Chapter 5 The Writing Process and an Introduction to Business Messages

True/False Questions 1. There is one recommended writing process that all business writers should use. Answer: False Page: 87 Difficulty: edium !earning "b#ecti$e: 1 AA%&' &tandard: 1 (ationale: )hile there are se$eral common acti$ities in$ol$ed in writing* each person+s writing process is* and should be* uni,ue. -ach person should use strategies that wor. best for him or her. /. )riters should always mo$e from planning to drafting to re$ising* with no bac.trac.ing. Answer: False Pages: 87088 Difficulty: edium !earning "b#ecti$e: 1 AA%&' &tandard: 1 (ationale: As with problem sol$ing* writing is often a recursi$e acti$ity. !ater acti$ities can send one bac. to earlier wor. to refine it. 1. 'ecause writing in business is typically performed under se$ere time pressures* it is good training as a student to ma.e your first draft the last draft. Answer: False Page: 23 Difficulty: edium !earning "b#ecti$e: 1 AA%&' &tandard: 1 (ationale: The 4perfect draft5 strategy can lead one to decide prematurely that a message is finished. (ewriting and re$ising are .eys to impro$ement. 6. (elati$ely ine7perienced business writers should spend roughly a third of their writing time on each of the three main stages of writing 8planning* drafting* re$ising9. Answer: True Page: 23 Difficulty: edium !earning "b#ecti$e: 1 AA%&' &tandard: 1 (ationale: :ntil one has reached a le$el of e7perience that ma.es many messages routine* all three stages deser$e roughly e,ual attention. ;. Formatting decisions should not be a part of planning a message. <t is best to sa$e all formatting decisions until the message has been completely written. Answer: False Page: 82 Difficulty: =ard !earning "b#ecti$e: / AA%&' &tandard: 1 (ationale: )hile it is tempting to thin. of format as something 4added on5 to a message* some preliminary decisions about formatting are part of deciding what .ind of message to write* what content to include* and how to say and arrange it.

41

Chapter 5 The Writing Process and an Introduction to Business Messages

>. 'ecause letters ha$e been replaced by more modern types of messages* they are regarded as old fashioned and should be a$oided. Anwer: False Page: 21 Difficulty: edium !earning "b#ecti$e: 1 AA%&' &tandard: 1 (ationale: )hile many other media ha$e replaced the traditional medium of the letter* it is still an important form of communication* especially when the audience is e7ternal and?or when the desired le$el of formality is high. 7. emorandums ha$e declined in usage and importance as emailing has become more and more popular.

Answer: True Page: 21 Difficulty: -asy !earning "b#ecti$e: 6* ; AA%&' &tandard: 1 (ationale: -mail has superseded the memo as the most pre$alent form of internal communication. 8. @ou will probably ne$er need to write a memo because e$eryone at wor. can be e7pected to ha$e access to a computer. Answer: False Page: 21 Difficulty: edium !earning "b#ecti$e: 6 AA%&' &tandard: 1 (ationale: )hile some declare that email has caused the death of the memo* memorandums are still a $aluable medium for communicating to those whose wor. does not enable easy access to a computer 8for e7ample* those wor.ing out of doors* such as construction wor.ers* or those performing indoor wor. where it isn+t feasible for each person to ha$e a computer* such as employees at a fast0food restaurant9. 2. &ometimes memorandums are used to communicate factual* problem0related information and are classified as reports. Answer: True Page: 21 Difficulty: edium !earning "b#ecti$e: 6 AA%&' &tandard: 1 (ationale: This special type is discussed in the chapter. 13. Following the main heading 8 - "(AAD: or such9* the memorandum has four standard headings: Date* To* From* &ub#ectBno more* no less. Answer: False Page: 2; Difficulty: edium !earning "b#ecti$e: 6 AA%&' &tandard: 1 (ationale: "ther headings may be used when needed 8Department* Plant* and such9.

42

Chapter 5 The Writing Process and an Introduction to Business Messages

11. "ne ad$antage that email has o$er letters is that email is more confidential. Answer: False Page: 27 Difficulty: edium !earning "b#ecti$e: ; AA%&' &tandard: 1 (ationale: As noted in the te7t* email is about as pri$ate as a postcard. 1/. The bcc in the prefatory elements of an email message stands for 4bac.up confidential copy.5 Answer: False Page: 28 Difficulty: =ard !earning "b#ecti$e: > AA%&' &tandard: 1 (ationale: <t stands for blind courtesy copy. 11. The salutations commonly used in letters are also commonly used in email messages. Answer: False Page: 28 Difficulty: edium !earning "b#ecti$e: > AA%&' &tandard: 1 (ationale: &ometimes they are used in formal situations* but such usages are not common. 16. For most short* informati$e email messages* a recommended order is to present the most important information first. Answer: True Page: 28 Difficulty: edium !earning "b#ecti$e: > AA%&' &tandard: 1 (ationale: Direct order is recommended. 1;. 'ecause email tends to be informal and chatty* it would be inappropriate to send a business report by email. Answer: False Page: 28022 Difficulty: edium !earning "b#ecti$e: > AA%&' &tandard: 1 (ationale: -mail can and does carry such formal messages. 1>. 'ecause of the nature of email* all messages sent by email should be direct in organiCation. Answer: False Page: 28022 Difficulty: edium !earning "b#ecti$e: > AA%&' &tandard: 1 (ationale: Direct and indirect organiCation patterns are both used* though direct is more pre$alent.

43

Chapter 5 The Writing Process and an Introduction to Business Messages

17. %ollo,uialisms* personal pronouns* and contractions ha$e no place in email writing. Answer: False Page: 22 Difficulty: edium !earning "b#ecti$e: > AA%&' &tandard: 1 (ationale: <nformal writing may use these forms in a limited way. 18. 'ecause of the fast pace of email communication* grammatical correctness need not be a matter of concern. Answer: False Page: 1330131 Difficulty: -asy !earning "b#ecti$e: > AA%&' &tandard: 1 (ationale: %orrectness is an important part of any message. 12. Although not widely used* the complimentary closes of business letters are appropriate in formal email messages. Answer: True Page: 131 Difficulty: =ard !earning "b#ecti$e: > AA%&' &tandard: 1 (ationale: &uch closes are acceptable when the formality of the situation is high. /3. The asteris. 8D9 before and after words is used in email to show ,uoted material. Answer: False Page: 13/ Difficulty: =ard !earning "b#ecti$e: > AA%&' &tandard: 1 (ationale: They show boldface. /1. As initialisms ser$e to reduce message length and sa$e time* you should use them whene$er possible in your email. Answer: False Page: 13/0131 Difficulty: =ard !earning "b#ecti$e: > AA%&' &tandard: 1 (ationale: As they are not uni$ersally .nown* they should be used cautiously. //. 'usinesses use te7t messaging primarily for data reporting purposes. Answer: False Page: 131 Difficulty: edium !earning "b#ecti$e: 7 AA%&' &tandard: 1 (ationale: <t is used primarily for the sending and recei$ing of ,uic. informal messages* though some businesses are using it for promotional purposes.

44

Chapter 5 The Writing Process and an Introduction to Business Messages

/1. obile phone users can use their email programs on des.top* laptop* or handheld hardware to send te7t messages. Answer: True Page: 131 Difficulty: edium !earning "b#ecti$e: 7 AA%&' &tandard: 1 (ationale: This statement appears in the te7t. /6. Abbre$iations and initialisms ha$e no place in te7t messaging. Answer: False Page: 136 Difficulty: -asy !earning "b#ecti$e: 7 AA%&' &tandard: 1 (ationale: Although they should be used with caution* they are widely used* since bre$ity is important in te7t messaging. /;. &ince carriers place no length limitations on te7t messaging* there is no e7cuse for using abbre$iations and initialisms. Answer: False Page: 136 Difficulty: -asy !earning "b#ecti$e: 7 AA%&' &tandard: 1 (ationale: %urrently most de$ices limit these messages to 1>3 characters* thus encouraging the use of abbre$iations and initialisms. />. 'ecause instant messaging is a casual medium for communication* you do not ha$e to be careful about what you say or how you say itByou can #ust focus on communicating as ,uic.ly as possible. Answer: False Page: 13;013> Difficulty: edium !earning "b#ecti$e: 8 AA%&' &tandard: 1 (ationale: @ou always need to ta.e your audience+s needs and preferences into account* and you should bear in mind that instant messaging is monitored in some companies.

45

Chapter 5 The Writing Process and an Introduction to Business Messages

Multiple Choice Questions /7. <n the analyCing and organiCing stage of the writing process* if you predict that your reader+s reception will be positi$e or neutral* you will organiCe in A9 chronological order. '9 direct order. %9 indirect order. D9 random order. -9 rational order. Answer: ' Page: 82 Difficulty: edium !earning "b#ecti$e: 1 AA%&' &tandard: 1 (ationale: Direct order is appropriate with good and neutral news. /8. The letter format for messages is especially appropriate when A9 you are writing to an e7ternal audience. '9 you want your message to ha$e a relati$ely high le$el of formality. %9 you want to show respect to your readers. D9 you want your message to ha$e an attracti$e* 4official5 appearance. -9 All of the abo$e. Answer: - Page: 21 Difficulty: -asy !earning "b#ecti$e: 1 AA%&' &tandard: 1 (ationale: The first four answers all describe situations in which a letter might be especially appropriate. /2. ar. the item that does not gi$e a ma#or ad$antage that email has o$er other forms of communication. A9 eliminates 4telephone tag.5 '9 sa$es time. %9 is relati$ely ine7pensi$e. D9 facilitates fast decisions. -9 eliminates personal friction. Answer: - Page: 2> Difficulty: edium !earning "b#ecti$e: ; AA%&' &tandard: 1 (ationale: The first four are clear ad$antages. !ittle support can be gi$en to the last one.

46

Chapter 5 The Writing Process and an Introduction to Business Messages

13. For which of the following would you appropriately use casual email languageE A9 your company president. '9 a new customer of the company. %9 a cowor.er and friend. D9 a distant supplier. -9 all of the abo$e. Answer: % Page: 22 Difficulty: -asy !earning "b#ecti$e: > AA%&' &tandard: 1 (ationale: %asual language is only for people close to you. 11. An email report written to the client of a research organiCation appropriately is written in which writing styleE A9 casual. '9 informal. %9 formal. D9 con$ersational. -9 all are appropriate. Answer: % Page: 22 Difficulty: edium !earning "b#ecti$e: > AA%&' &tandard: 1 (ationale: Formality is e7pected here. 1/. )hen you need to refer to a per$ious email message* you may do which of the followingE A9 paraphrase the essentials. '9 tell your mailer to include the entire message. %9 ,uote from the original message. D9 a or c. -9 a* b* or c. Answer: - Page: 133 Difficulty: =ard !earning "b#ecti$e: > AA%&' &tandard: 1 (ationale: All three are suggested on page 133.

47

Chapter 5 The Writing Process and an Introduction to Business Messages

11. ar. the sign that is used to show beginnings and endings of ,uoted material in email messages. A9 F G '9 H H %9 8 9 D9 I I -9 J J Answer: A Page: 133 Difficulty: =ard !earning "b#ecti$e: > AA%&' &tandard: 1 (ationale: This is the sign that has gained acceptance. 16. <f any of the following closes are ne$er appropriate in email messages* mar. it. <f all are appropriate* mar. e. A9 Than.s '9 (egards %9 T=K D9 &incerely -9 All are sometimes appropriate. Answer: - Page: 131 Difficulty: edium !earning "b#ecti$e: > AA%&' &tandard: 1 (ationale: Although the writerLs name without closing comment usually ends an email message* all four of these can be used in the right circumstances. 1;. ost carriers limit te7t messaging to A9 1*/33 characters '9 1/3 characters %9 >33 characters D9 >6 characters -9 1>3 characters Answer: - Page: 131 Difficulty: edium !earning "b#ecti$e: 7 AA%&' &tandard: 1 (ationale: This number is noted in the te7t.

48

Chapter 5 The Writing Process and an Introduction to Business Messages

1>. <nstant messaging is most li.e A9 ha$ing a typed telephone con$ersation. '9 writing an email message. %9 gi$ing a speech. D9 posting comments to a discussion board. Answer: A Page: 13; Difficulty: edium !earning "b#ecti$e: 8 AA%&' &tandard: 1 (ationale: !i.e telephoning* instant messaging is synchronous communication 8con$ersing parties must be online at the same time9* and 8unli.e a speech9 it in$ol$es ,uic.* con$ersational gi$e and ta.e among participants.

49