Business Communication - Professional Communication Part 2- CSEET

1. Quotations are letters of enquiry.

a) True

b) False

Answer: a

Explanation: The statement is true. Quotations are letters of enquiry in which an organisation or an individual asks another organisation or individual to quote its or his rates and terms of payment for the goods intended to be purchased.

2. Where is the name of the company inviting mentioned in an invitation of quotation?

a) Top left corner

b) Bottom left corner

c) Top right corner

d) Bottom right corner

Answer: c

Explanation: The name of the company inviting is mentioned in the top right corner on an invitation of quotation along with the address and date.

3. Where is the name of the company which is invited mentioned?

a) Top left corner

b) Top right corner

c) Bottom left corner

d) Bottom right corner

Answer: a

Explanation: The name of the company which is invited is mentioned in the top left corner in an invitation of quotation below the address of the inviting party.

4. Where is the courteous leave-taking mentioned in an invitation of quotation?

a) Top left

b) Bottom right

c) Top right

d) Bottom left

Answer: b

Explanation: The courteous leave-taking is mentioned in the bottom right corner along with signature and designation.

5. Quotations are friendly letters.

a) True

b) False

Answer: b

Explanation: The statement is false. Quotations are letters of enquiry and thus are business letters. It is normal to invite quotations from a large number of sellers.

6. A tender is advertised in ______

a) newspapers

b) business environment

c) domestic markets

d) sellers

Answer: a

Explanation: There is a difference between quotations and tenders. A tender is advertised in newspapers, magazines, etc..

7. Which of these is not mentioned in a tender?

a) Date

b) Notice number

c) Sign

d) Designation

Answer: c

Explanation: A tender does not have the sign of the authority mentioned in it. It only has the designation mentioned.

8. Where is the designation of the authority giving the tender mentioned?

a) Top center

b) Bottom left

c) Bottom right

d) Top left

Answer: c

Explanation: The name of the authority is mentioned in the bottom right corner along with the organization’s name and branch.

9. Where is the name of the organization mentioned in the tender?

a) Top left

b) Top center

c) Top right

d) Bottom center

Answer: b

Explanation: The name of the organization along with tender notice number and date is mentioned in the top center in bold in the beginning.

10. Which of these is mentioned in a tender?

a) Notice number

b) Signature

c) Address of the tenderer

d) Courteous leave-taking

Answer: a

Explanation: In the top center, the name and address of the organisation is mentioned along with the tender notice number and the date.

11. Which of these is not considered in a telephonic conversation?

a) The tone of the speaker

b) The volume of the speaker

c) Body language

d) The emotional content of the communication

Answer: c

Explanation: The two people involved in a telephonic conversation are unable to see each other. Hence, the body language of the speakers isn’t very important. However, the doesn’t take away from the fact that a telephonic conversation is a full-fledged conversation for which most other parameters of a dyadic exchange hold true.

12. A telephone is not meant for gossiping.

a) True

b) False

Answer: a

Explanation: The statement is true. A telephonic conversation should be brief and to the point. A telephone is not meant for gossiping.

13. After about how many rings should the telephone be lifted?

a) 2

b) 4

c) 5

d) 6

Answer: a

Explanation: There is a distinct rhythm about receiving telephone calls. The receiver must be lifted promptly, at best after one or two rings.

14. What is the first thing you must utter when you pick up a call?

a) Your name and designation

b) Who is calling?

c) Why did you call?

d) What do you want?

Answer: a

Explanation: The first thing you must do is utter your full name and designation. After your own introduction, ask the caller to reveal his name and designation.

15. Which of these should be kept in mind while receiving a call?

a) Be rude, if the caller is rude.

b) If the information is not readily available, take his phone number and call back.

c) A message can be noted in hints

d) You can be rude to a person if it’s a wrong connection.

Answer: b

Explanation: In case the information is not readily available, take his phone number and call back. Be warm and friendly even when the caller is rude.

16. While making a call, have all relevant information ready before hand.

a) True

b) False

Answer: a

Explanation: The statement is true. While making a call, have all relevant information ready before hand. It is rude and silly to search for material in the files when somebody is already on the line.

17. Which of these should be kept in mind while giving instructions?

a) The pitch of the receiver

b) The tone of the receiver

c) His ability to grasp information

d) The physical condition of the receiver

Answer: c

Explanation: When giving instructions, keep in mind : the mental and emotional built up of the receiver, his ability to grasp information and act upon the instructions given to him.

18. Delegation of responsibility must be done with _____

a) empathy

b) rudeness

c) dominance

d) disrespect

Answer: a

Explanation: Delegation of responsibility or asking others to carry out a task must be done with compassion and empathy. It is best to entrust one job at a time to a person.

19. An instruction must be followed by ____

a) spoken reply

b) written reply

c) action

d) sign

Answer: c

Explanation: An instruction is different from a conversation, or even an interview, mainly because the response is different. An instruction must be followed by action whereas in the case of other two the response is verbal.

20. A person who meets the media must have greater _____

a) restraint

b) honesty

c) agitation

d) aggressiveness

Answer: a

Explanation: A person who meets the media must remember that whatever he tells the media would be published. AHe must have greater restraint than he would have in a normal conversation

22. Which of these factors is not required for communication growth?

a) Growth in size of organisations

b) Negative atmosphere

c) Globalisation

d) Public relations

Answer: b

Explanation: Communication growth requires eight factors. They are: growth in size of organisations, globalization, growth of trade unions, public relations, and so on. A negative atmosphere isn’t conducive to communication growth.

23. Globalization, growth of trade unions, public relations and a positive atmosphere are some of the factors that enable ____________.

a) Good friendships

b) Happiness

c) Isolation from society

d) Communication growth

Answer: d

Explanation: Communication growth requires eight factors. They are: growth in size of organisations, globalization, growth of trade unions, public relations, and so on.

24. Every organization has a social responsibility.

a) True

b) False

Answer: a

Explanation: The statement is true. Every organization has a social responsibility, specially towards the customers, government, suppliers and the public at large.

25. Which of these does not come under behavioural sciences?

a) Globalization

b) Psychology

c) Sociology

d) Transactional Analysis

Answer: a

Explanation: Modern management is deeply influenced by exciting discoveries made in behavioural sciences like Psychology, Sociology, Transactional Analysis, etc.

26. Which of these element is not involved in the process of communication?

a) Pipe

b) Sender

c) Message

d) Channel

Answer: a

Explanation: There are four elements in the process of communication. They are: sender, message , channel, receiver.

27. A sender is the person who transmits a message.

a) True

b) False

Answer: a

Explanation: The statement is true. A sender is the person who transmits a message. A message could be verbal or non- verbal as appearance, body language, etc..

28. Which of these is the third element of communication?

a) Sender

b) Channel

c) Message

d) Receiver

Answer: b

Explanation: Channel is the third element in the process of communication. A message may be sent via an electronic word processing system or through the printed work or other media.

29. For effective communication, which of these commandments should one not follow?

a) Objective of communication

b) Inadequate medium

c) Clarity

d) Adequate medium

Answer: b

Explanation: In order to ensure effective communication, one must take care of the ten commandments. They are: objective of communication, clarity in the use of language, adequate medium, etc.

30. To make our communication effective, we should follow _____ C’s and _____ S’s.

a) seven, four

b) seven, three

c) six, four

d) six, three

Answer: a

Explanation: The correct statement is: To make our communication effective, we should follow seven C’s and four S’s.

31. Which of these does not come under the four S’s?

a) Simplicity

b) Strength

c) Sincerity

d) Shock

Answer: d

Explanation:To make our communication effective, we should follow seven C’s and four S’s. The four S’s are: Shortness, simplicity, strength and sincerity.

32. Where should the courteous leave- taking be mentioned on a letter of enquiry?

a) Top left corner

b) Top right corner

c) Bottom left corner

d) Bottom right corner

Answer: d

Explanation: The courteous leave-taking is mentioned in the bottom right corner along with the signature and designation below it.

This set of Professional Communication Multiple Choice Questions & Answers (MCQs) focuses on “Quotation, Orders and Tenders”.