Chapter 02 Understanding the Writing Process and the Main Forms of Business Messages Answer Key Learning Objective: 02-01 Describe the writing process and effective writing strategiesA.
Trang 1Chapter 02 Understanding the Writing Process and the Main Forms of Business
6 Relatively inexperienced business writers should spend roughly a third of their writing time
on each of the three main stages of writing (planning, drafting, revising)
True False
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7 Formatting decisions should not be a part of planning a message It is best to save all formatting decisions until the message has been completely written
12 Because letters have been replaced by more modern types of messages, they are regarded
as old fashioned and should be avoided
True False
13 Memorandums have declined in usage and importance as emailing has become more and more popular
Trang 314 Because memorandums usually are sent and received by people who work with and know one another, they tend to use casual or informal language
Trang 421 When writing to someone or a group you do not know, it is appropriate to identify yourself early in the message
Trang 529 While writing an email the writer should ensure that the sentences and the paragraphs are long
Trang 637 Generally, use of email is inappropriate if the message contains sensitive issues, relays feelings, or attempts to resolve conflict
42 It is usually more difficult to communicate successfully in writing than orally because
A you do not have to plan oral messages
B it does not offer multiple information cues
C it is harder to be indirect than direct
D writing requires a more difficult vocabulary
E written documents cannot be supplemented with visuals
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43 Writing is what researchers call a " medium," which means that it does not offer the multiple information cues, feedback, and intense personal focus that face-to-face or even phone conversations offer
B The three stages in writing are recursive
C The three stages in writing are strictly chronological
D A good rule of thumb for inexperienced writers is to spend roughly a two third of their writing time in drafting
E The three stages in writing are independent of each other
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47 The three essential stages in writing, planning, drafting, and revising, are _
49 John is an inexperienced writer A good rule of thumb for him is to spend roughly _
of his writing time in drafting
B Analyzing the audience
C Gathering and collecting information
D Analyzing and organizing information
E Editing sentences and words
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51 Robert is in the planning stage of writing a message During which of the following stages
of planning he is most likely to go through past sales records and warranties?
A Determining goals
B Analyzing the audience
C Gathering and collecting information
D Analyzing and organizing information
E Editing sentences and words
53 William wants to communicate certain information to a client but he thinks that the
information runs the risk of evoking a negative response Which of the following formats should be used by William?
Trang 1055 In the analyzing and organizing stage of the writing process, if you predict that your reader's reception will be positive or neutral, you will organize in _ order
A Research
B Revision
C Scanning
D Proofreading
Trang 1159 Robert is revising a document and he is looking at particular mechanical and grammatical elements such as spelling, typography, punctuation, and any particular grammar problems Identify the level of edit in the example
Trang 1263 Which of the following is not a major advantage that email has over other forms of
64 Which of the following statements is NOT true regarding e-mails?
A Email eliminates "phone tag."
B Email is extremely confidential
C Email permits rapid exchanges from all involved in the decisions
Trang 1367 If someone other than the primary recipient is to receive a copy of the message in such a way that the primary recipient will know who else has received a copy of the message, the sender should use the _ field
A If the writer and reader are acquainted first name only is the rule
B Salutation can be changed in subsequent messages if the person indicates that informality
is desired
C A friendly generic greeting such as "Greetings" is appropriate for a group of people with whom you communicate
D Use of the recipient's full name is acceptable
E Salutation used in emails is same as the salutations commonly used in letters
Trang 1471 When you need to refer to a previous email message, which would NOT be appropriate?
A Paraphrase the essentials
B Tell your mailer to include the entire message
C Quote from the original message
D Send two emails - one with the original message and one with the new message
E Forward the attachment from the original email message
73 Which of the following is inappropriate in an email message?
A Sending the entire original message in your reply
Trang 1575 In which of the following situations is it appropriate to use email?
A The message is long, complicated, or requires negotiation
B It is important to speed up the decision making process
C The information is confidential or sensitive, requires security, or could be misinterpreted
D The message is emotionally charged and really requires tone of voice or conversational feedback to soften the words or negotiate meaning
E The message contains sensitive issues, relays feelings, or attempts to resolve conflict
77 Instant messaging is like:
A having a typed telephone conversation
B writing an email message
Trang 16Chapter 02 Understanding the Writing Process and the Main Forms of Business Messages Answer Key
Learning Objective: 02-01 Describe the writing process and effective writing strategies
Topic: The Process of Writing
2. (p 22) There is one recommended writing process that all business writers should use
Learning Objective: 02-01 Describe the writing process and effective writing strategies
Topic: The Process of Writing
Trang 173. (p 22) Writers should always move from planning to drafting to revising, with no
Learning Objective: 02-01 Describe the writing process and effective writing strategies
Topic: The Process of Writing
4. (p 22) The three essential stages in preparing any piece of writing are planning, researching, and revising
Learning Objective: 02-01 Describe the writing process and effective writing strategies
Topic: The Process of Writing
5. (p 23) Proofreading takes place during the ‘drafting' stage of writing a message
Learning Objective: 02-01 Describe the writing process and effective writing strategies
Topic: Planning the Message
Trang 186. (p 23) Relatively inexperienced business writers should spend roughly a third of their writing time on each of the three main stages of writing (planning, drafting, revising)
Learning Objective: 02-01 Describe the writing process and effective writing strategies
Topic: The Process of Writing
7. (p 25) Formatting decisions should not be a part of planning a message It is best to save all formatting decisions until the message has been completely written
Learning Objective: 02-01 Describe the writing process and effective writing strategies
Topic: The Process of Writing
8. (p 25) A message written in direct order requires a more skilful use of organization and word choice than one written in indirect order
Trang 199. (p 27) There are three main levels of edit, commonly referred to as revision, editing, and proofreading
Especially, when corresponding with an external party whom you do not know well, a letter is
an appropriate form to use
Trang 2012. (p 28) Because letters have been replaced by more modern types of messages, they are regarded as old fashioned and should be avoided
FALSE
While many other media have replaced the traditional medium of the letter, it is still an important form of communication, especially when the audience is external and/or when the desired level of formality is high
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15. (p 28) Following the main heading, such as ‘Memorandum', the memorandum must have only the following four standard headings: Date, To, From, Subject
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Evaluating Email's Pros and Cons
17. (p 30) The BCC in the prefatory elements of an email message stands for "backup
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Including the Prefatory Elements
Trang 2218. (p 30) The CC in the prefatory elements of an email message stands for courtesy copy
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Including the Prefatory Elements
19. (p 30) Email is cheap as it permits unlimited use at no more than the cost of an Internet connection
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Evaluating Email's Pros and Cons
20. (p 30) If someone other than the primary recipient is to receive a courtesy copy, his or her address should be mentioned in the ‘To' field of the email
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Evaluating Email's Pros and Cons
Trang 2321. (p 31) When writing to someone or a group you do not know, it is appropriate to identify yourself early in the message
TRUE
When writing to someone or a group you do not know, it is appropriate to identify yourself early in the message This identification may include your purpose and your company Your title and position also may be helpful
AACSB: Communication
Bloom's: Remember
Difficulty: Easy
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Beginning the Message
22. (p 31) The salutations in email messages are usually the same as those used in letters
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Beginning the Message
23. (p 31) For most short, informative email messages, a recommended order is to present the most important information first
TRUE
For most short, informative messages, a "top-down" order is appropriate It involves
presenting the most important material first The remaining information follows in descending order of importance
AACSB: Communication
Bloom's: Remember
Difficulty: Easy
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Organizing the Contents
Trang 2424. (p 31) Because email tends to be informal and chatty, it would be inappropriate to send a business report by email
FALSE
Email can and does carry such formal messages Any message can be communicated by email
as long as the reader expects it in this format
AACSB: Communication
Bloom's: Remember
Difficulty: Medium
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Organizing the Contents
25. (p 32) Colloquialisms, personal pronouns, and contractions have no place in email writing
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Writing the Email Message
26. (p 32) The angle bracket (>) is commonly used in email to indicate quoted material
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Writing the Email Message
Trang 2527. (p 32) Shortcuts such as ‘b4' and ‘ur' serve to reduce message length and save time, so you should use them whenever possible in your email
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Writing the Email Message
28. (p 32) Formal writing tends to avoid contractions and may contain no personal pronouns
TRUE
Casual language generally uses contractions and personal pronouns and formal writing tends
to avoid contractions and may contain no personal pronouns
AACSB: Communication
Bloom's: Remember
Difficulty: Easy
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Writing the Email Message
29. (p 32) While writing an email the writer should ensure that the sentences and the paragraphs are long
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Writing the Email Message
Trang 2630. (p 33) Emails are frequently written in informal tone
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Writing the Email Message
31. (p 33) Because of the fast pace of email communication, grammatical correctness need not
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Writing the Email Message
32. (p 33) Although not widely used, the complimentary closes of business letters are
appropriate in formal email messages
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Writing the Email Message
Trang 2733. (p 33) Flaming refers to the practice of using abusive or offensive language for writing a message
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Writing the Email Message
34. (p 34) SMS stands for Special Message Service
Learning Objective: 02-05 Understand the nature and business use of text messaging
Topic: Text Messaging
35. (p 34) An email should be used when the message is long, complicated, or requires
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Avoiding Inappropriate Use of Email
Trang 2836. (p 34) Businesses use text messaging primarily for data reporting purposes
Learning Objective: 02-05 Understand the nature and business use of text messaging
Topic: Text Messaging
37. (p 34) Generally, use of email is inappropriate if the message contains sensitive issues, relays feelings, or attempts to resolve conflict
Learning Objective: 02-04 Understand the appropriate use of email
Topic: Avoiding Inappropriate Use of Email
38. (p 35) Abbreviations have no place in text messaging
Learning Objective: 02-05 Understand the nature and business use of text messaging
Topic: Text Messaging
Trang 2939. (p 35) With reference to text messaging, the abbreviation TC generally stands for ‘Take Care.'
TRUE
In the case of text messages, brevity is important due to the short length of the text message so several abbreviations are used for text messaging One of them is TC which stands for take care
AACSB: Communication
Bloom's: Remember
Difficulty: Easy
Learning Objective: 02-05 Understand the nature and business use of text messaging
Topic: Text Messaging
40. (p 35) In the context of text messaging, the emoticon :-! generally indicates yelling
Learning Objective: 02-05 Understand the nature and business use of text messaging
Topic: Text Messaging
41. (p 36) A social networking site Twitter, restricts messages to 140 characters
Learning Objective: 02-07 Understand the nature and business use of social networking
Topic: Social networking
Multiple Choice Questions
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42. (p 22) It is usually more difficult to communicate successfully in writing than orally
because
A you do not have to plan oral messages
B it does not offer multiple information cues
C it is harder to be indirect than direct
D writing requires a more difficult vocabulary
E written documents cannot be supplemented with visuals
Writing is a "lean medium", which means that is does not offer the multiple information cues, feedback, and personal focus that face-to-face conversations offer
AACSB: Communication
Bloom's: Understand
Difficulty: Easy
Learning Objective: 02-01 Describe the writing process and effective writing strategies
Topic: Planning the Message
43. (p 22) Writing is what researchers call a " medium," which means that it does not offer the multiple information cues, feedback, and intense personal focus that face-to-face or even phone conversations offer
Learning Objective: 02-01 Describe the writing process and effective writing strategies
Topic: The Process of Writing