Professional Email Writing Course: Greetings, closings and professional tone

1. Question 1 of 15

   Which greeting best fits a first email to a client you have never met, Ms. Laura Chen?

   • AHi there!
   • BDear Ms. Chen,
   • CTo Whom It May Concern,
   • DHey Laura!
   Show answer

   Answer: B. Dear Ms. Chen,

   "Dear" with the courtesy title and last name is the standard formal greeting for someone you don't know.

2. Question 2 of 15

   You are writing to Alex Morgan and don't know which courtesy title Alex uses. Which greeting is best?

   • ADear Ms. Morgan
   • BDear Sir or Madam
   • CDear Mr. Morgan
   • DDear Alex Morgan
   Show answer

   Answer: D. Dear Alex Morgan

   Don't guess gender from a first name; if you are unsure of the courtesy title, leave it out and use the full name.

3. Question 3 of 15

   Why do writing guides advise against starting with "To Whom It May Concern"?

   • AIt is too casual and friendly for a business email
   • BIt is impersonal and often seen as outdated
   • CIt is only allowed in emails to friends
   • DIt is grammatically incorrect
   Show answer

   Answer: B. It is impersonal and often seen as outdated

   The Language Portal of Canada calls this greeting impersonal and often outdated; find the person's name or use a job title.

4. Question 4 of 15

   You are applying for a job but can't find the hiring manager's name. Which greeting is best?

   • ATo Whom It May Concern
   • BHey,
   • CDear Sir
   • DDear Hiring Manager
   Show answer

   Answer: D. Dear Hiring Manager

   If you can't find the name, use the person's job title in the greeting.

5. Question 5 of 15

   What is "Mx."?

   • AA short form of "Mister" used in emails
   • BA title used only for medical doctors
   • CA gender-neutral courtesy title
   • DA title used only for married women
   Show answer

   Answer: C. A gender-neutral courtesy title

   Mx. is a gender-neutral courtesy title that can be used in a greeting.

6. Question 6 of 15

   Which closing is capitalized and punctuated correctly?

   • AYours Truly,
   • Bwith best wishes,
   • CSincerely Yours.
   • DWarm regards,
   Show answer

   Answer: D. Warm regards,

   Capitalize only the first word of a closing and put a comma after it. The other options break one or both rules.

7. Question 7 of 15

   Which closing best suits a formal email to someone you have never met?

   • ATalk soon,
   • BThx,
   • CSincerely,
   • DCheers,
   Show answer

   Answer: C. Sincerely,

   "Sincerely" works for most formal correspondence; friendlier closes suit people you know.

8. Question 8 of 15

   Which signature block is most professional?

   • AYour name in a large cursive font, followed by a favourite quote
   • BA large company logo, a photo and three social media banners
   • CName, job title, organization and phone number, in plain text
   • DYour first name only, with a smiley face
   Show answer

   Answer: C. Name, job title, organization and phone number, in plain text

   Keep your signature simple and short, with few images and no cursive fonts.

9. Question 9 of 15

   Which sentence has the most professional tone?

   • AI guess if it isn't too much trouble you could maybe send something whenever
   • BSend the price list. NOW.
   • CCould you please send the updated price list by Friday?
   • Dpls send price list asap thx
   Show answer

   Answer: C. Could you please send the updated price list by Friday?

   It is polite, clear and specific, with no shouting, texting forms or vague wording.

10. Question 10 of 15

    Which sentence is written in the active voice?

    • AOur team will deliver the furniture on Monday.
    • BThe furniture will be delivered on Monday.
    • CDelivery of the furniture is scheduled to be made on Monday.
    • DThe furniture is to be delivered by our team on Monday.
    Show answer

    Answer: A. Our team will deliver the furniture on Monday.

    In the active voice, the subject (our team) does the action. The other options are passive.

11. Question 11 of 15

    Which is the plain-language version of "Please be advised that, prior to utilizing the loading dock, staff must obtain authorization"?

    • ABefore you use the loading dock, please get permission.
    • BPrior to dock utilization, authorization must be obtained.
    • CStaff are advised to obtain dock utilization authorization prior.
    • DPlease be advised the dock requires authorization prior to use.
    Show answer

    Answer: A. Before you use the loading dock, please get permission.

    Plain language uses familiar words (before, use, get permission) and speaks directly to the reader.

12. Question 12 of 15

    Your email uses the abbreviation "PPE". What should you do the first time it appears?

    • AWrite the full term first, with "PPE" in parentheses
    • BPut the meaning in a separate attachment
    • CLeave it as it is, because readers can look it up online
    • DWrite it in bold every time so readers notice it
    Show answer

    Answer: A. Write the full term first, with "PPE" in parentheses

    Write out the long form with the abbreviation in parentheses at first mention, then use the abbreviation.

13. Question 13 of 15

    Which change would most improve the tone of this email?

    Subject: YOUR TIMESHEET

    Jordan,

    AGAIN your timesheet is late!!! This is the third time. I shouldn't have to keep reminding people about something so basic. Get it to me today or don't expect to be paid on time.

    Kim

    • AAdd a smiley face after the last sentence
    • BAdd "Please" at the start but keep everything else
    • CState the facts calmly and give a clear deadline
    • DSend it to the whole team so everyone learns the lesson
    Show answer

    Answer: C. State the facts calmly and give a clear deadline

    The email shouts (ALL CAPS, !!!) and sounds like a threat; a calm, factual message with a deadline keeps it professional.

14. Question 14 of 15

    Which is the best rewrite of the first two sentences of this email?

    Subject: YOUR TIMESHEET

    Jordan,

    AGAIN your timesheet is late!!! This is the third time. I shouldn't have to keep reminding people about something so basic. Get it to me today or don't expect to be paid on time.

    Kim

    • AYour timesheet for last week hasn't arrived; this is the third late one.
    • BHi Jordan!! Hope you're good!! Timesheet??
    • CAGAIN, your timesheet is late, which is very disappointing!
    • DIt has been noticed that timesheets are being sent in late by some people.
    Show answer

    Answer: A. Your timesheet for last week hasn't arrived; this is the third late one.

    It states the facts calmly and directly, without capitals, exclamation marks or vague passive wording.

15. Question 15 of 15

    When might contractions such as "we'll" and "don't" be too casual?

    • AIn any work email at all
    • BOnly in subject lines
    • CIn a quick, friendly note to a coworker you work with every day
    • DIn a very formal email, such as one to a senior official
    Show answer

    Answer: D. In a very formal email, such as one to a senior official

    Contractions are fine in everyday email but may be too breezy for formal messages.

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