Communication & Documentation Flashcards
7 cards from real COA practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Communication & Documentation flashcards as text
When should you use a colon in business writing?
Answer: Before introducing a list, quotation, or explanation
A colon signals that what follows elaborates on, lists, or explains what was just stated.
Which filing system arranges records alphabetically by subject or topic rather than by name?
Answer: Subject filing
Subject filing organizes documents under topic headings, useful when users think of records by category rather than by a person's name.
In active voice, the subject of the sentence:
Answer: Performs the action of the verb
Active voice means the subject acts, making sentences clearer and more direct than passive constructions.
What is the purpose of a routing slip attached to an incoming document?
Answer: To direct the document to specific people in a set order
A routing slip lists the recipients in sequence so the document is forwarded from one person to the next without separate memos.
Which element is NOT typically included in the heading of a formal interoffice memorandum?
Answer: Salutation such as 'Dear'
Memos use a structured header block and omit the salutation and complimentary close used in formal letters.
What does 'parallel structure' mean in business writing?
Answer: Expressing similar ideas in the same grammatical form
Parallel structure ensures that items in a list or series share the same grammatical form, improving readability and balance.
Which retention schedule category typically applies to tax records for a business in the US?
Answer: Retain for 7 years
The IRS recommends businesses keep tax records for at least 7 years to cover audit and amended-return periods.