SECRETARIAL PRACTICE AND BUSINESS CORRESPONDENCE
SECRETARIAL PRACTICE AND BUSINESS CORRESPONDENCE
1. Modern business letters are usually written in
A) Intended style B) Full block style
C) Simplified style D) Left intended style
Ans: B
2. What is a motion path ?
A) A type of animation entrance effect B) A method of advancing slides
C) A method of moving items on a slide D) All the above
Ans: C
3. Macros are run or executed from the __________ menu.
A) Insert B) Format
C) Data D) Tools
Ans: D
4. In business telephone calls when making a request always use
A) Interrogative form B) Direct categorical statement
C) Imperative form D) The passive form
Ans: A
5. Empowerment is related to
A) Planning B) Organising
C) Directing D) Controlling
Ans: C
6. Which type of office building design provide maximum space ?
A) Square rectangular B) Square
C) Circle D) Long
Ans: A
7. Fluorescent lighting is produced by ultra violet rays on
A) Mercury B) Lead
C) Phosphor D) Copper
Ans: C
8. A secretary serves as information ________ for an office, organises and maintains
hard copy and electronic files and generates correspondence.
A) Outhouse B) Household
C) Clearing house D) Warehouse
Ans: C
9. __________ is not an old method of file keeping.
A) Spike file B) Arch lever file
C) Pigeon hole file D) Cardboard file
Ans: B
A) Intended style B) Full block style
C) Simplified style D) Left intended style
Ans: B
2. What is a motion path ?
A) A type of animation entrance effect B) A method of advancing slides
C) A method of moving items on a slide D) All the above
Ans: C
3. Macros are run or executed from the __________ menu.
A) Insert B) Format
C) Data D) Tools
Ans: D
4. In business telephone calls when making a request always use
A) Interrogative form B) Direct categorical statement
C) Imperative form D) The passive form
Ans: A
5. Empowerment is related to
A) Planning B) Organising
C) Directing D) Controlling
Ans: C
6. Which type of office building design provide maximum space ?
A) Square rectangular B) Square
C) Circle D) Long
Ans: A
7. Fluorescent lighting is produced by ultra violet rays on
A) Mercury B) Lead
C) Phosphor D) Copper
Ans: C
8. A secretary serves as information ________ for an office, organises and maintains
hard copy and electronic files and generates correspondence.
A) Outhouse B) Household
C) Clearing house D) Warehouse
Ans: C
9. __________ is not an old method of file keeping.
A) Spike file B) Arch lever file
C) Pigeon hole file D) Cardboard file
Ans: B
10. A computer system that combines text, graphics, voice and video is known as
A) Multi user system B) Multitasking system
C) Multimedia D) None of the above
Ans: C
11. The medium through which message is passed from the sender to the receiver is known as
A) Channel B) Feedback
C) Decoding D) Encoding
Ans: A
12. Form letter is known as
A) Formal letters B) Persuasive sales letters
C) Circular letters D) Bad news letters
Ans: B
13. A websites main page is known as
A) Browser page B) Search page
C) Bookmark D) Homepage
Ans: D
14. In business keep the telephone calls very short because the other person may not be
A) Free to talk to you B) Noting down what you say
C) Paying attention to you D) Interested in talking to you
Ans: A
15. Span of management
A) Number of subordinates under a superior
B) Number of managers
C) Length of term for which a manager is appointed
D) Number of members in top management
Ans: A
16. System of filing in which the documents related to a particular case or subjects are
collected together
A) Misil filing B) Numeric filing
C) Subject filing D) Alpha numeric filing
Ans: A
17. __________ is a type of index in which frames are attached to a rod from one side so
that it can be rotated.
A) Vertical Card Index B) Visible Card Index
C) Wheel Index D) Strip Index
Ans: D
A) Multi user system B) Multitasking system
C) Multimedia D) None of the above
Ans: C
11. The medium through which message is passed from the sender to the receiver is known as
A) Channel B) Feedback
C) Decoding D) Encoding
Ans: A
12. Form letter is known as
A) Formal letters B) Persuasive sales letters
C) Circular letters D) Bad news letters
Ans: B
13. A websites main page is known as
A) Browser page B) Search page
C) Bookmark D) Homepage
Ans: D
14. In business keep the telephone calls very short because the other person may not be
A) Free to talk to you B) Noting down what you say
C) Paying attention to you D) Interested in talking to you
Ans: A
15. Span of management
A) Number of subordinates under a superior
B) Number of managers
C) Length of term for which a manager is appointed
D) Number of members in top management
Ans: A
16. System of filing in which the documents related to a particular case or subjects are
collected together
A) Misil filing B) Numeric filing
C) Subject filing D) Alpha numeric filing
Ans: A
17. __________ is a type of index in which frames are attached to a rod from one side so
that it can be rotated.
A) Vertical Card Index B) Visible Card Index
C) Wheel Index D) Strip Index
Ans: D
18. When integrating MS Word and Excel, Word is usually the
A) Server B) Client
C) Source D) None
Ans: B
19. IP stands for
A) Internet Provider B) Internet Protocol
C) Internet Procedure D) Internet Processor
Ans: B
20. The document that outline the details for a business trip for an executive is referred to as
A) A diary B) A programme
C) A minute D) An itenary
Ans: D
21. People from other countries can be easily put at ease by speaking to them in
A) Sign language B) Their language
C) You own language D) English
Ans: B
22. Coordinating people and human resources to accomplish organisational goals is the process of
A) Planning B) Directing
C) Management D) Leadership
Ans: D
23. The building used by different professionals at a time is called
A) Public offices B) Private offices
C) Office condominiums D) Professional houses
Ans: C
24. __________ is not a function of filing.
A) Library function B) Administrative function
C) Accounting function D) Historical function
Ans: C
25. MSI stands for
A) Medium Scale Integrated Circuits
B) Medium System Integrated Circuits
C) Medium Scale Intelligent Circuit
D) Medium System Intelligent Circuit
Ans: A
A) Server B) Client
C) Source D) None
Ans: B
19. IP stands for
A) Internet Provider B) Internet Protocol
C) Internet Procedure D) Internet Processor
Ans: B
20. The document that outline the details for a business trip for an executive is referred to as
A) A diary B) A programme
C) A minute D) An itenary
Ans: D
21. People from other countries can be easily put at ease by speaking to them in
A) Sign language B) Their language
C) You own language D) English
Ans: B
22. Coordinating people and human resources to accomplish organisational goals is the process of
A) Planning B) Directing
C) Management D) Leadership
Ans: D
23. The building used by different professionals at a time is called
A) Public offices B) Private offices
C) Office condominiums D) Professional houses
Ans: C
24. __________ is not a function of filing.
A) Library function B) Administrative function
C) Accounting function D) Historical function
Ans: C
25. MSI stands for
A) Medium Scale Integrated Circuits
B) Medium System Integrated Circuits
C) Medium Scale Intelligent Circuit
D) Medium System Intelligent Circuit
Ans: A
26. Meta – communication relates to the speaker’s
A) Intentional choice of words
B) Unintentional choice of words
C) Unintentional choice of both words and dress
D) Intentional choice of dress
Ans: C
27. Good business letters are characterised by the following quality of the writer
A) Sincerity B) Formality
C) Seriousness D) Humour
Ans: A
28. The Internet was a project of which agency ?
A) NSF B) ARPA
C) NSA D) None of these
Ans: B
29. The document that lists the items that will be dealt with at a meeting is called
A) The action notes B) The AGM
C) The minutes D) The agenda
Ans: D
30. In what order do managers typically perform the managerial function ?
A) Organising, planning, controlling, leading
B) Planning, organising, leading, controlling
C) Organising, leading, planning, controlling
D) Planning, organising, controlling, leading
Ans: B
31. Another name for contingency planning
A) Adhoc planning B) Synergy planning
C) Business level planning D) Scenario planning
Ans: D
32. From the following statement which is not an advantage of own office building ?
A) Prestige B) Change of location
C) Additional income D) Can meet future requirements
Ans: B
33. Open shelf filing is also known as
A) Lateral filing B) Suspension filing
C) Cardboard filing D) Visible card filing
Ans: A
A) Intentional choice of words
B) Unintentional choice of words
C) Unintentional choice of both words and dress
D) Intentional choice of dress
Ans: C
27. Good business letters are characterised by the following quality of the writer
A) Sincerity B) Formality
C) Seriousness D) Humour
Ans: A
28. The Internet was a project of which agency ?
A) NSF B) ARPA
C) NSA D) None of these
Ans: B
29. The document that lists the items that will be dealt with at a meeting is called
A) The action notes B) The AGM
C) The minutes D) The agenda
Ans: D
30. In what order do managers typically perform the managerial function ?
A) Organising, planning, controlling, leading
B) Planning, organising, leading, controlling
C) Organising, leading, planning, controlling
D) Planning, organising, controlling, leading
Ans: B
31. Another name for contingency planning
A) Adhoc planning B) Synergy planning
C) Business level planning D) Scenario planning
Ans: D
32. From the following statement which is not an advantage of own office building ?
A) Prestige B) Change of location
C) Additional income D) Can meet future requirements
Ans: B
33. Open shelf filing is also known as
A) Lateral filing B) Suspension filing
C) Cardboard filing D) Visible card filing
Ans: A
34. A mega is
A) 1 million B) 10 million
C) 100 thousand D) 1000 thousand
Ans: A
35. The word communication is derived from communis which means
A) Oral speech B) Community
C) Message D) To share
Ans: D
36. A memorandum is considered as brief form of written communication for
A) Legal use B) External use
C) Formal use D) Internal use
Ans: D
37. How many parts are there in a business letter ?
A) 4 B) 7 C) 6 D) 8
Ans: C
38. Internet explorer is
A) Operating systems B) Compiler
C) IP Address D) Browser
Ans: D
39. Term for a document listing that is to be accomplished during a meeting
A) Schedule B) Minutes
C) Agenda D) Meeting plan
Ans: C
40. A budget is not
A) Qualitative statement
B) A plan
C) A forecast
D) A part of the strategic management process
Ans: A
41. The main object of indexing
A) Settlement of disputes B) Storage of information
C) Location of files D) Legal requirements
Ans: C
42. In MS Word mailing list is known as the
A) Data sheet B) Data source
C) Source D) Sheet
Ans: B
A) 1 million B) 10 million
C) 100 thousand D) 1000 thousand
Ans: A
35. The word communication is derived from communis which means
A) Oral speech B) Community
C) Message D) To share
Ans: D
36. A memorandum is considered as brief form of written communication for
A) Legal use B) External use
C) Formal use D) Internal use
Ans: D
37. How many parts are there in a business letter ?
A) 4 B) 7 C) 6 D) 8
Ans: C
38. Internet explorer is
A) Operating systems B) Compiler
C) IP Address D) Browser
Ans: D
39. Term for a document listing that is to be accomplished during a meeting
A) Schedule B) Minutes
C) Agenda D) Meeting plan
Ans: C
40. A budget is not
A) Qualitative statement
B) A plan
C) A forecast
D) A part of the strategic management process
Ans: A
41. The main object of indexing
A) Settlement of disputes B) Storage of information
C) Location of files D) Legal requirements
Ans: C
42. In MS Word mailing list is known as the
A) Data sheet B) Data source
C) Source D) Sheet
Ans: B
43. ____________ is a unit to measure quantity of light.
A) Watts B) Volt
C) Intensity D) Foot Candle
Ans: D
44. Filters that affect the content of a message are in
A) The mind of the speaker
B) The mind of both speaker and the listener
C) The mind of the listener
D) The communication channel
Ans: B
45. Writing a letter with “you attitude” means writing
A) From the point of the view of writer
B) From the point of the other persons not concerned
C) From the point of the view of the reader
D) Using the word you repeatedly
Ans: C
46. Modem stands for
A) Modulator Demodulator B) Memory Demagnetisation
C) Monetary Demarkation D) Monetary Devaluation
Ans: A
47. A demy official letter is signed by
A) A person on behalf of the officer B) The managing Director
C) Subordinate D) Officer himself
Ans: D
48. Which of the following tasks should be a daily priority in the office environment ?
A) Picking up and opening the incoming mail
B) Filing the invoices and correspondences
C) Ordering the stationery required for the following week
D) Typing and distributing a memo to staff regarding a meeting
Ans: A
49. Weakest form of control
A) Pre control B) Post control
C) Simultaneous control D) Duel control
Ans: B
A) Watts B) Volt
C) Intensity D) Foot Candle
Ans: D
44. Filters that affect the content of a message are in
A) The mind of the speaker
B) The mind of both speaker and the listener
C) The mind of the listener
D) The communication channel
Ans: B
45. Writing a letter with “you attitude” means writing
A) From the point of the view of writer
B) From the point of the other persons not concerned
C) From the point of the view of the reader
D) Using the word you repeatedly
Ans: C
46. Modem stands for
A) Modulator Demodulator B) Memory Demagnetisation
C) Monetary Demarkation D) Monetary Devaluation
Ans: A
47. A demy official letter is signed by
A) A person on behalf of the officer B) The managing Director
C) Subordinate D) Officer himself
Ans: D
48. Which of the following tasks should be a daily priority in the office environment ?
A) Picking up and opening the incoming mail
B) Filing the invoices and correspondences
C) Ordering the stationery required for the following week
D) Typing and distributing a memo to staff regarding a meeting
Ans: A
49. Weakest form of control
A) Pre control B) Post control
C) Simultaneous control D) Duel control
Ans: B
50. Which part of a business letter uses colon ?
A) Heading B) Signature
C) Inside address D) Salutation
Ans: D
51. Method of communication used to large number of people
A) Intercom B) CCTV
C) Public address system D) Telephone
Ans: C
52. Which of the following is not an external source of recruitment ?
A) Advertisement
B) Promotion
C) Casual callers
D) Recommendation of employees
Ans: B
53. Linoleum is a kind of
A) Colour B) Paint
C) Floor D) Layout
Ans: C
54. The capacity of 3.5 inch floppy disk is
A) 1.40 MB B) 1.44 GB
C) 1.40 GB D) 1.44 MB
Ans: D
55. Kinesics is another term for
A) Para language B) Body language
C) Space language D) Touch language
Ans: B
56. Number of times your name appears in a business letter
A) 1 B) 4 C) 3 D) 2
Ans: D
57. Correct format of e-mail address
A) name@website@com B) name.website.com
C) [email protected] D) www.name.website
Ans: C
A) Heading B) Signature
C) Inside address D) Salutation
Ans: D
51. Method of communication used to large number of people
A) Intercom B) CCTV
C) Public address system D) Telephone
Ans: C
52. Which of the following is not an external source of recruitment ?
A) Advertisement
B) Promotion
C) Casual callers
D) Recommendation of employees
Ans: B
53. Linoleum is a kind of
A) Colour B) Paint
C) Floor D) Layout
Ans: C
54. The capacity of 3.5 inch floppy disk is
A) 1.40 MB B) 1.44 GB
C) 1.40 GB D) 1.44 MB
Ans: D
55. Kinesics is another term for
A) Para language B) Body language
C) Space language D) Touch language
Ans: B
56. Number of times your name appears in a business letter
A) 1 B) 4 C) 3 D) 2
Ans: D
57. Correct format of e-mail address
A) name@website@com B) name.website.com
C) [email protected] D) www.name.website
Ans: C
58. __________ is the most popular application of internet.
A) E-mail B) Chatting
C) Video-conferencing D) Netnews
Ans: A
59. The ______ is the individual or group that develops the message to be communicated.
A) Source B) Encoder
C) Jargon D) Decoder
Ans: A
60. Premise control is
A) Resources B) People
C) Assumptions D) Buildings
Ans: D
61. For delegation to be effective it is essential that responsibility be accompanied with necessary
A) Manpower B) Authority
C) Incentives D) Promotions
Ans: B
62. __________ is not an example of internal office forms.
A) Vouchers B) Requisitions
C) Report forms D) Accounting forms
Ans: A
63. Filing used for those firms where the number of correspondence is small
A) Pigeon hole filing B) Cardboard filing
C) Arch lever filing D) Open shelf filing
Ans: B
64. __________ is used for stamping outward mail.
A) Addressing machine B) Stencil duplicator
C) Rotary machine D) Franking machine
Ans: D
65. Grapevine is the network of
A) Formal communication B) Gesture communication
C) Informal communication D) Internal communication
Ans: C
A) E-mail B) Chatting
C) Video-conferencing D) Netnews
Ans: A
59. The ______ is the individual or group that develops the message to be communicated.
A) Source B) Encoder
C) Jargon D) Decoder
Ans: A
60. Premise control is
A) Resources B) People
C) Assumptions D) Buildings
Ans: D
61. For delegation to be effective it is essential that responsibility be accompanied with necessary
A) Manpower B) Authority
C) Incentives D) Promotions
Ans: B
62. __________ is not an example of internal office forms.
A) Vouchers B) Requisitions
C) Report forms D) Accounting forms
Ans: A
63. Filing used for those firms where the number of correspondence is small
A) Pigeon hole filing B) Cardboard filing
C) Arch lever filing D) Open shelf filing
Ans: B
64. __________ is used for stamping outward mail.
A) Addressing machine B) Stencil duplicator
C) Rotary machine D) Franking machine
Ans: D
65. Grapevine is the network of
A) Formal communication B) Gesture communication
C) Informal communication D) Internal communication
Ans: C
66. The numerical filing is not used in
A) Sales invoices B) Committee minutes
C) Contract orders D) Correspondence orders
Ans: D
67. __________ is not one of 7 C’s in communication.
A) Correctness B) Character
C) Clarity D) None of these
Ans: B
68. __________ allows a user to transmit images of documents over communication links.
A) Internet B) Fax
C) E-mail D) Mobile phone
Ans: B
69. Which of the following is not the role of chairperson during a meeting ?
A) Keeping a clear and accurate minutes
B) Ruling on points of orders
C) Delegating tasks
D) Review of last meetings
Ans: A
70. Principles of drafting have been laid down by
A) Mills and Standing Ford B) E.L. Pohhan
C) Little Field and Rachel D) Dicksee
Ans: C
71. Distribution of unsolicited e-mails in large numbers
A) Spoofing B) Hacking
C) Chatting D) Spamming
Ans: D
72. _________ is a specific offer for sale in response to an enquiry from a particular company.
A) Order B) Offer
C) Quotations D) Tenders
Ans: C
A) Sales invoices B) Committee minutes
C) Contract orders D) Correspondence orders
Ans: D
67. __________ is not one of 7 C’s in communication.
A) Correctness B) Character
C) Clarity D) None of these
Ans: B
68. __________ allows a user to transmit images of documents over communication links.
A) Internet B) Fax
C) E-mail D) Mobile phone
Ans: B
69. Which of the following is not the role of chairperson during a meeting ?
A) Keeping a clear and accurate minutes
B) Ruling on points of orders
C) Delegating tasks
D) Review of last meetings
Ans: A
70. Principles of drafting have been laid down by
A) Mills and Standing Ford B) E.L. Pohhan
C) Little Field and Rachel D) Dicksee
Ans: C
71. Distribution of unsolicited e-mails in large numbers
A) Spoofing B) Hacking
C) Chatting D) Spamming
Ans: D
72. _________ is a specific offer for sale in response to an enquiry from a particular company.
A) Order B) Offer
C) Quotations D) Tenders
Ans: C
73. _________ is not an example of internal office forms.
A) Vouchers B) Requisitions
C) Report forms D) Accounting forms
Ans: A
74. Degree to which freedom is given to lower level managers for decision making is
classified as
A) Autonomy B) Centralisation
C) Decentralisation D) Congruency
Ans: A
75. A relative block is an index to
A) The beginning of the file B) The end of the file
C) The last written position in the file D) None of these
Ans: A
76. A photocopying machine is
A) An high speed digital printing system
B) A multifunctional system
C) An electronic duplicator that fuses a reproduced image to plain paper
D) None of the above
Ans: C
77. Which of the steps is not included in the process of reception ?
A) Decoding B) Encoding
C) Storage D) Interpretation
Ans: B
78. All of the following are e-mail etiquette except
A) Be considerate B) Avoid passing along chain letters
C) Use spell and grammar check D) Keep it simple
Ans: C
79. Manuals and policy statements are
A) Upward communication B) Downward communication
C) Horizontal communication D) None of these
Ans: B
80. The purpose of a paper shredder is
A) Destroy documents received by the mailing department
B) Destroy the financial statements crucial to the organisation
C) Destroy all documents
D) Destroy documents that companies may not want competitor to access
Ans: D
A) Vouchers B) Requisitions
C) Report forms D) Accounting forms
Ans: A
74. Degree to which freedom is given to lower level managers for decision making is
classified as
A) Autonomy B) Centralisation
C) Decentralisation D) Congruency
Ans: A
75. A relative block is an index to
A) The beginning of the file B) The end of the file
C) The last written position in the file D) None of these
Ans: A
76. A photocopying machine is
A) An high speed digital printing system
B) A multifunctional system
C) An electronic duplicator that fuses a reproduced image to plain paper
D) None of the above
Ans: C
77. Which of the steps is not included in the process of reception ?
A) Decoding B) Encoding
C) Storage D) Interpretation
Ans: B
78. All of the following are e-mail etiquette except
A) Be considerate B) Avoid passing along chain letters
C) Use spell and grammar check D) Keep it simple
Ans: C
79. Manuals and policy statements are
A) Upward communication B) Downward communication
C) Horizontal communication D) None of these
Ans: B
80. The purpose of a paper shredder is
A) Destroy documents received by the mailing department
B) Destroy the financial statements crucial to the organisation
C) Destroy all documents
D) Destroy documents that companies may not want competitor to access
Ans: D