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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. An inoffensive substitute for a word or phrase that could be distasteful - offensive - or too blunt.
Euphemismss
Preparation - Research - Organization - Writing - Revision
Selecting the proper medium
Sentence Type

2. 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
Revision of content - Organization - Formatting
Guidelines for effective business e-mail messages
Not Confidential - Doesn't Communicate Emotions - Tone of Voice - or Unspoken Communications - Can be Ignored or Delayed
Cut out nonessentials - Minimize references to Previous Communications

3. Used to show - by the structure of a sentence - the appropriate relationship between ideas of unequal importance.
Concrete Words
Revision - Editing - Proofreading
Most Important Information First - and then Descending Order
Subordination

4. Repeating keywords and key phrases
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status
Repetition
Characteristics of job-related writing
Internal Letters. Sometimes classified as Reports

5. What are three levels of Revision?
Business Writing Style
Wordiness
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams
Revision of content - Organization - Formatting

6. Why Avoid Perfectionism in Drafting?
Helps include all important information; Makes you more willing to revise
'You Viewpoint'
Tone
Selecting the proper medium

7. 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
Slang; Colloquialisms - Contractions - Short Sentences - for close friends only
Rules for writing instructions
Business Writing Style
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;

8. Words and expressions that offend because they make inappropriate assumptions or stereotypes about gender - ethnicity - physical or mental disability - age or sexual orientation.
Biased Language
Purpose - Format - Composition
Main parts of a set of instructions
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

9. The ____________ of a word are its literal meanings - as defined in a dictionary.
Outlining
Active Voice
Denotaion
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.

10. Techniques for writing memos and emails are...
similar
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;
One-third
'You Viewpoint'

11. What is format of most Memos?
Cliches
Date - To - From - Subject Headings
Wordiness
Connotation

12. Words or phrases that suddenly become popular and - because of an intense period of overuse - lose their freshness and precisness - E.g. interface (as a verb) - impact (as a verb) - skill sets - deliverables - slam dunk - bleeding edge - cash cow - 2
Helps include all important information; Makes you more willing to revise
Four keys to effective writing
One-third
Buzz Words

13. How to end an email
Attractive and Readable Format
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
Your Name - Closing Statement such as Thanks - Regards in more formal messages

14. What should you know about a Letter?
Purpose - Format - Composition
Sentence Type
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.

15. How do you know what to include in your message?
One-third
Your audience is the best guide for What and How
Characteristics of job-related writing
Examples of medium s of business communication

16. Informal
Proper Conversation - Personal Pronouns/Contractions - Sentences are Short - Organized - Well Structured;
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message
Information the reader will want - put it first.
Main parts of instructions

17. Where you put the idea - The first & last words of a sentence - paragraph - doc - stand out in readers' minds.
Helps include all important information; Makes you more willing to revise
Position
Your Name - Closing Statement such as Thanks - Regards in more formal messages
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.

18. What are Pros of Email?
Short report
Eliminates phone tag - saves time - facilitates fast decisions - cheap - provides written record
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose
Outlining

19. Purpose - findings - conclusion - and recommendations
Connotation
Information needed for short report
Conciseness - Clarity - Etiquette - Correctness
Idioms

20. Understand and agree on the important goals - organization - and deadlines for the report - Establish group rules early on and stick to them - Put the good of the group ahead of individual egos - Agree on the group's organization - Identify each mem
Guidelines for successful group writing
Idioms
Concrete Words
Revision of content - Organization - Formatting

21. The attitude a writer expresses toward the subject and his or her readers. May range depending on purpose etc.
Cliches
Tone
Characteristics of job-related writing
Put it Last - using the opening to prepare the audience

22. 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
Things to think through when planning a website
Purpose - Format - Composition
Cliches
Date - To - From - Subject Headings

23. Formal
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.
One-third
Not Confidential - Doesn't Communicate Emotions - Tone of Voice - or Unspoken Communications - Can be Ignored or Delayed

24. Purpose - problem - plan/solution - conclusion
Short report
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Main parts of internal proposals
Telegraphic Style

25. What are three levels of Editing?
Revision - Editing - Proofreading
Intensifiers
Strategy and Humanness
Eliminates phone tag - saves time - facilitates fast decisions - cheap - provides written record

26. Varying sentences by using a compound sentence - a complex sentence - or a simple sentence
Sentence Type
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
Intensifiers
Goal of a letter of application

27. What is current emphasis on for a Letter?
Organizational - Professional - Personal
Recipient's Name and Introduce Yourself
Your audience is the best guide for What and How
Strategy and Humanness

28. When to use Instant Messaging?
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Garbled Sentences
Date - To - From - Subject Headings

29. What techniques can be used for gathering information?
Sentence Variety
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams
Information needed for short report
'You Viewpoint'

30. Correctness
Write Correctly so others will not think you are stupid or lack credibility
Purpose - Format - Composition
Characteristics do employers like to see in a resume
Garbled Sentences

31. Stages can also be summarized as...
What do you want to say - Say It - Say it Better
Repetition
Put it Last - using the opening to prepare the audience
Main parts of internal proposals

32. How is formatting important?
Procedures
It is integral in how your audience will receive and accept the information.
Main parts of internal proposals
Active Voice

33. What is critical to a message's success?
NO offensive or abusive emails should be sent - and no upper case - as that is considered SCREAMING
Attractive and Readable Format
Main parts of internal proposals
Recipient's Name and Introduce Yourself

34. 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)
Main parts of internal proposals
Examples of medium s of business communication
Four keys to effective writing
Sentence Length

35. What are the activities in the planning stage?
Figures of Speech
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message
Recursive
Be Flexible - Avoid Perfectionism - Keep Going - Keep making progress

36. Steps to Successful Writing
Preparation - Research - Organization - Writing - Revision
Outlining
Sentence Variety
Affectation

37. A group of words that has a special meaning apart from its literal meaning. Someone who 'runs for office'
Sentence Length
Revision of content - Organization - Formatting
Helps include all important information; Makes you more willing to revise
Idioms

38. General ideas - qualities - conditions - acts or relationships-intangible things that cannot be detected by the five senses
Mechanical Devices
Abstract words
Main parts of internal proposals
Figures of Speech

39. Letters - memos - email - instant messages - telephone calls - Faxes - Face-to-face meetings - video conferences - web sites
Examples of medium s of business communication
Recursive
Information needed for short report
Coherent writing

40. When should email NOT be used?
Coherent writing
Main parts of instructions
Three P's for success in writing a memo
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

41. Honesty - attractive - carefully organized - concise accurate - current information - relevance
Characteristics do employers like to see in a resume
Business Writing Style
Sentence Type
Strive for Concreteness - Vigor - Precision - Short sentences and paragraphs

42. What are Cons of Email?

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43. 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
Conciseness
Examples of medium s of business communication
Ethics in Business Writing
Cautiously i.e. BTW: by the way

44. Casual
Direct Statements
Main parts of internal proposals
Cliches
Slang; Colloquialisms - Contractions - Short Sentences - for close friends only

45. Using short and long sentences strategically
Three P's for success in writing a memo
Outlining
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;
Sentence Length

46. What types of research is done in gathering information?
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Buzz Words
Put it Last - using the opening to prepare the audience
Characteristics of job-related writing

47. Etiquette
Three P's for success in writing a memo
NO offensive or abusive emails should be sent - and no upper case - as that is considered SCREAMING
Cut out nonessentials - Minimize references to Previous Communications
Date - To - From - Subject Headings

48. To emphasize the performer of an action: make the performer the subject of the verb
Date - To - From - Subject Headings
Active Voice
Four keys to effective writing
Guidelines for effective business e-mail messages

49. What is important in the Revising stage?
Ethics in Business Writing
Helps include all important information; Makes you more willing to revise
Get Feedback From Others!
Recursive

50. Are these stages recursive or linear?
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message
Conciseness - Clarity - Etiquette - Correctness
Recursive
Subordination