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Questions and Answers

In which situations is in-person communication particularly recommended?

For routine updates and notifications

For difficult or complicated topics requiring non-verbal cues (correct)

When the message can be conveyed concisely via email

When the recipient is unavailable for a meeting

What is an effective way to leave a voicemail message?

Include a detailed explanation of your issues

Speak as quickly as possible to convey urgency

Mention your name, date, reason for the call, and phone number (correct)

Use technical jargon to sound knowledgeable

What is a key characteristic of a CV compared to a resume?

A CV provides a comprehensive overview of educational background and research (correct)

A CV is often shorter than a resume

A CV should never include personal achievements

A CV is typically used for non-academic positions

Which of the following is NOT a guideline for effective in-person communication?

Encourage frequent interruptions to foster dialogue (B) Signup and view all the answers

What purpose does a thank you note serve in professional communication?

To express sincerity and appreciation for assistance (A) Signup and view all the answers

Which statement best reflects the implications of email communication?

Emails are often forgotten by the recipient due to the high volume they receive. (C) Signup and view all the answers

What is a recommended action when the content of an email is time-sensitive?

Use an alternative communication method like a phone call or in-person meeting. (B) Signup and view all the answers

What is a notable disadvantage of email communication highlighted in the content?

Important emails can end up in junk mail, causing them to be overlooked. (D) Signup and view all the answers

Which aspect does NOT contribute to a well-structured email?

Using numerous abbreviations and acronyms. (D) Signup and view all the answers

What is the primary purpose of a memorandum in professional settings?

To deliver important information efficiently and clearly. (A) Signup and view all the answers

Which of the following is an inappropriate use of emojis in professional emails?

Using them in emails directed to unknown recipients or in formal contexts. (B) Signup and view all the answers

What should one do if an intended recipient has not confirmed receipt of a critical email?

Send a follow-up message to ensure it was received. (C) Signup and view all the answers

How should one format the subject line of a professional email?

As a brief and clear indication of the purpose of the email. (A) Signup and view all the answers

What key attribute should a professional email possess regarding its structure?

A clear, flowing structure with paragraphs for readability. (B) Signup and view all the answers

Which of the following is considered a benefit of using email for business communication?

It is fast, inexpensive, and convenient. (D) Signup and view all the answers

What is the ideal way to structure the body of a business email?

Present the message in organized paragraphs. (D) Signup and view all the answers

When should 'reply all' be used in email communications?

When absolutely necessary only. (B) Signup and view all the answers

In what scenario is it best to deliver bad news in a business setting?

In a face-to-face meeting. (D) Signup and view all the answers

Which element is essential to include in the email heading?

Specific subject line about the topic. (D) Signup and view all the answers

What is suggested regarding the length of an effective email?

It is best to be brief, ideally one screen's worth. (C) Signup and view all the answers

What is a best practice for choosing the recipients of an email?

Limit audience to only those necessary. (D) Signup and view all the answers

Which of the following statements about email capitalization is true?

Emails should use correct capitalization throughout. (C) Signup and view all the answers

What is the primary purpose of a transmittal letter?

To formally transfer a document to the appropriate recipient (A) Signup and view all the answers

Which component is NOT typically included in a transmittal letter?

A summary of the meeting (D) Signup and view all the answers

Invitation letters can be used for which of the following purposes?

To solicit proposals for a project (C) Signup and view all the answers

A letter for the record is primarily used to:

Document meetings and agreements (B) Signup and view all the answers

When requesting information in a letter of inquiry, one should focus on:

Availability, suitability, and cost of resources (C) Signup and view all the answers

How should a response letter be structured?

To match the medium of the original inquiry (C) Signup and view all the answers

What distinguishes instant messaging from traditional emails?

It allows for ongoing conversations in threads and channels (B) Signup and view all the answers

Which is NOT a characteristic of a cover letter?

Documents internal discussions (B) Signup and view all the answers

What is a key element of invitation letters?

They utilize a variety of rhetorical strategies (C) Signup and view all the answers

Which of the following is a common purpose for response letters?

To formally reply to inquiries (D) Signup and view all the answers

What is the primary purpose of a memorandum in an organization?

To document events or agreements within the organization. (C) Signup and view all the answers

Which of the following elements is NOT typically found in a memorandum's outline?

Closing statement (C) Signup and view all the answers

In a letter formatted in the modified block style, which elements are center-aligned?

Date, closing, and signature (B) Signup and view all the answers

When preparing a letter without letterhead, what should be included at the top?

Name and address of the sender (B) Signup and view all the answers

Which formatting style requires that all text is left-justified?

Block (A) Signup and view all the answers

What should the first paragraph of a memorandum include?

A summary of the content to follow (D) Signup and view all the answers

Which of the following statements is false regarding the use of a memorandum?

All memorandums must include a salutation. (D) Signup and view all the answers

What is a common feature of letters formatted with letterhead?

Non-repetition of the sender's name and address at the top. (A) Signup and view all the answers

What is typically excluded from a memorandum unless necessary?

A closing statement or signature (B) Signup and view all the answers

Which of the following best describes the body of a memorandum?

It contains supporting materials and detailed explanations. (B) Signup and view all the answers

Study Notes

Writing & Presentation Skills - Lecture 8

Business communication is tailored to specific audiences, purposes, and contexts.
Purposes include informing, persuading, and building goodwill.
Follow expected guidelines and formats for different communication mediums.
Not all communication needs to be in print; face-to-face interactions are sometimes more effective.

Business Communication Types

Email
Memorandum
Letter
Messaging
Phone call
In-person communication
Thank-you notes

Email

Email is a common method for work-related communication.
It's efficient, formal, inexpensive and convenient.
Consider if email is the best approach before using it. Legal issues or bad news might be better handled in person.

Email Outline

Heading: Include "From," "To," "Cc," "Bcc," and "Attachment" sections.
Body: Include a salutation, purpose, message (organized in paragraphs), close, closing, and sign. The signature should include title, organization, phone number, etc.

Email Contents

Use specific subject lines.
Limit the recipients to those necessary.
Double-check recipient list before sending.
Avoid "reply all" unless necessary.
Use appropriate salutations and professional titles.
Keep the tone respectful.
Avoid texting acronyms and jargon.

Email Considerations

Respect the reader's time (keep it concise).
Limit the length of emails.
Provide an overview (with longer emails).
Explicitly state if a response is required and specify a due date.
Clarify the purpose of attachments.

Email Considerations (additional points)

Assume emails might be forwarded to unintended audiences.
Avoid emojis unless you have a close working relationship with the recipient.
Don't assume everyone will see/read emails; inboxes fill up quickly and messages get missed.

Memorandum

Historically used for interoffice communication.
Currently used for formal communication within an organization.
Often documents events or agreements.
Many organizations have unique formats.
Software usually provides templates.

Memorandum Outline

Heading: Include "To," "From," "Date," and "RE" (subject).
Body: A summary of what will follow is often the first paragraph, followed by additional supporting paragraphs with detailed explanations, and a summary paragraph, as well as inviting a response if needed.

Letters

Used for formal communication external to an organization.
Format varies by organization.
Block layout: all text left-justified
Modified block: date, close, and signature center-aligned.
Letterhead: name, address, and date separate.

Letter Types

Transmittal (cover) letter.
Invitation letter.
Letter for the record.
Letter of inquiry.
Response letter.

Transmittal Letters (Cover Letters)

Formally transfer a document to a recipient.
Components: title of document and requirement that document fulfills, and sender's contact information.

Job Application Cover Letter

Properly crafted cover letters establish credibility and goodwill, highlighting key information, and inviting a favorable response.

Invitation Letters

Purpose: invite someone to do something (e.g., conferences, projects, proposals)

Letter for the Record

Documents discussions, preliminary agreements/events.

Letter of Inquiry

Requesting information from another firm.
Very detailed to the point.

Response Letter

Standard letter format.
Responding to a letter, inquiry, event, or exigency.

Instant Messaging

Used for team communication.
Structured and organized through threads and channels.
Less formal than email but maintain acceptable behaviors.
Appropriate length: one word to one paragraph (longer content should go in an email).

Phone Calls

Useful to convey verbal cues and tone when face-to-face interaction is not possible or necessary.
Ideal for immediate feedback compared to email.
Avoid distracting background noise during the call.
Keep clear, slow, and concise speech.
Leave a message if the recipient does not answer.
Include personal details like name, date, reason, and contact information.

In-person Communications

Used for difficult topics, complex topics, important cues, and when necessary active interaction.
In-person communication helps build working relationships.
Immediate outcomes are often necessary when in person (e.g., signatures).

In-Person Tips

Be prepared.
Respect others' time and space.
Determine if time is convenient for meetings.
Avoid personal space encroachment.
Do not move others' items without permission.
Be aware of signals indicating the conversation's end (e.g., watch, weight shifting, standing towards door, etc.).

Thank-You Notes

Can be written or typed and sent via mail or email.
Should be sincere, not lengthy.
Express appreciation for assistance.
Demonstrate professionalism

CV versus Resume

CV: Comprehensive overview of academic, medical, legal, scientific backgrounds, research, publications, and professional activities.
Resume: Concise summary of work experience, skills and education; typically used for other positions; kept to one or two pages.

CV Recommendations

Use clear fonts (Arial, Calibri...).
Maintain a consistent style throughout.
Use headings/bullet points to enhance readability.
Keep it concise and to the point.
Have others review and check spelling/grammar.
Update regularly to reflect new experiences and skills.
Tailor your CV to the specific job and company you are applying for.

CV Sections

Contact details
Introduction (objective)
Education
Work experience
References

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