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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. How to end an email
Sentence Type
Goal of a letter of application
Tone
Your Name - Closing Statement such as Thanks - Regards in more formal messages

2. What is Indirect Order?
Abstract words
'You Viewpoint'
Main parts of a set of instructions
Put it Last - using the opening to prepare the audience

3. 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
Buzz Words
Intensifiers
Cut out nonessentials - Minimize references to Previous Communications
Active Voice

4. Purpose - findings - conclusion - and recommendations
Internal Letters. Sometimes classified as Reports
Information needed for short report
Repetition
Date - To - From - Subject Headings

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

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6. An imaginative expression that often compares two things that are basically not alike but have at least one thing in common.
Figures of Speech
Recipient's Name and Introduce Yourself
Most Important Information First - and then Descending Order
Not Confidential - Doesn't Communicate Emotions - Tone of Voice - or Unspoken Communications - Can be Ignored or Delayed

7. Formality Considerations
Slang; Colloquialisms - Contractions - Short Sentences - for close friends only
Business Writing Style
Position
Casual - Informal - or Formal

8. The use of language that is more formal - technical - or showy than necessary to communicate information to the reader.
One-third
Affectation
Slang; Colloquialisms - Contractions - Short Sentences - for close friends only
Eliminates phone tag - saves time - facilitates fast decisions - cheap - provides written record

9. What is the best advice for Drafting?
Be Flexible - Avoid Perfectionism - Keep Going - Keep making progress
Slang; Colloquialisms - Contractions - Short Sentences - for close friends only
Wordiness
Recipient's Name and Introduce Yourself

10. What is critical to a message's success?
Intensifiers
Main parts of a set of instructions
Euphemismss
Attractive and Readable Format

11. An inoffensive substitute for a word or phrase that could be distasteful - offensive - or too blunt.
Euphemismss
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;
Write Correctly so others will not think you are stupid or lack credibility
Purpose - Format - Composition

12. What techniques can be used for gathering information?
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams
Preparation - Research - Organization - Writing - Revision
Concrete Words
Intensifiers

13. What is important in the Revising stage?
Mechanical Devices
Sentence Variety
Cautiously i.e. BTW: by the way
Get Feedback From Others!

14. 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
Guidelines for effective business e-mail messages
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;
Denotaion
Your Name - Closing Statement such as Thanks - Regards in more formal messages

15. To emphasize the performer of an action: make the performer the subject of the verb
Garbled Sentences
Four keys to effective writing
'You Viewpoint'
Active Voice

16. To set you apart from the others; show that you have customized your resume for that company/job opening
Cliches
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message
Eliminates phone tag - saves time - facilitates fast decisions - cheap - provides written record
Goal of a letter of application

17. General considerations with Email Messages
Conciseness - Clarity - Etiquette - Correctness
Three P's for success in writing a memo
Emphasis
Internal Letters. Sometimes classified as Reports

18. They dentify things that can be perceived by the 5 senses - such as diploma - manager - or keyboard
Concrete Words
Date - To - From - Subject Headings
Connotation
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status

19. 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
Ethics in Business Writing
'You Viewpoint'
similar
Business Writing Style

20. How do you begin the message?

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21. 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
Rules for writing instructions
Information the reader will want - put it first.
Write Correctly so others will not think you are stupid or lack credibility
Denotaion

22. Conciseness
Cliches
Cut out nonessentials - Minimize references to Previous Communications
Direct Statements
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose

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

24. How do you Plan the message?
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;
Active Voice
Recipient's Name and Introduce Yourself
Strive for Concreteness - Vigor - Precision - Short sentences and paragraphs

25. What are the activities in the planning stage?
Procedures
Strive for Concreteness - Vigor - Precision - Short sentences and paragraphs
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
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message

26. How do you present information in long messages?
Telegraphic Style
Main parts of instructions
Active Voice
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose

27. General ideas - qualities - conditions - acts or relationships-intangible things that cannot be detected by the five senses
Abstract words
Most Important Information First - and then Descending Order
Wordiness
What do you want to say - Say It - Say it Better

28. What is a Memorandum?
Active Voice
Recursive
Internal Letters. Sometimes classified as Reports
It is integral in how your audience will receive and accept the information.

29. Means that extraneous words - phrases - clauses - and sentences have been removed from writing without sacrificing clarity or appropriate detail.
Conciseness
NO offensive or abusive emails should be sent - and no upper case - as that is considered SCREAMING
Affectation
Denotaion

30. Introduction - list of materials - actual steps - warnings - cautions - and notes - conclusion when necessary
What do you want to say - Say It - Say it Better
Information the reader will want - put it first.
Ethics in Business Writing
Main parts of instructions

31. Concern policies and regulations found in employee handbooks and other internal corporate communications
Climatic Order
Key draft questions
Tone
Procedures

32. Casual
Organizational - Professional - Personal
Slang; Colloquialisms - Contractions - Short Sentences - for close friends only
Outlining
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.

33. Varying sentences by using a compound sentence - a complex sentence - or a simple sentence
Rules for writing instructions
Sentence Type
Examples of medium s of business communication
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams

34. How much time should a student spend in each writing stage?
One-third
Main parts of instructions
Repetition
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews

35. Etiquette
Proper Conversation - Personal Pronouns/Contractions - Sentences are Short - Organized - Well Structured;
NO offensive or abusive emails should be sent - and no upper case - as that is considered SCREAMING
Selecting the proper medium
Ethics in Business Writing

36. Using words like 'most - much - very' with caution - wthout overdoing it.
Concrete Words
Intensifiers
Connotation
Preparation - Research - Organization - Writing - Revision

37. Correctness
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status
Write Correctly so others will not think you are stupid or lack credibility
Organizational - Professional - Personal
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.

38. Honesty - attractive - carefully organized - concise accurate - current information - relevance
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;
Characteristics do employers like to see in a resume
Internal Letters. Sometimes classified as Reports

39. What are three levels of Revision?
Revision of content - Organization - Formatting
Your audience is the best guide for What and How
Four keys to effective writing
Examples of medium s of business communication

40. The attitude a writer expresses toward the subject and his or her readers. May range depending on purpose etc.
Get Feedback From Others!
Guidelines for successful group writing
Mechanical Devices
Tone

41. When to use Instant Messaging?
Short report
Intensifiers
Emphasis
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.

42. Sentences can vary in sentence length - word order - loose and periodic sentences
Sentence Variety
Key draft questions
Active Voice
Your Name - Closing Statement such as Thanks - Regards in more formal messages

43. Informal
Recipient's Name and Introduce Yourself
Proper Conversation - Personal Pronouns/Contractions - Sentences are Short - Organized - Well Structured;
Sentence Type
Instructions

44. 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
Cliches
Connotation
Long Dashes
Biased Language

45. 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
Guidelines for effective business e-mail messages
Cliches
Attractive and Readable Format
Idioms

46. Formal
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status
Information needed for short report
Instructions
Idioms

47. What are Individual Contexts
Organizational - Professional - Personal
Four keys to effective 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
Characteristics do employers like to see in a resume

48. The relationships among ideas are clear to readers. A logical sequence of related ideas and clear transitions between these ideas.
Coherent writing
Revision of content - Organization - Formatting
Denotaion
Main parts of a set of instructions

49. A group of words that has a special meaning apart from its literal meaning. Someone who 'runs for office'
Idioms
Purpose - Format - Composition
NO offensive or abusive emails should be sent - and no upper case - as that is considered SCREAMING
Procedures

50. An organized presentation of relevant data on any topic that a company or agency tracks in its day-to-day operations
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
Short report
It is integral in how your audience will receive and accept the information.
Cautiously i.e. BTW: by the way

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The Business Writing Process

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