COA Communication & Documentation 3 — Questions and Answers
Question 1: When should you use a colon in business writing?
- To separate two independent clauses of equal weight
- Before introducing a list, quotation, or explanation (Correct answer)
- After every greeting in an informal email
- To replace a comma in a series
Correct answer: Before introducing a list, quotation, or explanation
A colon signals that what follows elaborates on, lists, or explains what was just stated.
Question 2: Which filing system arranges records alphabetically by subject or topic rather than by name?
- Numeric filing
- Geographic filing
- Subject filing (Correct answer)
- Chronological filing
Correct 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.
Question 3: In active voice, the subject of the sentence:
- Receives the action of the verb
- Is always placed at the end of the sentence
- Performs the action of the verb (Correct answer)
- Is omitted to create a formal tone
Correct answer: Performs the action of the verb
Active voice means the subject acts, making sentences clearer and more direct than passive constructions.
Question 4: What is the purpose of a routing slip attached to an incoming document?
- To confirm the document has been shredded
- To direct the document to specific people in a set order (Correct answer)
- To summarize the document's contents
- To replace the document's cover letter
Correct 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.
Question 5: Which element is NOT typically included in the heading of a formal interoffice memorandum?
- TO:
- FROM:
- Salutation such as 'Dear' (Correct answer)
- SUBJECT:
Correct answer: Salutation such as 'Dear'
Memos use a structured header block and omit the salutation and complimentary close used in formal letters.
Question 6: What does 'parallel structure' mean in business writing?
- Using two columns of text side by side
- Expressing similar ideas in the same grammatical form (Correct answer)
- Repeating the same sentence at the beginning and end
- Matching the font size throughout the document
Correct 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.
Question 7: Which retention schedule category typically applies to tax records for a business in the US?
- Destroy after 1 year
- Keep permanently
- Retain for 7 years (Correct answer)
- Retain for 30 days
Correct answer: Retain for 7 years
The IRS recommends businesses keep tax records for at least 7 years to cover audit and amended-return periods.
COA Communication & Documentation 3
When should you use a colon in business writing?