Professional Documents
Culture Documents
TRUE/FALSE
1. Neutral messages contain content that is not likely to generate an emotional message from the receiver.
2. Memorandums, or memos, are appropriate for communication both inside and outside the company.
3. Because message expectations and social conventions differ among cultures, effective communicators
adapt their strategies when communicating with various audiences.
5. Selection of the deductive or inductive method of organizing business messages depends on the
probable reaction of the receiver to the message.
6. The three steps in the deductive strategy used for good- and neutral-news messages indicate the
requirement for a three-paragraph document format.
7. Good- or neutral-news messages follow a deductive sequence in which the message begins with the
main idea.
10. Goodwill messages can be designed to build strong, lasting relationships among employees, clients,
customers, and various other groups.
11. Appreciation letters that are not sent in a timely manner may arouse questions about the sender's
motive.
12. It is acceptable to send a message of appreciation that includes strong, somewhat exaggerated language
when the sender believes the statements to be true.
13. The strategies for routine claims and persuasive claims differ because with a persuasive claim, a
request will likely be granted only after explanations and arguments have been presented.
14. An attempt at resale or sales promotion is inappropriate in a favorable response to a claim message.
15. Personalized form letters are a fast and efficient means to send frequently recurring messages that will
likely result in a neutral or favorable reaction from the receiver.
16. The impersonal nature of form letters makes them inappropriate for business purposes.
17. An acknowledgment message is sent to indicate an order has been received and processed.
19. The Equal Credit Opportunity Act requires that a credit applicant be notified of a credit decision
within 10 days of receipt of the request or application.
20. Asking a colleague or employee to walk through the steps outlined in a procedural document is
recommended prior to finalizing the document.
21. Memos or email messages are the most frequent methods for sharing procedures and instructions for
internal business communication when a written record is needed.
MULTIPLE CHOICE
1. If you need to convey information that contains good- or neutral-news, you could use
a. letters but not e-mail or voice mail.
b. e-mail but not letters or voice mail.
c. e-mail and letters but not voice mail.
d. e-mail, memos, or voice mail.
ANS: D PTS: 1 DIF: Fact REF: p. 84
OBJ: 6-1 NAT: AACSB Communication: Strategy
2. As compared to letters, memos and email are channels for sharing information of a somewhat ____
nature.
a. formal
b. informal
c. negative
d. personal
ANS: B PTS: 1 DIF: Application REF: p. 85
OBJ: 6-1 NAT: AACSB Communication: Strategy
5. The steps for the deductive sequence approach for a good-news message are
a. begin with the details, state the main idea, and end on a friendly thought.
b. begin with the main idea, provide details and explanation, and end on a future-oriented
closing thought.
c. start with a friendly thought, provide details, and end with the main idea.
d. none of the above
ANS: B PTS: 1 DIF: Fact REF: p. 84-85
OBJ: 6-1 NAT: AACSB Communication: Strategy
6. Email messages and memos differ from letters in that they are
a. written to employees within a company.
b. less formal in tone and formatting.
c. subject to less grammatical scrutiny.
d. more formal in tone.
ANS: B PTS: 1 DIF: Application REF: p. 85
OBJ: 6-1 NAT: AACSB Communication: Strategy|AACSB Technology
7. Mary has a neutral message to deliver to a co-worker. What delivery options would be the most
effective?
a. Letter, email, or telephone
b. Memo, instant messaging, or letter
c. Letter, phone, or in person
d. Memo, email, or phone
ANS: D PTS: 1 DIF: Application REF: p. 86
OBJ: 6-1 NAT: AACSB Communication: Strategy|AACSB Technology
8. Which of the following is NOT an advantage of the deductive sequence approach for a good-news
message?
a. The first sentence receives attention since it is in an emphatic position.
b. The good news in the first sentence puts receivers in a good frame of mind.
c. The organization is persuasive and calls for action.
d. The receiver can understand the important idea and move quickly through the supporting
details.
ANS: C PTS: 1 DIF: Fact REF: p. 86
OBJ: 6-1 NAT: AACSB Communication: Strategy
10. A sincere apology message to a customer for a serious mistake made would likely be considered by the
customer as
a. a negative news message.
b. an attempt to preserve a relationship.
c. unwelcomed, since a verbal apology is more meaningful.
d. a misdirected communication.
ANS: B PTS: 1 DIF: Application REF: p. 89
OBJ: 6-2
NAT: AACSB Communication: Strategy|AACSB Communication: Interpersonal
11. Your staff has worked hard to successfully complete a project for a large advertising client. Which of
the following is the BEST way for you to express thanks to the staff?
a. Thank them at the staff meeting next month.
b. Post a note on the company intranet.
c. Ask your administrative assistant to post a note in the lunchroom.
d. Send an email immediately to all staff.
ANS: D PTS: 1 DIF: Application REF: p. 88-89
OBJ: 6-2
NAT: AACSB Communication: Strategy|AACSB Communication: Interpersonal
12. Ignacio is asking for a refund or a replacement for a recently purchased malfunctioning DVD player;
his request for the refund or replacement would be considered a
a. persuasive claim.
b. complaint.
c. routine claim.
d. negative news message.
ANS: C PTS: 1 DIF: Application REF: p. 90
OBJ: 6-3 NAT: AACSB Communication: Strategy
13. Claims related to product warranties, guarantees, or contractual conditions are typically ____ claims.
a. persuasive
b. inductive
c. routine
d. negative news
ANS: C PTS: 1 DIF: Fact REF: p. 90
OBJ: 6-3 NAT: AACSB Communication: Strategy
15. Which of the following is NOT good advice for writing a routine claim?
a. Use the direct approach.
b. Use a persuasive, forceful tone.
c. Assume the request will be granted.
d. Avoid an accusatory tone.
ANS: B PTS: 1 DIF: Fact REF: p. 90
OBJ: 6-3 NAT: AACSB Communication: Strategy
16. You are writing to ABClothes.com to request an exchange for an ordered shirt that was recently sent to
you in an incorrect size; the message you write will be
a. a routine claim.
b. a persuasive request.
c. a negative news message.
d. a goodwill message.
ANS: A PTS: 1 DIF: Application REF: p. 90
OBJ: 6-3 NAT: AACSB Communication: Strategy
17. After consideration of a customer’s request for a partial product refund due to repeated repairs, you
have determined that you should comply. Which of the following is NOT part of your effective
adjustment message?
a. A fair response to a legitimate request
b. A statement that “the claim is being granted”
c. Resale or sales promotional material
d. An attempt to regain possible lost goodwill
ANS: B PTS: 1 DIF: Application REF: p. 90-91
OBJ: 6-3 NAT: AACSB Communication: Strategy
19. Which of the following sentences is a good example of a beginning sentence in a favorable reply to a
routine request?
a. We can definitely assist you in having your regional conference at the Ritz-Carlton.
b. Thank you for your request.
c. Please let us know the number of rooms you require first.
d. I read your request.
ANS: A PTS: 1 DIF: Application REF: p. 93
OBJ: 6-3 NAT: AACSB Communication: Strategy
20. Which of the following is NOT recommended when preparing form messages?
a. Add variables to the standard text to tailor the message to the individual.
b. Use pre-produced mailing labels.
c. Use stored paragraphs that are selected according to the situation.
d. Use good quality paper and a high quality printer.
ANS: B PTS: 1 DIF: Application REF: p. 95 | p. 100
OBJ: 6-3 NAT: AACSB Communication: Strategy
22. Ola Jensen has placed her first order with your company. What is the BEST method to let her know
you received her order?
a. Send her a preprinted form letter acknowledging the order.
b. Send her a copy of the sales order.
c. Send her sales promotional material.
d. Send her an individualized acknowledgment message about her order.
ANS: D PTS: 1 DIF: Application REF: p. 97
OBJ: 6-4 NAT: AACSB Communication: Strategy
23. A well-written message acknowledging a customer’s order usually will likely result in
a. the customer requesting to be removed from the mailing list.
b. the customer placing additional orders.
c. a decrease in the cost of doing business.
d. all of the above
ANS: B PTS: 1 DIF: Application REF: p. 97
OBJ: 6-4 NAT: AACSB Communication: Strategy
24. Which of the following guidelines for writing messages extending credit is FALSE?
a. The writer should include the credit terms.
b. The writer should include the penalty fee for a late payment.
c. The writer should omit any mention of sales promotion or resale.
d. None of the above is false.
ANS: C PTS: 1 DIF: Fact REF: p. 99
OBJ: 6-4 NAT: AACSB Communication: Strategy|AACSB Ethics
25. You have been asked to provide a credit reference for a customer. Which of the following will be part
of your written response?
a. your opinions about the customer
b. a statement as to whether the client is a good credit risk
c. a general statement about the client’s credit history, followed by supporting details
d. all of the above
ANS: C PTS: 1 DIF: Application REF: p. 97
OBJ: 6-4 NAT: AACSB Ethics|AACSB Communication: Strategy
26. When you provide credit information about another person, you have an ethical and legal obligation to
a. yourself.
b. the credit applicant.
c. the business from whom credit is requested.
d. all of the above.
ANS: D PTS: 1 DIF: Fact REF: p. 97-98
OBJ: 6-4 NAT: AACSB Ethics|AACSB Communication: Strategy
27. Manual, a credit supervisor, must write a letter informing a new client that her credit application has
been approved. What writing sequence should he use?
a. Persuasive since he needs to confirm her choice of his company’s products
b. Inductive because he needs to give her an explanation first
c. Deductive because he needs to give her the good news at the beginning of his message
d. None of the above
ANS: C PTS: 1 DIF: Application REF: p. 99
OBJ: 6-4 NAT: AACSB Communication: Strategy
28. Which of the following are the most frequently used methods of communicating standard operating
procedures and other instructions to employees?
a. Memos and email messages
b. Face-to-face meetings and phone conversations
c. Phone conversations and instant messaging
d. Reports and letters
ANS: A PTS: 1 DIF: Fact REF: p. 100
OBJ: 6-5 NAT: AACSB Communication: Strategy
30. Your company has decided to require all employees to wear picture ID badges, starting next week.
Numerous steps are involved to get a photo ID. What would you do to alert the employees of the
requirement?
a. Send the procedural message in an email to all employees.
b. Ask each employee to come in for a meeting with you.
c. Schedule a company-wide meeting to explain the procedure.
d. Send each employee a form letter to his or her home about the requirement.
ANS: A PTS: 1 DIF: Application REF: p. 100
OBJ: 6-5 NAT: AACSB Communication: Strategy
31. When writing complex procedures that should be completed in a particular order, which method is
BEST?
a. Put the procedures in bullet format.
b. Number the steps.
c. Prepare a flowchart.
d. None of the above.
ANS: C PTS: 1 DIF: Application REF: p. 100
OBJ: 6-5 NAT: AACSB Communication: Strategy|AACSB Communication: Visual
SHORT ANSWER
1. What questions should you ask yourself in order to determine an appropriate communication channel
for a particular message?
ANS:
You must decide if the message requires a formal or informal channel and whether it will be shared
inside or outside the organization. You should ask yourself these questions:
1. What is the purpose of the communication? If the message is straightforward and meant
for an internal audience, then an e-mail or a memo could be appropriate.
2. Is the information personal or confidential? If so, a memo or e-mail may not be
preferred, and a letter might be better if the message is going to someone outside the
organization.
3. Could you communicate this information more effectively by telephone, in person, or
through a written document?
4. Is the use of this communication tool or written format an avoidance mechanism? If so,
you should think through why you want to avoid the situation and rethink the
communication vehicle that would be the most appropriate for your message.
2. List the steps in the deductive outline used for good- and routine-news messages. Explain why the
deductive outline is recommended for these messages.
ANS:
The steps in the outline are
1. state the pleasant or main idea
2. provide details or explanation
3. remind the receiver of the good news or main idea or include a future-oriented closing
thought.
The deductive outline is recommended for good- and routine-news messages because the receiver is
expected to find the message pleasing or acceptable, which will result in a favorable response or
action.
3. You have just received your cell phone bill, and realized that you have been charged this month and
for several previous months for a calling feature you did not authorize. You called the cell phone
provider but were told that only the charge for this month can be credited. You are planning to write a
letter to get your bill adjusted. What tone should your letter have? Why?
ANS:
Since your assumption is that the cell phone company wants to be fair to customers, your tone should
be positive and factual. Using a forceful, accusatory tone will only worsen the situation and cause a
defensive response to your request.
4. Explain what is meant by resale and sales promotional material. How are they different from sales
messages?
ANS:
Resale refers to a discussion of goods or services already bought. Sales promotional material refers to
statements made about related merchandise or service. Both of these messages can be effectively used
when responding to a request for an adjustment. They remind the customer that they made a good
choice in selecting the product or service. Such subtle sales messages may be read by the customer or
client, while direct sales messages may not be read.
CASE
The customer service department of Software Solutions received a letter from Latif Ahmed stating that
he placed an order for the AccTabs accounting software and instead received a software package
entitled ThirdWave. He would like to receive a UPS account number to use when returning the product
so that he will not have to pay the shipping, as well as instructions for packaging and labeling the
returned product.
Required:
Write an e-mail message as the customer service manager of Software Solutions responding to Mr.
Ahmed’s requests. Include an appropriate subject line and message body in your solution.
ANS:
The subject line should be descriptive of the situation (example: UPS Instructions for Returned
Merchandise).
The body of the message should be written deductively, beginning with the statement that the
company is glad to assist with the UPS return of the unordered merchandise. A bulleted list of
instructions should follow, including the account information needed for the return. Action verbs
should be used.
A positive statement about a new software title that is about to be released or other related products
should be included.
A complimentary close such as sincerely or thank-you should be followed by your name and signature
file information.
You have received a request for credit from a company called InfoSearch for online databases
available from your company. You are a vendor for information databases, and subscribers to your
services may contract for 12-month access to this information. You offer various service packages that
provide access to specific databases. InfoSearch wants the Standard Package which allows access to a
selection of your company’s available databases. The extension of credit will allow InfoSearch to
order additional levels of service as needed and pay for them on a monthly basis.
Required:
ANS:
The body of the message should be written deductively, beginning with the extension of credit and the
reason for the credit approval.
Introduce the credit terms for the annual subscription to the Premier Package. Present resale to remind
InfoSearch of the wealth of information available through your online databases. Include a positive
statement of a new database that will soon be available to subscribers to the Premier Package.
End the letter with a positive, forward-looking idea of an on-going business relationship.
We’re pleased to welcome you as a new subscriber to our Standard Package, one of the best bargains
in functional collections of research databases available today. Our databases offer current information
from thousands of quality sources that cover every topic imaginable. In fact, we’re ranked among the
top database vendors for comprehensive information and quality service.
The subscription to the Standard Package will be effective immediately to your company. Because of
the excellent credit rating for InfoSearch, we’ll start your service today, with monthly billing sent
electronically at the start of next month. Simply submit payment within ten days after billing to avoid
late fees. You may add additional services as needed. Should you choose to cancel your annual
subscription, please notify us within 30 days of the expiration date. We will continue your subscription
next year unless notified. It’s as simple as that! No hassle with annual renewals. You’ll get
uninterrupted service from an excellent provider.
Next month, we’ll be adding two new databases to our Standard Package. As a new subscriber, you
can automatically take advantage of these. You’ll always get the best information available because we
make it our daily job to stay on top of current electronic sources. You’ll benefit by this as we regularly
add new databases to our Standard Package services.
Our customer service representatives are available 24/7 to answer your questions. After all, providing
and accessing information is our number one goal. We’re here when customers need us. Enjoy your
new subscription today, and call if you need us.
Analyze the following routine claim letter and make needed revisions.
Eight months ago, I purchased the Wireless-G Broadband Router (2.4 GHz), Model No. WRT54G,
from your company. After only eight months of use, it no longer works. It quit working while I was in
the middle of a huge project, and the delay cost me hundreds of dollars.
Since this product came with a year warranty, I am upset that it quit working after less than a year. It
must be defective. I have the receipt for purchase and want a replacement immediately. The router
problem has already cost me time and money. If I don’t receive a replacement or refund immediately, I
will not buy your products in the future.
Please send a replacement router via express delivery to the address on this letterhead.
Thank you.
ANS:
Revise the letter using a positive tone that assumes the router will be replaced since it is still under
warranty.
Place the request for replacement in the first sentence. Provide an explanation of the problem with the
router. Explain that it is still under warranty.
Avoid using a writer-centered, demanding tone. Assume that the request will receive appropriate
action.
End on a positive note, thanking the reader for quickly shipping the replacement.
Please send me a replacement for the Wireless-G Broadband Router (2.4 GHz) Model No. WRT54G
that I purchased eight months ago. The product, which came with a one-year warranty, apparently is
defective.
A copy of my receipt in enclosed. Please ship the replacement router this week to the address listed at
the top of this letterhead. I would appreciate express delivery. I am currently facing several
work-related deadlines and need a router as soon as possible to complete my projects.
Because your company is ranked high for quality products and excellent customer service, I anticipate
that my request will be processed as quickly as possible. I’m hoping to use the new router next week,
if not sooner.
Sincerely,
III
The Majestic was a vaudeville house, presenting its seven acts weekly
for the delectation of its patrons, servant girls, business men, impecunious
boys in the gallery, suburbanites, shop girls with their young men, traveling
men, idle people, parties of young people like the Brownley girls, one of
those heterogeneous crowds that a dollar and a half price for a best seat can
bring in America. When the young Brownleys arrived, the acrobatic act
which led the bill was over and the two poorest comedians, put on near the
beginning of the bill before the audience grew too wearily critical, were
doing a buck and wing dance to the accompaniment of some quite
ununderstandable words.
With a great deal of noise and mysterious laughter the late arrivals
became seated finally, taking their places with the lack of consideration for
the people behind them which was characteristic of their arrogance, making
audible and derogatory comments about the act on the stage and curiously
enough not seeming to anger any one. The girls with their fur coats, hatless,
well dressed hair, the sleek dinner coated young men interested the people
around them far more than they bothered them by their noisiness.
They left during the last act and before the moving picture of “Current
Events,” all six of them getting into the Bates’ sedan and speeding at forty
miles an hour out to the Roadside Inn which was kept open only until
midnight.
The Roadside Inn was a brown mockery of Elizabethan architecture,
about thirty miles out of the city on a good road. The door opened invitingly
on a long low room full of chintz-covered chairs and wicker tables and at
this time of year there was always a good open fire to welcome any comers.
Back of that a dining room and, parallel with the two, a long dance room,
where three enforcedly gay negroes pounded out melodies in jungle time
hour after hour every evening. Upstairs there were half a dozen small bed
rooms for transient automobilists who wanted to stay in the country for
some reason or other or whose cars had broken down.
The place was on the fence between decency and shadowy repute. It was
frequented by people of all kinds, people who were respectable and people
suspected of not being so. The landlady ignored any distinctions. She had
made the place into a well-paying institution, had put its decoration into the
hands of a good architect with whom she always quarreled about his
charges and she asked no questions if her customers paid their bills.
Probably she saw no difference between those of her guests who were of
one kind and those of another. They all danced in much the same manner,
were equally noisy, equally critical of the extremely good food and that was
as far as her contact or comment went. If the food had not been so good, the
place would have suffered in patronage, but that was unfailing. The cook
was ready now at five minutes’ notice to concoct chicken a la king and
make coffee for the Brownley party and as they came back from the dance
room after having tried out the floor and the music, their supper was ready.
Freda had not acquitted herself badly there either. Without having all the
tricks of the Brownleys, she had a grace and sense of rhythm which helped
her to adapt herself. Besides she had the first dance with Ted. He held her
close, hardly looking at her. That was his way in dancing.
“You must be very gay in Mohawk,” said Barbara when they were all at
the table in the dining room again.
The edge of her malice was lost on Freda.
“No—not at all. Why?”
“You seem very experienced.”
A little glimmer of amusement came into Freda’s eyes.
“Well—not first hand experience. We read—we go to moving pictures.”
“I suppose lots of people are picking up ideas from the moving pictures,”
Barbara commented carelessly.
One of the Bates boys was drawing something from his pocket. Barbara
looked at it indifferently, Allie with a frown of annoyance.
“Didn’t I tell you, Tony, to cut that stuff out?”
“We’ll all be cutting it out soon enough,” said Tony. “Won’t be any. This
is all right. Tapped father’s supply. A taste for every one and a swallow for
me.”
He was a sallow thin young person whom the sight of his own flask
seemed to have waked into sudden joviality.
“I don’t want any,” said Allie. “Don’t waste it.”
Then as Tony Bates ignored her protest, she drained her glass
accustomedly.
Barbara took her highball without a change of expression or color. Freda
tried to refuse but they laughed at her.
“Come. You came to the city to have a good time.”
She felt that she couldn’t refuse without seeming prudish. She has a fear
of what the liquor might do to her, a desire to do what the rest did.
Her head felt a little light, but that was all, and that only for a moment. It
wasn’t unpleasant.
They all finished the flask. They danced again, Freda with Tony Bates,
Barbara with Ted. Then Ted sought Freda again. He danced as he had the
first time but he held her even closer, more firmly, making his position into
an embrace, and yet dancing perfectly. From over one of the young men’s
shoulders, Barbara saw it. Her face did not show any feeling.
On the way home the embracing was a little promiscuous. Allie, dull
from the liquor, lay sprawling against Tony’s rather indifferent shoulder.
Bob let the other Bates boy paw her lazily and Freda found herself rather
absorbed in keeping Ted from going to lengths which she felt were hardly
justified even by three or four highballs.
It was when they were home again after the young men had left that
Freda felt the dislike of the other girl. It was as if Barbara had been waiting
for the young men to go to make Freda uncomfortable.
“I hope Ted didn’t embarrass you, Miss Thorstad?’
“Embarrass me?”
“Ted is such a scandalous flirt that he is apt, I think, to embarrass people
who aren’t used to him. I always keep him at a distance because he talks
about girls most awfully.”
“Oh, does he?”
“I’m glad he didn’t bother you. Don’t let him think you like him. He
makes the most terrific game of people who let themselves in for it.”
“Lots of people do let themselves in for it too,” said Allie with meaning.
Barbara steered away from the dangers of that subject.
“I hope you’re going to enjoy yourself, Miss Thorstad. There are no end
of things going on.”
“You mustn’t bother about me,” said Freda, “I’m afraid that I am going
to be a burden.”
Barbara let a minute pass, a minute of insult.
“No—not at all.”
“Nonsense,” said Allie, “everybody’ll be crazy about you. You dance
stunningly and the Bateses and Ted were nutty about you. You don’t have to
worry.”
Freda said good night and left them. She went slowly up the staircase,
thinking what fun it would be to climb that staircase every night, to go
down it by natural right, to belong to it.
The sense of Barbara’s dislike pervaded everything else. She felt that she
must have made a fool of herself with that young fellow. He must have
thought her a dreadful idiot. Ah, well, the first evening was over and she’d
had some experience. She had been at a dinner where there was an entrée,
she had used a fish fork, she had danced at a roadhouse. She laughed at
herself a little.
“I’ve been draining the fleshpots of Egypt,” she said, sitting on the
bottom of her mother’s bed. Her mother’s prim little braids of hair against
the pillow were silhouetted in the moonlight.
“You were very nice to-night,” said her mother practically. “Mrs.
Flandon wants us both to go there for dinner Thursday night.”
“I like Mr. Flandon a lot.”
“Very little idealism,” commented Mrs. Thorstad, wisely.
CHAPTER V
A HUSBAND
II
III
MARGARET