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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. Introduction; list of equipment and materials; steps for your instructions; warnings - cautions - and notes; conclusion
Tone
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Main parts of a set of instructions
Write Correctly so others will not think you are stupid or lack credibility

2. 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
Ethics in Business Writing
Selecting the proper medium
Internal Letters. Sometimes classified as Reports
Guidelines for effective business e-mail messages

3. To set you apart from the others; show that you have customized your resume for that company/job opening
Euphemismss
Goal of a letter of application
Procedures
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message

4. 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
Telegraphic Style
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.
Rules for writing instructions
Cautiously i.e. BTW: by the way

5. To emphasize the performer of an action: make the performer the subject of the verb
Active Voice
Casual - Informal - or Formal
Long Dashes
Abstract words

6. The ____________ of a word are its literal meanings - as defined in a dictionary.
Climatic Order
Denotaion
Selecting the proper medium
NO offensive or abusive emails should be sent - and no upper case - as that is considered SCREAMING

7. What are Individual Contexts
Organizational - Professional - Personal
Revision of content - Organization - Formatting
Subordination
Idioms

8. A group of words that has a special meaning apart from its literal meaning. Someone who 'runs for office'
NO offensive or abusive emails should be sent - and no upper case - as that is considered SCREAMING
Main parts of internal proposals
Idioms
Cut out nonessentials - Minimize references to Previous Communications

9. An inoffensive substitute for a word or phrase that could be distasteful - offensive - or too blunt.
Euphemismss
Idioms
Rules for writing instructions
Write Correctly so others will not think you are stupid or lack credibility

10. How do you know what to include in your message?
Your audience is the best guide for What and How
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.
Outlining
Organizational - Professional - Personal

11. How is formatting important?
It is integral in how your audience will receive and accept the information.
Characteristics of job-related writing
Slang; Colloquialisms - Contractions - Short Sentences - for close friends only
Conciseness

12. What is Direct Order?
Figures of Speech
Information the reader will want - put it first.
'You Viewpoint'
Goal of a letter of application

13. Use Initialisms
Cautiously i.e. BTW: by the way
NO offensive or abusive emails should be sent - and no upper case - as that is considered SCREAMING
Strive for Concreteness - Vigor - Precision - Short sentences and paragraphs
Write Correctly so others will not think you are stupid or lack credibility

14. The use of language that is more formal - technical - or showy than necessary to communicate information to the reader.
Characteristics of job-related writing
Affectation
Recipient's Name and Introduce Yourself
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose

15. Are these stages recursive or linear?
Recursive
Strategy and Humanness
Buzz Words
Your audience is the best guide for What and How

16. How to end an email
Sentence Type
Recipient's Name and Introduce Yourself
Information the reader will want - put it first.
Your Name - Closing Statement such as Thanks - Regards in more formal messages

17. Formal
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status
Four keys to effective writing
Recipient's Name and Introduce Yourself
Cautiously i.e. BTW: by the way

18. Techniques for writing memos and emails are...
similar
Examples of medium s of business communication
Selecting the proper medium
Subordination

19. Iitalics - bold type - underlining etc.
Eliminates phone tag - saves time - facilitates fast decisions - cheap - provides written record
Preparation - Research - Organization - Writing - Revision
Affectation
Mechanical Devices

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

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21. Steps to Successful Writing
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
Preparation - Research - Organization - Writing - Revision
Outlining
Characteristics of job-related writing

22. What is a Memorandum?
Revision of content - Organization - Formatting
Euphemismss
Internal Letters. Sometimes classified as Reports
Things to think through when planning a website

23. When should email NOT be used?
Coherent writing
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
Be Flexible - Avoid Perfectionism - Keep Going - Keep making progress
Internal Letters. Sometimes classified as Reports

24. 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
Active Voice
Not Confidential - Doesn't Communicate Emotions - Tone of Voice - or Unspoken Communications - Can be Ignored or Delayed
Wordiness
What do you want to say - Say It - Say it Better

25. How do you begin the message?

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26. General ideas - qualities - conditions - acts or relationships-intangible things that cannot be detected by the five senses
Abstract words
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
Euphemismss
Rules for writing instructions

27. Why Avoid Perfectionism in Drafting?
Selecting the proper medium
Subordination
Helps include all important information; Makes you more willing to revise
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status

28. Honesty - attractive - carefully organized - concise accurate - current information - relevance
Information the reader will want - put it first.
Date - To - From - Subject Headings
Main parts of a set of instructions
Characteristics do employers like to see in a resume

29. Used to show - by the structure of a sentence - the appropriate relationship between ideas of unequal importance.
Write Correctly so others will not think you are stupid or lack credibility
Subordination
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.
Rules for writing instructions

30. What are the activities in the planning stage?
Goal of a letter of application
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message
Ethics in Business Writing
Sentence Variety

31. Audience's preferences - personal work style - how widely info needs to be distributed etc.
Purpose - Format - Composition
Selecting the proper medium
Slang; Colloquialisms - Contractions - Short Sentences - for close friends only
Recipient's Name and Introduce Yourself

32. An organized presentation of relevant data on any topic that a company or agency tracks in its day-to-day operations
Conciseness
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;
Key draft questions
Short report

33. What is Indirect Order?
Put it Last - using the opening to prepare the audience
Internal Letters. Sometimes classified as Reports
Connotation
Most Important Information First - and then Descending Order

34. Purpose - findings - conclusion - and recommendations
Tone
Information needed for short report
Active Voice
Affectation

35. Sentences can vary in sentence length - word order - loose and periodic sentences
Get Feedback From Others!
Sentence Variety
Denotaion
Buzz Words

36. Tell and show how to do something
Instructions
Helps include all important information; Makes you more willing to revise
Strive for Concreteness - Vigor - Precision - Short sentences and paragraphs
Connotation

37. What should you know about a Letter?
Your Name - Closing Statement such as Thanks - Regards in more formal messages
Climatic Order
Purpose - Format - Composition
Biased Language

38. The relationships among ideas are clear to readers. A logical sequence of related ideas and clear transitions between these ideas.
Internal Letters. Sometimes classified as Reports
Information needed for short report
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.
Coherent writing

39. Conciseness
Put it Last - using the opening to prepare the audience
Cut out nonessentials - Minimize references to Previous Communications
Information the reader will want - put it first.
Strategy and Humanness

40. 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
Be Flexible - Avoid Perfectionism - Keep Going - Keep making progress
Ethics in Business Writing
Short report
Guidelines for effective business e-mail messages

41. Listing the ideas or facts within a sentence in sequence from least to most important
Put it Last - using the opening to prepare the audience
Information needed for short report
Climatic Order
One-third

42. Informal
Goal of a letter of application
Subordination
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.
Proper Conversation - Personal Pronouns/Contractions - Sentences are Short - Organized - Well Structured;

43. What are Cons of Email?

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44. Concern policies and regulations found in employee handbooks and other internal corporate communications
Business Writing Style
'You Viewpoint'
Procedures
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status

45. 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 effective business e-mail messages
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
Attractive and Readable Format

46. What techniques can be used for gathering information?
'You Viewpoint'
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams
Connotation
Mechanical Devices

47. Purpose - problem - plan/solution - conclusion
Main parts of internal proposals
Sentence Type
Direct Statements
Sentence Variety

48. Introduction - list of materials - actual steps - warnings - cautions - and notes - conclusion when necessary
Strategy and Humanness
Short report
Key draft questions
Main parts of instructions

49. Varying sentences by using a compound sentence - a complex sentence - or a simple sentence
Biased Language
Preparation - Research - Organization - Writing - Revision
Sentence Type
Outlining

50. How much time should a student spend in each writing stage?
Tone
Goal of a letter of application
Characteristics of job-related writing
One-third