taker to have copies of reports and items discussed in the meeting.
True
In verbal voting, the chairperson asks people to raise their hands to either "yes" or "no" and counts the hands.
False
Show of hands is suitable for small groups where a precise vote count is required.
False
In individual vote, each person is asked to turn for their view, which is better suited to smaller groups.
True
Secret ballot involves individuals voting on paper and counting by the chairperson.
False
Proxy votes are allowed in voting procedures without any restrictions.
False
Postal voting is generally not permitted unless explicitly stated in the constitution.
True
Study Notes
Written Communication
- Written communication uses the written word and is the most important and effective mode of business communication.
- It should be carefully worded and constructed to convey the exact meaning to its readers, free from grammatical errors.
Elements of a Business Letter
- Address of the sender (letterhead) or at the top of the page.
- Date of writing, usually below the sender's address, placed at the left or center.
- Recipient's address (inside address), below the date on the left side of the page, preceded by the recipient's name and title.
Memorandum
- A great way to communicate big decisions or policy changes to employees or colleagues.
- Written to an entire office, and the sender should craft it well to convey the message as intended.
Preparations for a Meeting
- Know the organization's meeting policies and have a copy of the rules.
- Prepare a template in advance, containing the same information as the minutes of the meeting.
- Be ready with a writing pad, paper or laptop, and an audio recorder.
During the Meeting
- Have copies of reports and similar items discussed in the meeting.
- The chairperson can ask for agreement or disagreement through various methods:
- Verbal: asking people to say "yes" or "no" and deciding which response was louder.
- Show of hands: asking people to raise their hands to indicate "yes" or "no".
- Individual vote: each person is asked to express their view.
- Secret ballot: individuals vote on paper, and two elected people count the votes.
- Proxy: individuals who are absent can give someone else the power to cast their votes.
- Postal: votes are cast in writing, often in advance.
Test your knowledge on written communication in the workplace, elements of a business letter, and kinds of business letters. Learn about the importance of carefully worded messages, free from grammatical errors.
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