Business Communication Test 1 chapter 3

What are the three parts of Phase 2 of the 3x3 writing process?

Researching, organizing, and drafting the message.

What is informal research?

Gathering information from memory, company files, or quick conversations for routine messages.

What is formal research?

Collecting data from primary sources (surveys, interviews) or secondary sources (books, articles) for complex topics.

What is a scratch list?

A quick list of topics to cover in a message.

What is an outline?

A hierarchical organization of main points and subpoints to structure complex messages before drafting.

What is the direct strategy in business writing?

Placing the main idea first, used when the audience is receptive, neutral, or positive.

What is the indirect strategy?

Placing the main idea after supporting details, used for unreceptive, hostile, or sensitive audiences.

What is frontloading?

Stating the main idea at the beginning of a message (direct strategy).

Name four types of sentences.

Simple, compound, complex, compound-complex.

What is a sentence fragment?

An incomplete sentence that lacks a subject or verb or does not express a complete thought.

What is a run-on sentence?

Two independent clauses joined without proper punctuation or conjunction.

What is a comma splice?

Two independent clauses joined only by a comma.

How do you correct a comma splice?

Use a conjunction, semicolon, or separate into two sentences.

What is parallelism?

Using the same grammatical structure for related ideas (e.g., “forecasting, reporting, and analyzing”).

What is active voice?

The subject performs the action (e.g., “The manager approved the report.”).

What is passive voice?

The subject receives the action (e.g., “The report was approved by the manager.”).

When is passive voice appropriate?

To conceal the doer, de-emphasize negative news, or emphasize the action over the actor.

How can you achieve emphasis mechanically?

Use italics, boldface, font changes, all caps, dashes, or lists.

How can you achieve emphasis stylistically?

Use vivid words, label the main idea, place it first or last, or put it in a simple sentence.

What is a modifier?

A word or phrase that describes or limits another word.

What is a dangling modifier?

A modifier with no clear subject (e.g., “Running late, the meeting started without him.”).

How do you fix a dangling modifier?

Place the subject immediately after the modifier (e.g., “Running late, he missed the meeting.”).

What is a topic sentence?

The sentence that expresses the main idea of a paragraph.

What are supporting sentences?

Sentences that explain, illustrate, or strengthen the topic sentence.

What is paragraph coherence?

Logical flow and connection between ideas in a paragraph.

How do you achieve paragraph coherence?

Repeat key ideas, dovetail sentences, use pronouns, and employ transitional expressions (e.g., “first,” “next,” “however,” “therefore”).

How long should business paragraphs be?

Eight or fewer printed lines for readability.

What is the greatest failing of business writers according to experts?

Poor organization.

What is the first step in Phase 2 of the 3x3 writing process?

Researching the topic.

When brainstorming to generate ideas, what should you do?

Record ideas without judging them.

When is the direct strategy most appropriate?

When expecting the audience to be pleased, mildly interested, or neutral.

Which of the following is a simple sentence?

“HMO and PPO insurance plans offer additional cost savings.”

What is a sentence fragment?

A broken-off part of a sentence.

What is a run-on sentence?

Two independent clauses run together without punctuation or a conjunction.

Placing an idea in italic or bold font is an example of achieving emphasis through what?

Mechanics.

Which sentence de-emphasizes bad news most effectively?

“Although cash refunds are not offered, you can exchange resalable merchandise.”

Which sentence uses only active voice in a complete sentence?

“A few unhappy customers criticized the company’s rigid return policy.”

Which sentence uses parallel structure?

“Big business demands superior forecasting, reporting, and analyzing.”

What is the function of a topic sentence?

States the main idea of the paragraph.

What do transitional expressions like “next,” “first,” and “finally” show?

Time association.