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Chapter 4
Using an Appropriate Style
Critical Thinking Questions
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9.
Explain how you would apply the basic principle of adaptation to your choice of
words for each of the following writing tasks:
a. An editorial in a company newsletter.
b. A message to Joan Branch, a supervisor of an information systems
department, concerning a change in determining project priorities.
c. A report to the chief engineer on a technical topic in the engineers field.
d. A message to employees explaining a change in pension benefits.
e. A letter to company stockholders explaining a change in company
reporting dates.
Evaluate this comment: Im not going to simplify my writing for my readers.
That would be talking down to them. Plus, if they cant understand clear English,
thats their problem. (LO1)
Some short words are hard, and some long words are easy. Thus, the suggestion
to prefer short words doesnt make sense. Discuss. (LO1)
It is important to use business clichs like cutting edge and state of the art to
sound professional. Discuss. (LO2)
Because technical language typically consists of acronyms and long, hard words,
it contributes to miscommunication. Thus, it should be avoided in all business
communication. Discuss. (LO2)
Using examples other than those in the book, identify some technical terms that
would communicate effectively to others in the field but would need to be clarified
for those outside the field. (LO2)
Define and give examples of active and passive voice. Explain when each should
be used. (LO3)
Style experts advise against monotonous-sounding writing that is, writing that
has a droning, blah-blah effect when read aloud. What advice in this chapter
might help you avoid a monotonous style? (LO1, LO3)
List synonyms (words with similar meanings) for each of the following terms.
Then explain the differences in shades of meaning as you see them. (LO4)
a. sales person
b. co-worker
c. tell
d. happiness
e. customer
f. boss
g. misfortune
h. inquire
i. stop
j. lie
k. mistake
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25.
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27.
28.
Discuss this statement: When I use he, him or his as a generic pronoun, I am not
discriminating against women. For many years these words have been accepted as
referring to both sexes, and thats the meaning I have in mind when I use them.
(LO5)
How are sentence length and sentence design related to adaptation?
Discuss this comment: Long, involved sentences tend to be difficult to
understand. Therefore, the shorter the sentence, the better. (LO6)
Discuss ways to give ideas more or less emphasis in your sentences. Illustrate with
examples. (LO7)
Explain how the concept of unity can apply equally well to a sentence and to a
paragraph. (LO8, LO9)
What are the principle causes of lack of unity in sentences? (LO8)
This chapter discusses several kinds of illogical wording in sentences. Give an
example, explain the problem, and correct it. (LO8)
Discuss this comment: Words carry the message. They would carry the same
meanings with or without paragraphing. Therefore, paragraphing has no effect on
communication. (LO9)
Defend the use of short paragraphs in business writing. (LO9)
Topic sentences merely repeat what the other sentences in the paragraph say. As
they serve only to add length, they should be eliminated. Discuss. (LO9)
Discuss and illustrate the three main transitional devices. (LO9)
Our normal conversation is filled with error. Typically, it is crude and awkward.
So why make our writing sound conversational? Discuss. (LO10)
If a company really wants to impress the readers of its messages, the messages
should have an impersonal style ad should include the latest business expressions.
Discuss. (LO10)
If you can find words, sentences, or phrases that cover a general situation, why
not use them every time that general situation comes about? Using such rubber
stamps saves time, and in business time is money. (LO10)
Discuss this comment: The you-viewpoint is insincere and deceitful. (LO11)
Evaluate this comment: Its hard to argue against courtesy. But businesspeople
dont have time to spend extra effort on it. Anyway, they want their documents to
go straight to the point without wasting words and without sugar coating.
(LO11)
I like writers who shoot straight. When they are happy, you know it. When they
are angry, they let you know. Discuss. (LO11)
A writer wants to include a certain negative point in a message and to give it little
emphasis. Discuss each of the three basic emphasis techniques as they relate to
what can be done. (LO12)
Imagine that a customer has written to complain about the lack of attention that she
received when visiting a paint store. The managers responding letter explains why
the sales staff was so busy, offers to make a special appointment with the customer
to discuss her decorating needs, and then ends with the following paragraph:
We do apologize again for any inconvenience that this situation caused
you. We thank you for your understanding. Please do not hesitate to
From a scholarly business journal, select a paragraph (at least 150 words long)
that would be difficult for a student less advanced in the subject than you. Rewrite
the paragraph so that this student can understand it easily.
Instructions, Sentences 22-48: Revise these sentences to make them conform to the
writing suggestions discussed in the book. They are grouped by the suggestion they
illustrate.
Selecting Concrete Words (LO3)
22.
23.
24.
25.
26.
27.
28.
29.
30.
We have found that young men are best for this work.
She makes good grades.
John lost a fortune in Las Vegas.
If we dont receive the goods soon, we will cancel.
Some years ago she made good money.
His grade on the aptitude test was not high.
Here is a product with very little markup.
The cost of the online subscription was reasonable.
We will need some new equipment soon.
Our action is based on the assumption that the competition will be taken by
surprise.
It is believed by the typical union member that his or her welfare is not considered
to be important by management.
You were directed by your superior to complete this assignment by noon.
It is believed by the writer that this company policy is wrong.
The union was represented by Cecil Chambers.
These reports are prepared by the salespeople every Friday.
Our decision is based on the belief that the national economy will improve.
Any worker who ignores this rule will have his salary reduced.
The typical postman rarely makes mistakes in delivering his mail.
A good executive plans his daily activities.
The committee consisted of a businessman, a banker, and a lady lawyer.
A good secretary screens all telephone calls for her boss and arranges his
schedule.
An efficient salesman organizes his calls and manages his time.
Two employees represented our company: a Hispanic engineer and one of our
young managers.
Three people applied for the job, including two well-educated black women.
Handicap parking spaces are strictly for use by the crippled.
He is one of the best gay designers in the city.
79.
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Records were set by both the New York Stock Exchange Composite Index, which
closed at 8,001.40 up 27.08 points, topping its previous high of 7,986.50, set
Wednesday, and Standard & Poors 500 Index, which finished at 1,264.03, up
6.90, setting a five-day high.
Dealers attributed the rate decline to several factors, including expectations that
the U.S. Treasury will choose to pay off rather than refinance some $4 billion of
government obligations that fall due next moth, an action that would absorb even
further the available supplies of short-term government securities, leaving more
funds chasing skimpier stocks of the securities.
The Consumer Education Committee is assigned the duties of keeping informed
of the qualities of all consumer goods and services, especially of their strengths
and shortcomings, of gathering all pertinent information on dealers sales
practices, with emphasis on practices involving honest and reasonable fairness,
and of publicizing any of the information collected that may be helpful in
educating the consumer.
The upswing in business activity that began in 2011 is expected to continue and
possibly accelerate in 2012, and gross domestic product should rise by $544
billion, representing an 8 percent increase over 2011, which is significantly higher
than the modest 2 percent increase of 2009.
As you will not get this part of Medicare automatically, even if you are covered
by Social Security, you must sign up for it and pay $88.50 per month, which the
government will match, if you want your physicians bills to be covered.
Students with approved excused absences from any of the hour examinations have
the option of taking a special makeup examination to be given during dead week
or of using their average grade on their examinations in the course as their grade
for the work missed.
Although we have not definitely determined the causes for the decline in sales
volume for the month, we know that during this period construction on the street
adjacent to the store severely limited traffic flow and that because of resignations
in the advertising department promotion efforts dropped well below normal.
Instructions: Assume that you are the assistant manager of a hotel and are
describing your hotels meeting room to a prospective customer who is thinking
of holding a seminar there. Turn the following pieces of information into coherent
writing, making paragraph breaks where you think appropriate. Be ready to
explain why you grouped the information and managed the emphasis the way you
did. You may need to add some words or information to make the facts flow
smoothly.
We have a meeting room.
It will be available on the date you requested.
It can seat 100 people.
The seating can be arranged to your specifications.
In view of the fact that we financed the experiment, we were entitled to some
profit.
We should see the prime lending rate increase in the near future.
I will talk to him with regard to the new policy.
The candidates who had the most money won.
There are many obligations that we must meet.
We purchased gloves that are lined with wool.
Mary is of the conviction that service has improved.
Sales can be detected to have improved over the last year.
It is essential that we take the actions that are necessary to correct the problem.
The chairperson is engaged in the activities of preparing the program.
Martin is engaged in the process of revising the application.
You should study all new innovations in your field.
In all probability, we are likely to suffer a loss this quarter.
The requirements for the job require a minimum of three years of experience.
In spite of the fact that the bill remains unpaid, they placed another order.
We expect to deliver the goods in the event that we receive the money.
In accordance with their plans, company officials sold the machinery.
This policy exists for the purpose of preventing dishonesty.
The salespeople who were most successful received the best rewards.
The reader will note that this area ranks in the top 5 percent in per capita income.
Our new coats are made of a fabric that is of the wrinkle-resistant variety.
Our office is charged with the task of counting supplies not used in production.
Losses caused by the strike exceeded the amount of $640,000.
This condition can be assumed to be critical.
Our goal is to effect a change concerning the overtime pay rate.
Mr. Wilson replaced the old antiquated machinery with new machinery.
We must keep this confidential information from being shared with others.
Jennifer has a good knowledge of office procedures. She works hard. She has
performed her job well. She is pleasant most of the time, but she has a bad
temper, which has led to many personal problems with the work group. Although
I cannot recommend her for promotion, I approve a 5 percent raise for her.
130.
Last year our sales increased 7 percent in California and 9 percent in Arizona.
Nevada had the highest increase, with 14 percent. Although all states in the
western region enjoyed increases, Oregon recorded only a 2 percent gain. Sales
in Washington increased 3 percent.
131.
I majored in marketing at Darden University and received a B.S. degree in 2011.
Among the marketing courses I took were marketing strategy, promotion,
marketing research, marketing management, and consumer behavior. These and
Company policy requires that you must submit the warranty agreement within
two weeks of sale.
144.
We will be pleased to deliver your order by the 12th.
145.
We have worked for 37 years to build the best lawn mowers for your customers.
146.
Today we are shipping the goods you ordered February 3.
147.
(From an application letter) I have seven years of successful experience selling
office supplies.
148.
(From an email to employees) We take pleasure in announcing that, effective
today, the Company will give a 20 percent discount on all purchases made by
employees.
149.
We are happy to report approval of your application for membership.
150.
Items desired should be checked on the enclosed order form.
151.
Our long experience in the book business has enabled us to provide the best
Your misunderstanding of our January 7 email caused you to make this mistake.
We hope this delay has not inconvenienced you. If you will be patient, we will
get the order to you as soon as our supply is replenished.
159.
We regret that we must call your attention to our policy of prohibiting refunds for
merchandise bought at discount.
160.
Your negligence in this matter caused the damage to the equipment.
161.
You cannot visit the plant except on Saturdays.
162.
We were disappointed to learn from your July 7 email that you are having trouble
with our Model 7 motor.
163.
Tuff-Boy work clothing is not made from cloth that shrinks or fades.
164.
Our Stone-Skin material wont do the job unless it is reinforced.
165.
Even though you were late in paying the bill, we did not disallow the discount.
166.
We were sorry to learn of the disappointing service you have had from our sales
force, but we feel we have corrected all mistakes with recent personnel changes.
167.
We have received your complaint of the 7th in which you claim that our product
was defective and have thoroughly investigated the matter.
168.
I regret the necessity of calling your attention to our letter of May 1.
169.
We have received your undated letter, which you sent to the wrong office.
170.
I regret to have to say that I will be unable to speak at your conference, as I have
a prior commitment.
171.
Do not walk on the grass.