COA Business Communication 3 — Questions and Answers
Question 1: In business writing, which sentence demonstrates the most appropriate use of active voice?
- The report was submitted by the team on Friday.
- Mistakes were made during the filing process.
- The office administrator drafted the proposal in one hour. (Correct answer)
- It has been decided that overtime will be required.
Correct answer: The office administrator drafted the proposal in one hour.
Active voice places the subject performing the action first, making writing clearer, more direct, and more accountable.
Question 2: Which component is typically found in the CLOSING of a formal business letter but NOT in a memo?
- Subject line
- Complimentary close and signature block (Correct answer)
- Body paragraphs
- Date line
Correct answer: Complimentary close and signature block
Formal letters include a complimentary close ('Sincerely,') and a signature block, while memos are internal documents that omit these elements.
Question 3: A colleague sends an email with the subject line 'FYI.' What communication norm does this violate?
- Emails should never use abbreviations
- Subject lines should clearly indicate the topic and any required action (Correct answer)
- FYI is too formal for internal email
- Emails must always have a greeting before the subject
Correct answer: Subject lines should clearly indicate the topic and any required action
Effective subject lines tell the reader what the message is about and what, if anything, they need to do, preventing confusion and missed actions.
Question 4: When preparing minutes for a board meeting, the office administrator should record which of the following?
- Personal opinions and editorials about each agenda item
- Verbatim transcripts of all remarks made
- Motions made, votes taken, and decisions reached (Correct answer)
- Only the agenda items that resulted in disagreement
Correct answer: Motions made, votes taken, and decisions reached
Meeting minutes are an official record of decisions, motions, and votes—not a word-for-word transcript or personal commentary.
Question 5: What is the primary purpose of an executive summary in a long business report?
- To provide detailed methodology for the research conducted
- To give busy readers the key findings and recommendations without reading the full report (Correct answer)
- To list all references and sources cited in the document
- To introduce the writers and their qualifications
Correct answer: To give busy readers the key findings and recommendations without reading the full report
An executive summary distills the report's essential findings, conclusions, and recommendations so decision-makers can quickly grasp the main points.
Question 6: Which of the following is an example of non-verbal communication in a professional setting?
- Sending a follow-up email after a meeting
- Maintaining eye contact and open body posture during a presentation (Correct answer)
- Using bullet points in a slide deck
- Choosing formal language in a business letter
Correct answer: Maintaining eye contact and open body posture during a presentation
Non-verbal communication includes body language, facial expressions, eye contact, and posture, all of which convey attitude and confidence.
Question 7: When should the 'Reply All' function in email be used?
- Whenever you reply to any group email to keep everyone informed
- Only when your response is relevant and necessary for all recipients to see (Correct answer)
- To indicate that your response is urgent
- When you want to copy your supervisor on your reply
Correct answer: Only when your response is relevant and necessary for all recipients to see
Reply All should only be used when the content of your response is genuinely useful to all recipients, to avoid cluttering inboxes.
COA Business Communication 3
In business writing, which sentence demonstrates the most appropriate use of active voice?