Q.1 What is the primary purpose of a fax in professional communication?
To send handwritten notes informally
To transmit documents quickly over a telephone line
To replace emails completely
To create social media posts
Explanation - A fax is primarily used to send documents quickly over a telephone line, ensuring that the recipient gets an exact copy.
Correct answer is: To transmit documents quickly over a telephone line
Q.2 Which of the following details is NOT essential in a fax cover sheet?
Recipient's name and fax number
Sender's name and fax number
Subject of the fax
Sender's favorite color
Explanation - Essential details in a fax cover sheet include sender and recipient information, subject, and sometimes a brief message. Personal preferences like favorite color are irrelevant.
Correct answer is: Sender's favorite color
Q.3 Which phrase is suitable to begin a professional fax?
Hey buddy, check this out!
Dear Sir/Madam,
Yo,
Hi there!
Explanation - Professional faxes begin with formal salutations such as 'Dear Sir/Madam' or specific recipient names.
Correct answer is: Dear Sir/Madam,
Q.4 If you are sending a fax with multiple pages, what should you mention?
The total number of pages including the cover sheet
Only the first page
Only the cover sheet
The number of pages the recipient has already received
Explanation - It is standard practice to indicate the total number of pages in the fax, including the cover sheet, so the recipient can ensure all pages are received.
Correct answer is: The total number of pages including the cover sheet
Q.5 Which statement is correct about the confidentiality of faxes?
Faxes are always public documents
Fax transmissions can be confidential but need proper handling
Faxes are automatically encrypted
Faxing is not suitable for sensitive information
Explanation - Faxes can contain sensitive information, so they should be handled carefully to maintain confidentiality, but they are not automatically secure.
Correct answer is: Fax transmissions can be confidential but need proper handling
Q.6 Which information is recommended to add at the bottom of a fax?
Sender's email address
Number of attachments or pages
Recipient's personal details
Sender's birthdate
Explanation - Including the number of pages or attachments at the bottom helps the recipient confirm all documents were transmitted.
Correct answer is: Number of attachments or pages
Q.7 When should you use a fax instead of email in professional communication?
When speed is critical and physical signatures are required
When the internet is faster
When sending emojis
When the recipient prefers social media
Explanation - Fax is often preferred when documents need to be transmitted quickly and require signatures, or when digital access is limited.
Correct answer is: When speed is critical and physical signatures are required
Q.8 What should the 'Subject' line in a fax cover sheet indicate?
The recipient's favorite subject
The topic or purpose of the fax
The sender's mood
The time of sending
Explanation - The 'Subject' line should clearly indicate the purpose or topic of the fax to give the recipient context.
Correct answer is: The topic or purpose of the fax
Q.9 Which of the following is an important instruction for fax recipients?
Read all pages carefully and confirm receipt
Ignore pages that seem irrelevant
Forward it to anyone randomly
Print only the first page
Explanation - Recipients should review all fax pages carefully and confirm receipt, ensuring no information is missed.
Correct answer is: Read all pages carefully and confirm receipt
Q.10 A professional fax should always be:
Short, clear, and to the point
Very long with detailed history
Filled with emojis
Written in casual slang
Explanation - Professional faxes are most effective when concise, clear, and focused on the message.
Correct answer is: Short, clear, and to the point
Q.11 If a fax fails to send due to line issues, what is the proper step?
Try sending again and confirm delivery
Ignore and assume it went
Send via social media instead
Call the recipient and read the fax verbally
Explanation - When a fax fails, the sender should resend and ensure the recipient confirms receipt.
Correct answer is: Try sending again and confirm delivery
Q.12 What is the ideal format for the main message in a fax?
Single-spaced, professional paragraphs
Multiple colors and fonts
Handwritten notes with doodles
Bulletin board style
Explanation - Fax messages should be professionally formatted, typically single-spaced paragraphs for clarity.
Correct answer is: Single-spaced, professional paragraphs
Q.13 Which of these is a key benefit of using a fax in official communication?
Immediate delivery of documents with signatures
Unlimited storage space
Better than face-to-face meetings
Replacement for phone calls
Explanation - Faxing ensures immediate delivery of documents, often with necessary signatures, which is crucial in official communication.
Correct answer is: Immediate delivery of documents with signatures
Q.14 How should urgent faxes be marked?
In bold on the cover sheet with 'URGENT'
With a smiley face
Written in cursive
No special marking needed
Explanation - Urgent faxes should be clearly labeled 'URGENT' on the cover sheet to alert the recipient for prompt attention.
Correct answer is: In bold on the cover sheet with 'URGENT'
Q.15 Which of the following is NOT a recommended practice when faxing confidential documents?
Confirming recipient details before sending
Sending through an unsecured public fax machine
Using a cover sheet
Not leaving faxes unattended
Explanation - Confidential documents should never be sent through unsecured public fax machines to prevent unauthorized access.
Correct answer is: Sending through an unsecured public fax machine
Q.16 A fax message should ideally include:
Introduction, purpose, main content, and closing
Only the introduction
Only bullet points
Just images with no text
Explanation - A well-structured fax includes an introduction, the purpose, main content, and a proper closing.
Correct answer is: Introduction, purpose, main content, and closing
Q.17 Which of these statements about fax attachments is correct?
All attachments must be clearly listed on the cover sheet
Attachments are optional and can be hidden
Attachments should be encrypted manually
Attachments can include executable programs
Explanation - All attachments should be clearly listed to ensure the recipient knows what is included and nothing is missed.
Correct answer is: All attachments must be clearly listed on the cover sheet
Q.18 Which is the correct way to end a professional fax?
With 'Regards' or 'Sincerely', followed by sender's details
With 'Bye Bye!'
With emojis
With informal slang
Explanation - Professional faxes should end formally using closings like 'Regards' or 'Sincerely', along with sender details.
Correct answer is: With 'Regards' or 'Sincerely', followed by sender's details
Q.19 Which aspect is NOT a reason to include a fax cover sheet?
To provide context and recipient information
To protect confidentiality
To entertain the recipient
To indicate total pages
Explanation - Fax cover sheets provide context, confidentiality, and page information, but are not meant to entertain the recipient.
Correct answer is: To entertain the recipient
Q.20 For international faxing, which information is critical?
Country code and recipient fax number
Sender's favorite time zone
Recipient's email password
Sender's home address
Explanation - International faxes require the correct country code and recipient fax number to ensure successful delivery.
Correct answer is: Country code and recipient fax number
Q.21 When faxing a signed agreement, what is a key consideration?
Ensure the signature is visible and legible
Blur the signature for privacy
Send only part of the agreement
Handwrite an unrelated note instead
Explanation - For legal or official documents, the signature must be clear and legible to maintain authenticity.
Correct answer is: Ensure the signature is visible and legible
Q.22 Which of these should you check before sending a fax?
Fax number, total pages, attachments, and message clarity
Recipient's Facebook profile
Sender's horoscope
Weather report
Explanation - Verifying all details before sending ensures accurate and complete fax delivery.
Correct answer is: Fax number, total pages, attachments, and message clarity
Q.23 Which is a disadvantage of fax compared to email?
Limited multimedia support
Instant delivery
Provides exact copies
Requires a phone line
Explanation - Fax has limited support for multimedia like videos and complex files, whereas email can handle them easily.
Correct answer is: Limited multimedia support
Q.24 If an urgent fax contains sensitive data, what is recommended?
Send directly to a secure fax machine and follow up with a call
Post it publicly
Send via social media
Ignore confidentiality
Explanation - For urgent and sensitive data, it is important to ensure secure delivery and confirm receipt with the recipient.
Correct answer is: Send directly to a secure fax machine and follow up with a call