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The Business Writing Process

Subjects : writing-skills, business-skills

Instructions:

Answer 50 questions in 15 minutes.
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Match each statement with the correct term.
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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. Provide practical info - give facts - not impressions - provide visuals to clarify - give accurate measurements - stating responsibility precisely - persuading and offering recommendations
Recursive
Figures of Speech
Wordiness
Characteristics of job-related writing

2. What is important in the Revising stage?
Get Feedback From Others!
Ethics in Business Writing
Sentence Length
Main parts of a set of instructions

3. Repeating keywords and key phrases
Organizational - Professional - Personal
Attractive and Readable Format
Repetition
Idioms

4. Tell and show how to do something
Information the reader will want - put it first.
Sentence Type
Instructions
Ethics in Business Writing

5. How do you know what to include in your message?
'You Viewpoint'
Characteristics of job-related writing
Your audience is the best guide for What and How
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams

6. Formality Considerations
Main parts of internal proposals
Casual - Informal - or Formal
Selecting the proper medium
Goal of a letter of application

7. 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?
Sentence Type
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message
It is integral in how your audience will receive and accept the information.
Key draft questions

8. Correctness
Buzz Words
Write Correctly so others will not think you are stupid or lack credibility
One-third
Revision of content - Organization - Formatting

9. What is current emphasis on for a Letter?
Affectation
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose
Instructions
Strategy and Humanness

10. Stages can also be summarized as...
Sentence Type
Most Important Information First - and then Descending Order
Conciseness - Clarity - Etiquette - Correctness
What do you want to say - Say It - Say it Better

11. How do you present information in long messages?
Conciseness
Main parts of instructions
Rules for writing instructions
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose

12. What are three levels of Editing?
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams
Information the reader will want - put it first.
Guidelines for effective business e-mail messages
Revision - Editing - Proofreading

13. Are these stages recursive or linear?
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.
Connotation
Recursive
'You Viewpoint'

14. How to end an email
Figures of Speech
Your Name - Closing Statement such as Thanks - Regards in more formal messages
Revision - Editing - Proofreading
One-third

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

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16. 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
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.
Sentence Variety
Conciseness
Cliches

17. Using short and long sentences strategically
Mechanical Devices
Your audience is the best guide for What and How
Helps include all important information; Makes you more willing to revise
Sentence Length

18. How is formatting important?
Concrete Words
Climatic Order
Conciseness - Clarity - Etiquette - Correctness
It is integral in how your audience will receive and accept the information.

19. Words and expressions that offend because they make inappropriate assumptions or stereotypes about gender - ethnicity - physical or mental disability - age or sexual orientation.
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Biased Language
Instructions
Wordiness

20. Use to call attention to a particular word or statement --
Biased Language
Sentence Variety
It is integral in how your audience will receive and accept the information.
Long Dashes

21. What are Cons of Email?

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22. What are three levels of Revision?
Short report
Revision of content - Organization - Formatting
Tone
Most Important Information First - and then Descending Order

23. 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
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.
Biased Language
Connotation
Strive for Concreteness - Vigor - Precision - Short sentences and paragraphs

24. Make sure your e-mail is confidential and ethical - observe all of the proprietary requirements when using e-mail - use an acceptable format- follow all of the rules of 'netiqette' when answering e-mail - adopt a professional style - ensure that yo
similar
Euphemismss
Guidelines for effective business e-mail messages
What do you want to say - Say It - Say it Better

25. Purpose - findings - conclusion - and recommendations
Information needed for short report
Main parts of a set of instructions
Euphemismss
Strategy and Humanness

26. An imaginative expression that often compares two things that are basically not alike but have at least one thing in common.
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose
Denotaion
Short report
Figures of Speech

27. Techniques for writing memos and emails are...
Garbled Sentences
Purpose - Format - Composition
similar
Denotaion

28. Identifying your audience - Establishing your purpose - Formulating your message - and Selecting your style (how something is written rather than what is written) and tone (expresses your attitude toward your topic and audience)
Connotation
Main parts of internal proposals
Four keys to effective writing
Recipient's Name and Introduce Yourself

29. What are Individual Contexts
Date - To - From - Subject Headings
Characteristics do employers like to see in a resume
Organizational - Professional - Personal
Casual - Informal - or Formal

30. What is critical to a message's success?
Attractive and Readable Format
Repetition
It is integral in how your audience will receive and accept the information.
Strategy and Humanness

31. General considerations with Email Messages
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;
Goal of a letter of application
Things to think through when planning a website
Conciseness - Clarity - Etiquette - Correctness

32. Clairty
Affectation
Three P's for success in writing a memo
Buzz Words
Strive for Concreteness - Vigor - Precision - Short sentences and paragraphs

33. Using words like 'most - much - very' with caution - wthout overdoing it.
Business Writing Style
Cut out nonessentials - Minimize references to Previous Communications
Intensifiers
Telegraphic Style

34. What is the best advice for Drafting?
Be Flexible - Avoid Perfectionism - Keep Going - Keep making progress
Get Feedback From Others!
Cliches
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.

35. Etiquette
Cut out nonessentials - Minimize references to Previous Communications
NO offensive or abusive emails should be sent - and no upper case - as that is considered SCREAMING
Short report
Repetition

36. How much time should a student spend in each writing stage?
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams
Repetition
One-third
Be Flexible - Avoid Perfectionism - Keep Going - Keep making progress

37. Purpose - problem - plan/solution - conclusion
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams
Main parts of instructions
Main parts of internal proposals
Sentence Type

38. When should email NOT be used?
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
Outlining
Three P's for success in writing a memo
Recursive

39. To set you apart from the others; show that you have customized your resume for that company/job opening
Climatic Order
Mechanical Devices
Goal of a letter of application
What do you want to say - Say It - Say it Better

40. Formal
It is integral in how your audience will receive and accept the information.
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status
similar
What do you want to say - Say It - Say it Better

41. Why Avoid Perfectionism in Drafting?
Your Name - Closing Statement such as Thanks - Regards in more formal messages
Helps include all important information; Makes you more willing to revise
Goal of a letter of application
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

42. 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
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams
Not Confidential - Doesn't Communicate Emotions - Tone of Voice - or Unspoken Communications - Can be Ignored or Delayed
Procedures

43. Conciseness
Eliminates phone tag - saves time - facilitates fast decisions - cheap - provides written record
Main parts of internal proposals
Guidelines for successful group writing
Cut out nonessentials - Minimize references to Previous Communications

44. What types of research is done in gathering information?
Short report
Ethics in Business Writing
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews

45. Goal and audience
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose
Casual - Informal - or Formal
Things to think through when planning a website
Direct Statements

46. What techniques can be used for gathering information?
Helps include all important information; Makes you more willing to revise
What do you want to say - Say It - Say it Better
Cut out nonessentials - Minimize references to Previous Communications
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams

47. Audience's preferences - personal work style - how widely info needs to be distributed etc.
Put it Last - using the opening to prepare the audience
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose
Selecting the proper medium
Guidelines for successful group writing

48. Listing the ideas or facts within a sentence in sequence from least to most important
Idioms
Tone
Mechanical Devices
Climatic Order

49. How do you present information in message?
Most Important Information First - and then Descending Order
Intensifiers
One-third
Get Feedback From Others!

50. A sentence that is so tangled with structural and grammatical problems that it cannot be repaired - often result from trying to include too many ideas in one sentence.
Connotation
Garbled Sentences
Tone
Goal of a letter of application

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The Business Writing Process

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