BBC Communication and Documentation 3 — Questions and Answers
Question 1: Which of the following is the MOST appropriate subject line for a County interoffice email regarding a schedule change?
- FYI
- Important!!!
- Meeting Rescheduled: Budget Review Now Thursday, July 10 (Correct answer)
- Read This
Correct answer: Meeting Rescheduled: Budget Review Now Thursday, July 10
A specific subject line tells the recipient exactly what the email is about and aids in future searching.
Question 2: A clerical employee notices a discrepancy in a document before it is filed. The CORRECT action is to:
- File it anyway since the error may not matter
- Bring it to the supervisor's attention before filing (Correct answer)
- Correct it without informing anyone
- Discard the document entirely
Correct answer: Bring it to the supervisor's attention before filing
Discrepancies in official documents should be reported to a supervisor before filing to maintain accuracy.
Question 3: When writing a report that includes statistics, the data should be:
- Presented without source citations to streamline the document
- Rounded arbitrarily to make numbers look cleaner
- Cited accurately with the source identified (Correct answer)
- Omitted unless the writer personally collected it
Correct answer: Cited accurately with the source identified
Accurate citation of data sources ensures credibility and allows readers to verify the information.
Question 4: The term 'cc' at the bottom of a business letter indicates:
- The letter is confidential and cannot be copied
- Additional recipients who are being sent a copy of the letter (Correct answer)
- The letter has been certified by the post office
- The correspondent's company code
Correct answer: Additional recipients who are being sent a copy of the letter
CC stands for 'carbon copy' (now courtesy copy) and lists others who will receive a copy of the correspondence.
Question 5: When answering a multi-line office phone system, you should identify yourself by stating:
- Your personal cell phone number
- The department name and your name (Correct answer)
- Only 'Hello'
- The caller's name before they tell you
Correct answer: The department name and your name
Identifying the department and your name immediately tells the caller they've reached the correct office.
Question 6: Which of the following filing systems arranges records by number rather than name?
- Alphabetic filing
- Geographic filing
- Numeric filing (Correct answer)
- Subject filing
Correct answer: Numeric filing
Numeric filing organizes records by assigned numbers, which is common for case files and medical records.
Question 7: An interoffice memo differs from a formal letter primarily because it:
- Must always be printed on letterhead
- Is used for internal communication and has a simplified format (Correct answer)
- Requires a handwritten signature
- Is only used for disciplinary matters
Correct answer: Is used for internal communication and has a simplified format
Interoffice memos are internal documents with a TO/FROM/DATE/SUBJECT header rather than full letter formatting.
BBC Communication and Documentation 3
Which of the following is the MOST appropriate subject line for a County interoffice email regarding a schedule change?