Deck 5: Completing Business Messages

Question 1

Which of the following is true for creating readable lists?

A)Long sentences should be used to increase the likelihood that readers will find the key points.
B)Use one-sentence paragraphs for emphasis.
C)Skimming is more difficult with bulleted lists.
D)Introductions are avoided as lists enable skimming.
E)Using parallelism makes it easier for readers to skim through lists.

Answer 1

E
Explanation: E)Lists help simplify complex subjects, highlight the main points, enable skimming, and give readers a visual break. Make your lists easy to read by making all the items parallel and keeping individual items as short as possible.

Question 2

Long sentences ________.

A)are easier for nonnative speakers to interpret
B)are the best way to convey complex ideas
C)can make writing choppy and disconnected
D)are easier to understand than short sentences
E)are easier to skim through than short sentences

Answer 2

B
Explanation: B)Long sentences are often the best way to convey complex ideas, to list a number of related points, or to summarize or preview information.

Question 3

Which of the following statements is true regarding the revision process?

A)The first draft should be put aside for some time before beginning the revision process.
B)Documents that use electronic media do not need revision as the messages are only stored for a short while.
C)A completed first draft must be revised only if there is a change in the message that needs to be communicated.
D)Communications using short-message tools such as IM and email require no revision at all.
E)Informal messages to internal audiences need as much revision as formal messages do.

Answer 3

A
Explanation: A)Whenever possible-particularly with important messages-put your first draft aside for a day or two before you begin the revision process so that you can approach the material with a fresh eye.

Question 4

Which of the following statements about using paragraphs in business writing is true?

A)One-sentence paragraphs should be used rarely, and only for emphasis.
B)Using short paragraphs is preferred, as this makes the use of transitions unnecessary.
C)One-sentence paragraphs are not recommended and should never be used in business writing.
D)For complicated subjects, long paragraphs help readers maintain a train of thought and prevent distraction.
E)Long paragraphs are easier to read and can help to emphasize an idea or concept.

Question 5

Which of the following is an advantage of long sentences?

A)Long sentences can be processed quickly.
B)Long sentences are the best way to list a number of related points.
C)Long sentences are easier for nonnative speakers to understand.
D)Long sentences are easier for readers to skim through.
E)Long sentences are useful when writing needs "punch" and a quick pace.

Question 6

Which of the following statements about sentence length is true?

A)Medium sentences can lack the punch of short sentences and the informative power of longer sentences.
B)Medium-length sentences are often the best way to convey complex ideas, to list a number of related points, or to summarize or preview information.
C)Long sentences can be processed quickly and are easier for nonnative speakers and translators to interpret.
D)Too many long sentences in a row can make your writing feel choppy and disconnected.
E)Short sentences are often the best way to convey complex ideas or to summarize or preview information.

Question 7

When revising a document,you must ________.

A)first read it to evaluate its overall effectiveness and tone
B)first look carefully for grammatical errors
C)read it just once to finish quickly
D)pay closest attention to spelling
E)only skim through it to check formatting

Question 8

Clare has been asked to edit and revise a document written by her colleague,Megan.Which of the following should Clare do?

A)She should rewrite the document according to her own impression of Megan's intent.
B)She should concentrate more on the style of writing than on the readability of the message.
C)She should rewrite the document to suit her own style of writing in order to make the piece more effective.
D)She should stick to Megan's style of writing unless absolutely necessary and ask Megan about the intention of the message.
E)She should avoid asking Megan about her intent so that she can revise the document from a fresh perspective.

Question 9

In order to improve readability,one must avoid ________.

A)keeping sentences uniform in length
B)using bullets to organize information
C)writing short paragraphs
D)using lists to clarify points
E)adding headings and subheadings

Question 10

Graphical elements that precede each item in a list are known as ________.

A)call-outs
B)wikis
C)buttons
D)bullets
E)captions

Question 11

Which of the following is a disadvantage of long sentences?

A)They can be processed quickly and are easier for readers to skim through.
B)Too many long sentences in a row can make writing choppy and disconnected.
C)They lack the informative power of short sentences.
D)They are difficult for nonnative speakers to understand.
E)They have more informative power than short sentences.

Question 12

Short sentences ________.

A)are the best way to convey complex ideas
B)are harder to skim than medium-length sentences
C)are more difficult for nonnative speakers to interpret
D)have more informative power than medium-length sentences
E)are capable of making writing seem choppy and disconnected

Question 13

In which of the following cases would a numbered list be more appropriate than a bulleted list?

A)You are listing the benefits of a new software application that was installed for all employees.
B)You are listing the ten largest countries in the world in terms of area.
C)You are listing the advantages of globalization for Third World countries.
D)You are listing the items you need to take on holiday.
E)You are listing the causes of the Second World War.

Question 14

Which of the following statements about improving readability is true?

A)Grammatically parallel headings and bullets reduce readability and should not be used.
B)The greater the complexity of a document, the fewer headings and subheadings it should have.
C)Long sentences are the best way to convey complex ideas or list a number of related points.
D)One-sentence paragraphs are easy to understand and should be used widely in business writing.
E)Bulleted lists should only be used when items are ranked; numbered lists are preferred.

Question 15

In a list,bullets are preferred over numbers,unless ________.

A)the list is brief-less than five items long
B)specific list items will be referenced later
C)the list deals with complex concepts
D)the list uses parallelism
E)individual items in the list are long

Question 16

Robert is writing an instruction manual for a line of power tools.Though the manual is in English,it will be used by people from many different countries.What should Robert do to improve the readability of the document?

A)He should use mostly medium-length sentences to show relationships among ideas.
B)He should use only short sentences in order to explain the concepts clearly.
C)He should use only long or medium-length sentences as the processes are complex.
D)He should primarily use short sentences, but vary sentence length as required.
E)He should use mainly long sentences, as he is explaining complicated processes.

Question 17

In which of the following cases would a list be the most effective way of organizing information?

A)You are describing your favorite TV show.
B)You have to write about a person who inspired you.
C)You are writing to a friend about your holiday plans.
D)You have to describe a recent victory by your home team.
E)You are documenting the steps in a process.

Question 18

Which of the following statements about the organization of a message is true?

A)Formal or academic messages do not need strong opening or closing sections, the audience only notices the middle portion.
B)The beginning and end of messages have the greatest impact on the audience and hence should receive the most attention during revision.
C)The subject and purpose of the message should be confined to the middle portion, while the conclusion should help readers understand how the message is organized.
D)The middle portion of the message contains the main idea and argument, and hence has the greatest impact on the audience.
E)The end of the message should convey the subject and purpose of the message, while the beginning of the message has the least impact on the audience.

Question 19

Which of the following sets of activities are part of the final step of the three-step writing process?

A)gathering information; selecting a medium
B)revising; proofreading; distributing
C)adapting the message; analyzing the situation
D)writing; analyzing; researching
E)organizing information; composing the message

Question 20

Jamie has completed the first draft of a document for her company and must now revise it.What advice should you give Jamie about the revision process?

A)She should begin by checking the message for spelling and grammar errors and concentrate on increasing readability.
B)She should begin revising the first draft as soon as she completes it, so that the material is fresh in her mind.
C)She should check the message to see if all the points are in logical order and the content is organized correctly.
D)Grammar and spelling are not very important if the message uses electronic media, as modern audiences are pressed for time.
E)Messages using print media must first be checked for formatting to ensure that the document is visually pleasing.

Question 21

Identify the faulty construction in the following sentence: Walking down the street,the trees were breath-taking.

A)dangling modifier
B)hedging
C)parallelism
D)camouflaged verb
E)too many nouns

Question 22

"Chicago has the most modern,up-to-date transport system in the United States." Why is this statement less concise?

A)It lacks parallelism.
B)It contains redundant words.
C)It uses camouflaged verbs.
D)It has too many nouns.
E)It has a dangling modifier.

Question 23

Which of the following includes a dangling modifier?

A)Situated in the break room, employees will find the vending machines.
B)The vending machines are situated in the break room.
C)Employees will find the vending machines situated in the break room.
D)The break room has several vending machines for employees to use.
E)The vending machines in the break room are for employees' use.

Question 24

Which of the following suggestions will NOT make your message more concise?

A)Use short words and phrases.
B)Eliminate redundancies.
C)Use double modifiers.
D)Delete unnecessary words.
E)Avoid dangling modifiers.

Question 25

Which of the following sentences uses hedging?

A)The deadline is next Tuesday.
B)The driver was responsible for the accident.
C)The financial statement needs to have two sections.
D)The report seems to be incomplete.
E)Our policy does not cover that event.

Question 26

"The children collected together shells,stones,and leaves for their art projects." Which of the following should be eliminated to make the sentence more concise?

A)for their art projects
B)shells
C)collected
D)together
E)leaves

Question 27

Use the word "can" instead of the phrase "you have the capability" to make your sentence more concise and avoid ________.

A)parallelism
B)a "you" statement
C)wordy phrases
D)using too many pronouns
E)hedging

Question 28

Jacob's teacher asked him to rewrite his book report to make it clear and concise.He asks his friends for advice about editing his document.Which of the following recommendations is useful for Jacob?

A)Verbs should be changed into nouns or adjectives wherever possible.
B)Hedging can strengthen your argument if you are sure of your facts.
C)Avoid parallelism, it makes sentences more difficult to read.
D)Keep the subject and predicate of the sentence as close together as possible.
E)Nouns are useful modifiers, so stringing many nouns together increases clarity.

Question 29

Which of the following is recommended for writing that is easier to read and understand?

A)camouflaged verbs
B)hedging
C)dangling modifiers
D)overly long sentences
E)parallelism

Question 30

Malcolm has to pitch an idea for a new ad campaign to a demanding client.He needs to sound confident about his idea and needs to avoid stating a judgment as a fact.Which of the following should Malcolm avoid?

A)conciseness
B)hedging
C)illustration
D)parallelism
E)transitions

Question 31

In any document,headings in a series should be ________.

A)detailed and long
B)informative
C)descriptive
D)grammatically parallel
E)self-contained

Question 32

Identify the faulty construction in the following sentence: Our students receive encouragement to improve their performance.

A)hedging
B)parallelism
C)dangling modifier
D)camouflaged verb
E)intensification

Question 33

Which of the following sentences is the most concise?

A)Authorities are in agreement about public transport as the solution to the problem of traffic.
B)If the traffic situation is to be improved, widespread adoption of public transport is the best option.
C)At present, public transport is the best solution to the traffic problem.
D)At this point in time, public transport is emerging as the best solution to the problem of traffic.
E)Public transport is a good solution.

Question 34

Identify the structure used in the following sentence: Traditional medicine emphasizes holistic healing,whereas modern medicine focuses on specialized areas.

A)dangling modifier
B)parallelism
C)camouflaged verbs
D)hedging
E)boosting

Question 35

Descriptive headings ________.

A)give the reader some context and may point toward any conclusions or recommendations that is offered in the section
B)simply identify a topic without suggesting anything more
C)refer to spaces that are free of text or artwork
D)refer to the physical design of letters, numbers, and other text characters
E)are graphical elements that precede each item in a list

Question 36

Which of the following will identify a hedging sentence?

A)"yes" and "no"
B)"may" and "seems"
C)"yesterday" and "today"
D)"absolutely" and "sincerely"
E)"confident" and "doubtful"

Question 37

As a reporter,Emily often files stories before all the facts are known.To avoid legal repercussions,Emily uses words and phrases like "alleged," "it is believed," and "apparent" to qualify statements.This is known as ________.

A)parallelism
B)a camouflaged verb
C)hedging
D)a dangling modifier
E)boosting

Question 38

Which of the following is true for writing concise sentences?

A)All relative pronouns should be eliminated from sentences to minimize confusion.
B)Using infinitives to replace phrases is grammatically incorrect.
C)Longer words usually make a sentence easier to read and understand.
D)Double modifiers are easy to understand and make a sentence more concise.
E)The subject and predicate of a sentence should be placed as close together as possible.

Question 39

Informative headings ________.

A)give the reader some context and may point toward any conclusions or recommendations that is offered in the section
B)simply identify a topic without suggesting anything more
C)refer to spaces that are free of text or artwork
D)refer to the physical design of letters, numbers, and other text characters
E)are graphical elements that precede each item in a list

Question 40

Which of the following sentences uses unparallel construction?

A)She enjoys singing, dancing, and reading.
B)He needed to format the report, bind the document, and turn it in to his supervisor.
C)He opened the office, checked the mail, and was turning on the computers.
D)After completing the survey and finishing the exam, he went home.
E)At camp, the children played sports and learned crafts.

Question 41

To shorten sentences,________.

A)avoid redundancies
B)avoid using commas
C)use the passive voice instead of the active
D)use camouflaged verbs
E)use hedging sentences

Question 42

Which of the following statements is true regarding justified type?

A)It produces an informal look and is easier to read.
B)It is flush right with a ragged-left margin.
C)It is placed flush left, with a ragged-right margin.
D)It is able to accommodate more text in a given space.
E)It is used in business documents as it is easy to format.

Question 43

Jayne is a new features writer for the Daily Chronicle.The editor,Zoe,needs to edit and revise Jayne's article to fit it to the paper's style of writing.Which of the following tools can Zoe use to ensure that Jayne can see the changes that have been made to the article?

A)revision tracker
B)autosummary
C)white space
D)grammar checker
E)spell checker

Question 44

Jacob is designing a page in the company newsletter that informs employees about a new company policy.The subject is fairly complex,and requires a lot of explanation,but Jacob cannot use more than one page.Which of the following alignments will help Jacob fit in the maximum number of words?

A)flush right with a ragged-left margin
B)centered
C)flush left with a ragged-right margin
D)justified
E)centered with a ragged-right margin

Question 45

Which of the following is the best example of using consistency in the design elements of a document?

A)Cathy changes margins and spacing from page to page to accommodate information.
B)Emma uses a different color for every paragraph in a document.
C)Becky uses the same typeface and type size for all her client messages.
D)Abby varies the fonts and colors in all her messages to express her creativity.
E)Della switches between left-aligned and justified text to make reading easier.

Question 46

Isabel has written a long report on the current market situation.When reviewing her report,she finds that though the report is well-written,some words have been repeated often,and this makes it monotonous to read.Which of the following tools can help Isabel keep her writing fresh and interesting?

A)style checker
B)grammar checker
C)revision tracker
D)spell checker
E)thesaurus

Question 47

The ________ feature can highlight items you should consider changing,such as passive voice,long sentences,and words that tend to be misused.

A)grammar check
B)spell check
C)thesaurus
D)revision tracking
E)autosummary

Question 48

________ type is rarely used for text paragraphs,but is commonly used for headings and subheadings.

A)Flush left
B)Ragged-right
C)Centered
D)Flush right
E)Justified

Question 49

Which of the following is not an effective use of design element?

A)strive to maximize the number of decorative touches and type styles in a message
B)be consistent in the use of margins, type size, and typeface throughout the message
C)balance all of the visual elements in the message, either formally or informally
D)pay attention to design details such as headings, column width, and margins
E)make effective use of white space, justification, and typefaces to achieve clarity

Question 50

A(n)________ can monitor word and sentence choices and suggest alternatives that might produce more effective writing.

A)autosummary
B)spell checker
C)revision tracker
D)style checker
E)wiki

Question 51

White space ________.

A)separates elements in a document and helps guide the reader's eye
B)is important for image-heavy documents, but not for text-heavy documents
C)makes it difficult for readers to connect the various points of a message
D)decreases the chance that readers will read and understand messages
E)can make documents seem more intimidating and more difficult to read

Question 52

Which of the following,either based within a software or on a website,offers alternatives to a particular word?

A)a computer-based grammar checker
B)a computer-based autosummary
C)a computer-based thesaurus
D)a computer-based style checker
E)a computer-based revision tracker

Question 53

Magazines and newspapers generally use justified type because ________.

A)it produces large gaps between words in a column
B)it decreases the amount of white space along the right margin
C)it can accommodate more text in a given space
D)it produces hyphenation at the ends of lines
E)it produces a less formal, more contemporary look

Question 54

The flush-left,ragged-right margin ________.

A)is commonly used for headings and subheadings
B)creates a denser look because the uniform line lengths decrease the amount of white space along the right margin
C)is not a good choice for routine business documents because it produces large gaps between words that make the text more difficult to read
D)creates a more open appearance on the page, producing a less formal and more contemporary look
E)can accommodate more text in a given space

Question 55

Which of the following types of text alignment is more commonly used in business documents?

A)flush right with a ragged-left margin
B)justified
C)flush on both the left and right
D)centered
E)flush left with a ragged-right margin

Question 56

A(n)________ compares your document with an electronic dictionary,highlights unrecognized words,and can be used to find typos in a document.

A)thesaurus
B)style checker
C)autosummarizer
D)revision tracker
E)spell checker

Question 57

Daniel is the page designer for a business magazine.He decides to opt for a flush-left,ragged-right alignment.Which of the following is the best criticism for this choice?

A)It will produce a denser, more formal look, which will not be suited to the magazine.
B)It will increase hyphenation at the ends of lines and will be difficult to format.
C)It creates a more open appearance on the page, accommodating less text than a justified alignment.
D)The spacing between words will vary, making it difficult for readers to skim through the text.
E)The line lengths decrease the amount of white space along the right margin.

Question 58

Kaylee is formatting a document for her company.She isn't sure whether to opt for a justified,flush-left,flush-right,or centered format.Which of the following offers the best reason for her to pick a particular style?

A)A flush-right style is the most common for business documents.
B)A flush-left format gives a contemporary, less formal look.
C)A justified style is best as this is easy to format and read.
D)A centered format allows her to maximize the use of space.
E)A justified style produces large gaps between words, increasing white space.

Question 59

Which of the following statements about designing a message is true?

A)If you need a design that is balanced, an informal design in which elements flow freely across the page is not recommended.
B)Changing margins, spacing, colors, and typefaces within a document can increase readability and is recommended for business messages.
C)Extremely wide columns of text can be difficult to read; in many cases a better solution is to split the text into two narrower columns.
D)If you need a balanced document design, you have to adopt a formal design in which the various elements of the page are placed in a rigid grid pattern.
E)Design elements like colors and decorative touches should be used as often as possible, as simple messages are not easily memorable.

Question 60

Why do business documents prefer a flush-left,ragged-right margin over justified type?

A)It can accommodate more text in a given space.
B)It can produce large gaps between words and increase white space.
C)It produces a more formal look as spacing between words is consistent.
D)It creates a denser look as uniform line lengths decrease the amount of white space.
E)It produces a less formal and more contemporary look.

Question 61

________ are suitable for displaying any information that lends itself to rows and columns.

A)Objects
B)Text boxes
C)Tables
D)Templates
E)Style sheets

Question 62

The beginning and end of a message are the parts that usually have the greatest impact on an audience.

Question 63

Which of the following features of word processing software is used to choose either a portrait or landscape orientation for a document?

A)page setup
B)themes
C)style sheets
D)column formatting
E)templates

Question 64

Which of the following is an element of type style?

A)revision tracking
B)parallelism
C)boldface
D)hedging
E)margin

Question 65

Which of the following statements about proofreading is true?

A)Reading pages backward or aloud is not an efficient way of proofreading.
B)Placing a finger under each word while reading can slow down proofreading and is not recommended.
C)Proofreaders should focus on a different aspect each time they go through a document.
D)Proofreaders should make all the necessary changes in just one thorough check of the document.
E)A document should be proofread as soon as it is written, so that the material remains fresh.

Question 66

Which of the following is true for the use of typefaces in business documents?

A)Serif typefaces are usually used for headlines, while sans serif typefaces are better suited for body text.
B)The use of multiple typefaces in a single document is recommended to reduce clutter and give the document a professional look.
C)Serif typefaces are visually simpler than sans serif typefaces and are hence used for headings.
D)Sans serif typefaces are difficult to read in large blocks of text, unless formatted using large amounts of leading.
E)Sans serif typefaces have small crosslines at the ends of each letter stroke and thus require large amounts of leading to increase readability.

Question 67

Centered type should be avoided for business documents but can be used in ________.

A)long blocks of text
B)headings
C)the appendix
D)formal messages
E)business magazines

Question 68

Hedging statements are used when the writer wants to avoid stating a judgment as fact.

Question 69

One effective way to clarify your sentences and improve clarity is to string many nouns together as modifiers.

Question 70

Varying sentence length is a good way to maintain reader interest.

Question 71

Serif typefaces ________.

A)create a more open appearance on the page, producing a less formal and more contemporary look
B)have small crosslines at the ends of each letter stroke
C)do not have small crosslines at the ends of each letter stroke
D)require generous amounts of spacing between lines
E)are rarely used for text paragraphs but are commonly used for headings and subheadings

Question 72

Which of the following is true of creating multimedia documents?

A)In order to include various media elements in a document, you must first ensure that you have the legal rights to use them.
B)Multimedia documents follow a rigid linear structure from beginning to end and hence a conventional outline is suitable.
C)Developing multimedia documents require minimal creative and technical skills as tasks such as adding photographs and video clips to webpages have gotten much easier in recent years.
D)The costs associated with creating multimedia documents are practically negligible as consumer versions of several software tools are easily available.
E)Multimedia elements can run on all types of software and hence compatibility is not an issue.

Question 73

________ is used for highlighting quotations and indicating foreign words,irony,humor,book and movie titles,and unconventional usage.

A)Superscript
B)Italics
C)Boldface
D)Underlining
E)Subscript

Question 74

Which of the following advice is NOT helpful while proofreading a document?

A)proofread as soon as writing is complete
B)avoid reading large amounts of material in one sitting
C)focus on high-priority items like names and dates
D)make multiple passes through the document
E)read the document aloud or read the pages backwards to keep from missing errors

Question 75

________ refers to the physical design of letters,numbers,and other text characters.

A)Wiki
B)Revision tracking
C)White space
D)Typeface
E)Hedging

Question 76

Which of the following features of word processing software is used for captions,callouts,and margin notes?

A)tables
B)objects
C)headers
D)text boxes
E)footers

Question 77

Using dangling modifiers is one way to improve the clarity of your messages.

Question 78

Parallel construction occurs when a writer uses the same grammatical pattern to express similar ideas.

Question 79

Writers should avoid using parallelism in bulleted lists.

Question 80

The phrase "final outcome" is an example of a dangling modifier.