Communication & Documentation Flashcards

Which document serves as written proof that goods or services were requested by an authorized employee?

Answer: Purchase order

A purchase order (PO) is a buyer-generated document authorizing a supplier to deliver goods or services at an agreed price.

In business communication, the 'You' attitude means:

Answer: Focusing on the reader's needs and perspective rather than the writer's

The 'You' attitude shifts the focus from the writer's viewpoint to what the reader will gain, feel, or experience.

What does the notation 'Enc.' or 'Encl.' at the bottom of a business letter signify?

Answer: One or more documents are included with the letter

The enclosure notation alerts the recipient that additional materials are included with the letter.

Which of the following is an example of nonverbal communication in a professional setting?

Answer: Maintaining eye contact and an open posture during a presentation

Nonverbal communication includes body language, facial expressions, eye contact, and posture, all of which convey messages without words.

When a document requires multiple signatures for approval, the best practice is to use:

Answer: A routing slip with sign-off lines in sequence

A routing slip with designated sign-off lines ensures each approver reviews and formally approves the document in the correct order.

Which sentence demonstrates the correct use of a semicolon?

Answer: She submitted the report; however, the data was incomplete.

A semicolon correctly joins two related independent clauses, especially when a conjunctive adverb like 'however' is used.

What is the purpose of an abstract in a lengthy technical or research report?

Answer: To provide a brief summary allowing readers to decide if the full report is relevant to them

An abstract condenses the report's purpose, methods, findings, and conclusions into a brief paragraph for quick evaluation.