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The Business Writing Process

Subjects : writing-skills, business-skills

Instructions:

Answer 50 questions in 15 minutes.
If you are not ready to take this test, you can study here.
Match each statement with the correct term.
Don't refresh. All questions and answers are randomly picked and ordered every time you load a test.

This is a study tool. The 3 wrong answers for each question are randomly chosen from answers to other questions. So, you might find at times the answers obvious, but you will see it re-enforces your understanding as you take the test each time.

1. Avoid language that attempts to evade responsibility - Avoid deceptive language - Do not deemphasize or suppress important information - Do not emphasize misleading or incorrect information - Avoid using language that is biased - racist - or sexist o
Cautiously i.e. BTW: by the way
Ethics in Business Writing
Rules for writing instructions
Strive for Concreteness - Vigor - Precision - Short sentences and paragraphs

2. Repeating keywords and key phrases
Repetition
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.
Your audience is the best guide for What and How
Four keys to effective writing

3. What is the best advice for Drafting?
What do you want to say - Say It - Say it Better
Be Flexible - Avoid Perfectionism - Keep Going - Keep making progress
Connotation
Figures of Speech

4. Less formal than in the past - Varies from conversational style - The use of personal pronouns is important - In emails etc. something between conversational & business writing should be used - Only use we when it is company policy
Business Writing Style
Subordination
Examples of medium s of business communication
NO offensive or abusive emails should be sent - and no upper case - as that is considered SCREAMING

5. An inoffensive substitute for a word or phrase that could be distasteful - offensive - or too blunt.
Sentence Variety
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.
Climatic Order
Euphemismss

6. Listing the ideas or facts within a sentence in sequence from least to most important
Climatic Order
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status
One-third
Direct Statements

7. Letters - memos - email - instant messages - telephone calls - Faxes - Face-to-face meetings - video conferences - web sites
Active Voice
Examples of medium s of business communication
Sentence Length
Idioms

8. Means that extraneous words - phrases - clauses - and sentences have been removed from writing without sacrificing clarity or appropriate detail.
Guidelines for effective business e-mail messages
similar
Information the reader will want - put it first.
Conciseness

9. How do you know what to include in your message?
Coherent writing
Position
Long - Complicated - Requires Negotiation - Questions/Info need clarification/discussion - Info Confidential/Sensitive - Requires Security - Could be Misinterpreted - Emotionally Charged - Requires Tone of Voice - Sent to Avoid - Contains Sensitive I
Your audience is the best guide for What and How

10. Places the reader's interest and perspective foremost. It is based on the principle that most readers are naturally more concerned about their own needs than they are about those of a writer or a writer's organization - often means using the words y

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11. What is Direct Order?
Information the reader will want - put it first.
Concrete Words
Emphasis
Instructions

12. What techniques can be used for gathering information?
Tone
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams
Outlining
Be Flexible - Avoid Perfectionism - Keep Going - Keep making progress

13. Iitalics - bold type - underlining etc.
Outlining
Mechanical Devices
Write Correctly so others will not think you are stupid or lack credibility
Your Name - Closing Statement such as Thanks - Regards in more formal messages

14. Techniques for writing memos and emails are...
Sentence Variety
Main parts of a set of instructions
similar
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams

15. Steps to Successful Writing
Cut out nonessentials - Minimize references to Previous Communications
Revision - Editing - Proofreading
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status
Preparation - Research - Organization - Writing - Revision

16. What types of research is done in gathering information?
Cautiously i.e. BTW: by the way
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Get Feedback From Others!
Cliches

17. What are three levels of Revision?
Sentence Type
Denotaion
Purpose - Format - Composition
Revision of content - Organization - Formatting

18. What is current emphasis on for a Letter?
Date - To - From - Subject Headings
Strategy and Humanness
Denotaion
Subordination

19. Using short and long sentences strategically
NO offensive or abusive emails should be sent - and no upper case - as that is considered SCREAMING
Long - Complicated - Requires Negotiation - Questions/Info need clarification/discussion - Info Confidential/Sensitive - Requires Security - Could be Misinterpreted - Emotionally Charged - Requires Tone of Voice - Sent to Avoid - Contains Sensitive I
Organizational - Professional - Personal
Sentence Length

20. When to use Instant Messaging?
Intensifiers
Purpose - Format - Composition
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.
Recipient's Name and Introduce Yourself

21. Why Avoid Perfectionism in Drafting?
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Helps include all important information; Makes you more willing to revise
Concrete Words
Abstract words

22. Sentences can vary in sentence length - word order - loose and periodic sentences
Coherent writing
Long Dashes
Guidelines for effective business e-mail messages
Sentence Variety

23. Condenses writing by omitting articles - pronouns - conjunctions - and transitions - e.g. ' Per 5/21 email 12 copies of instruction needed asap'
Characteristics of job-related writing
Key draft questions
Outlining
Telegraphic Style

24. What are Individual Contexts
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status
Organizational - Professional - Personal
Things to think through when planning a website
Main parts of instructions

25. What is critical to a message's success?
Euphemismss
Cliches
similar
Attractive and Readable Format

26. Audience's preferences - personal work style - how widely info needs to be distributed etc.
Your audience is the best guide for What and How
Idioms
Selecting the proper medium
Characteristics of job-related writing

27. What is Indirect Order?
Connotation
Helps include all important information; Makes you more willing to revise
Put it Last - using the opening to prepare the audience
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews

28. Tell and show how to do something
Main parts of instructions
Instructions
Your audience is the best guide for What and How
Information the reader will want - put it first.

29. What is the general Purpose of a Letter?
Goal of a letter of application
Rules for writing instructions
Main parts of internal proposals
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.

30. To set you apart from the others; show that you have customized your resume for that company/job opening
Goal of a letter of application
Attractive and Readable Format
Main parts of a set of instructions
Biased Language

31. How to end an email
Affectation
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;
Emphasis
Your Name - Closing Statement such as Thanks - Regards in more formal messages

32. Purpose - findings - conclusion - and recommendations
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Guidelines for effective business e-mail messages
Main parts of instructions
Information needed for short report

33. Using words like 'most - much - very' with caution - wthout overdoing it.
Characteristics of job-related writing
Intensifiers
Wordiness
Outlining

34. When should email NOT be used?
Rules for writing instructions
Telegraphic Style
Long - Complicated - Requires Negotiation - Questions/Info need clarification/discussion - Info Confidential/Sensitive - Requires Security - Could be Misinterpreted - Emotionally Charged - Requires Tone of Voice - Sent to Avoid - Contains Sensitive I
Date - To - From - Subject Headings

35. Conciseness
Conciseness - Clarity - Etiquette - Correctness
Active Voice
Three P's for success in writing a memo
Cut out nonessentials - Minimize references to Previous Communications

36. Am I giving the reader too much or too little info? - does this point belong here? - is this point relevant? - am I repeating or contradicting myself? - have I ended appropriately?
Three P's for success in writing a memo
Key draft questions
Date - To - From - Subject Headings
Sentence Variety

37. Formal
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status
Ethics in Business Writing
Characteristics of job-related writing
Subordination

38. What are Pros of Email?
Eliminates phone tag - saves time - facilitates fast decisions - cheap - provides written record
Main parts of a set of instructions
Connotation
Examples of medium s of business communication

39. An organized presentation of relevant data on any topic that a company or agency tracks in its day-to-day operations
Affectation
Short report
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose
Sentence Variety

40. Concern policies and regulations found in employee handbooks and other internal corporate communications
Procedures
Biased Language
Key draft questions
Active Voice

41. What should you know about a Letter?
Purpose - Format - Composition
Conciseness - Clarity - Etiquette - Correctness
Information needed for short report
Direct Statements

42. The use of language that is more formal - technical - or showy than necessary to communicate information to the reader.
Sentence Variety
Affectation
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams
Four keys to effective writing

43. What is format of most Memos?
Telegraphic Style
Characteristics do employers like to see in a resume
Date - To - From - Subject Headings
Conciseness

44. Modifiers that repeat an idea implicit or present in the word being modified contribute to wordiness by being redundant (basic essentials - final outcome) - Coordinated synonyms (each and every - first and foremost.) - Expletives - relative pronouns
Wordiness
Characteristics of job-related writing
Ethics in Business Writing
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;

45. The skeleton of the document you are going to write--structures your writing by ensuring that it has a beginning - middle - and end.Types: topic outlines - sentence outlines etc.
Outlining
Instructions
Slang; Colloquialisms - Contractions - Short Sentences - for close friends only
'You Viewpoint'

46. Provide practical info - give facts - not impressions - provide visuals to clarify - give accurate measurements - stating responsibility precisely - persuading and offering recommendations
Short report
Figures of Speech
Characteristics of job-related writing
Cut out nonessentials - Minimize references to Previous Communications

47. Use Initialisms
Strategy and Humanness
Selecting the proper medium
Cut out nonessentials - Minimize references to Previous Communications
Cautiously i.e. BTW: by the way

48. Stages can also be summarized as...
Characteristics of job-related writing
What do you want to say - Say It - Say it Better
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose
Euphemismss

49. How much time should a student spend in each writing stage?
One-third
Garbled Sentences
Procedures
Emphasis

50. Put instructions is correct order - right amount of information only - group closely related items into 1 step - give reader hints on how to best accomplish task - state when 1 step affects another - insert graphics where needed
Revision of content - Organization - Formatting
Rules for writing instructions
Direct Statements
Get Feedback From Others!