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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. 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
Mechanical Devices
Internal Letters. Sometimes classified as Reports
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews

2. What are three levels of Revision?
Short report
Revision of content - Organization - Formatting
Things to think through when planning a website
Recipient's Name and Introduce Yourself

3. How do you present information in message?
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.
Most Important Information First - and then Descending Order
Information needed for short report
Put it Last - using the opening to prepare the audience

4. They dentify things that can be perceived by the 5 senses - such as diploma - manager - or keyboard
Instructions
Concrete Words
Write Correctly so others will not think you are stupid or lack credibility
Sentence Variety

5. 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
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.
Purpose - Format - Composition
Business Writing Style
Strategy and Humanness

6. Audience's preferences - personal work style - how widely info needs to be distributed etc.
Characteristics do employers like to see in a resume
Procedures
Not Confidential - Doesn't Communicate Emotions - Tone of Voice - or Unspoken Communications - Can be Ignored or Delayed
Selecting the proper medium

7. Used to show - by the structure of a sentence - the appropriate relationship between ideas of unequal importance.
Information the reader will want - put it first.
Guidelines for effective business e-mail messages
Procedures
Subordination

8. What is format of most Memos?
Date - To - From - Subject Headings
Active Voice
Business Writing Style
Connotation

9. Listing the ideas or facts within a sentence in sequence from least to most important
'You Viewpoint'
Short report
Climatic Order
What do you want to say - Say It - Say it Better

10. Formal
Wordiness
Cut out nonessentials - Minimize references to Previous Communications
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status
Main parts of instructions

11. Why Avoid Perfectionism in Drafting?
Helps include all important information; Makes you more willing to revise
Casual - Informal - or Formal
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
Purpose - Format - Composition

12. Conciseness
Telegraphic Style
Things to think through when planning a website
Cut out nonessentials - Minimize references to Previous Communications
Information the reader will want - put it first.

13. To emphasize the performer of an action: make the performer the subject of the verb
Not Confidential - Doesn't Communicate Emotions - Tone of Voice - or Unspoken Communications - Can be Ignored or Delayed
Your audience is the best guide for What and How
Connotation
Active Voice

14. 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?
Key draft questions
Guidelines for successful group writing
Sentence Length
Main parts of a set of instructions

15. What are Individual Contexts
Be Flexible - Avoid Perfectionism - Keep Going - Keep making progress
Sentence Length
Organizational - Professional - Personal
Euphemismss

16. General ideas - qualities - conditions - acts or relationships-intangible things that cannot be detected by the five senses
Instructions
Repetition
'You Viewpoint'
Abstract words

17. Tell and show how to do something
NO offensive or abusive emails should be sent - and no upper case - as that is considered SCREAMING
Telegraphic Style
Attractive and Readable Format
Instructions

18. How do you begin the message?

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19. Words and expressions that offend because they make inappropriate assumptions or stereotypes about gender - ethnicity - physical or mental disability - age or sexual orientation.
Information the reader will want - put it first.
Main parts of instructions
Biased Language
Attractive and Readable Format

20. To set you apart from the others; show that you have customized your resume for that company/job opening
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Recipient's Name and Introduce Yourself
Date - To - From - Subject Headings
Goal of a letter of application

21. Goal and audience
Things to think through when planning a website
Three P's for success in writing a memo
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams

22. The relationships among ideas are clear to readers. A logical sequence of related ideas and clear transitions between these ideas.
Main parts of internal proposals
Short report
Main parts of a set of instructions
Coherent writing

23. Repeating keywords and key phrases
Recipient's Name and Introduce Yourself
Short report
Main parts of instructions
Repetition

24. The attitude a writer expresses toward the subject and his or her readers. May range depending on purpose etc.
Tone
Climatic Order
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;
Repetition

25. Expressions that have been used fro so long that they are no longer fresh but come to mind easily bc they are so familiar. Often wordy as well as vague and cab be confusing - especially to non-native English speakers - E.g. all over the map - run it
Cliches
One-third
Attractive and Readable Format
Business Writing Style

26. Stages can also be summarized as...
Figures of Speech
Abstract words
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams
What do you want to say - Say It - Say it Better

27. What are the activities in the planning stage?
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message
Connotation
Revision - Editing - Proofreading

28. What should you know about a Letter?
Direct Statements
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.
Purpose - Format - Composition
Business Writing Style

29. Where you put the idea - The first & last words of a sentence - paragraph - doc - stand out in readers' minds.
Short report
Organizational - Professional - Personal
Position
Information the reader will want - put it first.

30. The ___________ of a word are its meanings and associations beyond its literal definitions - words often have particular connotations for audiences within professional groups and organizations
Buzz Words
Connotation
Telegraphic Style
Short report

31. What are Cons of Email?

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32. What is Direct Order?
Mechanical Devices
Short report
Climatic Order
Information the reader will want - put it first.

33. Concern policies and regulations found in employee handbooks and other internal corporate communications
Characteristics of job-related writing
Subordination
Procedures
Your Name - Closing Statement such as Thanks - Regards in more formal messages

34. Use to call attention to a particular word or statement --
Characteristics do employers like to see in a resume
Ethics in Business Writing
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose
Long Dashes

35. E.g. 'most important'
Direct Statements
Abstract words
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;
Subordination

36. Techniques for writing memos and emails are...
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.
Tone
Most Important Information First - and then Descending Order
similar

37. What is Indirect Order?
Examples of medium s of business communication
Put it Last - using the opening to prepare the audience
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message

38. The ____________ of a word are its literal meanings - as defined in a dictionary.
Denotaion
Recursive
Ethics in Business Writing
Selecting the proper medium

39. Introduction - list of materials - actual steps - warnings - cautions - and notes - conclusion when necessary
Coherent writing
Active Voice
One-third
Main parts of instructions

40. Honesty - attractive - carefully organized - concise accurate - current information - relevance
Key draft questions
Affectation
Characteristics do employers like to see in a resume
Telegraphic Style

41. Plan what you are going to say - polish what you wrote before you sent it - proofread everything

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42. Sentences can vary in sentence length - word order - loose and periodic sentences
Sentence Length
Slang; Colloquialisms - Contractions - Short Sentences - for close friends only
Sentence Variety
One-third

43. Letters - memos - email - instant messages - telephone calls - Faxes - Face-to-face meetings - video conferences - web sites
Examples of medium s of business communication
Direct Statements
Business Writing Style
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message

44. The principle of of stressing the most important ieas in writing. You can achieve this with the careful use of: Position - Climatic Order - Sentence Type - Sentence Length - Sentence Length - Active Voice - Repetition - Intensifiers - Direct Stateme
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose
Figures of Speech
Emphasis
Date - To - From - Subject Headings

45. Means that extraneous words - phrases - clauses - and sentences have been removed from writing without sacrificing clarity or appropriate detail.
Selecting the proper medium
Rules for writing instructions
Sentence Variety
Conciseness

46. Are these stages recursive or linear?
Tone
Recursive
Guidelines for successful group writing
Abstract words

47. What types of research is done in gathering information?
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Preparation - Research - Organization - Writing - Revision
Recursive
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message

48. What are Pros of Email?
Short report
Eliminates phone tag - saves time - facilitates fast decisions - cheap - provides written record
Characteristics of job-related writing
Your Name - Closing Statement such as Thanks - Regards in more formal messages

49. Using short and long sentences strategically
NO offensive or abusive emails should be sent - and no upper case - as that is considered SCREAMING
Recursive
Sentence Length
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose

50. Casual
Long Dashes
Emphasis
Slang; Colloquialisms - Contractions - Short Sentences - for close friends only
Four keys to effective writing