Business Writing Process Phase I Quiz
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Which of the following statements is most accurate?
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Business writing is almost identical to the writing done in high school and college classes.
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When writing business documents, quantity enhances quality.
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Business writers should attempt to impress readers with their powerful vocabulary and extensive knowledge.
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Business writing should be focused on the reader.
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The 'Business Writing Process Phase I Quiz' assesses understanding of effective business communication strategies. It focuses on reader-centric writing, systematic planning, and anticipating reader responses, essential for crafting impactful business messages.
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- 2.
Which of the following is the best advice for a business writer?
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To make writing easier, follow a systematic plan when preparing and writing a business message.
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Plan to describe your feelings and display your knowledge when preparing and writing a business message.
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Make your letters, memos, and reports fairly lengthy so they will attract the desired attention.
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Draw on your prior writing experience and imagination to come up with creative ideas for your business messages.
Correct Answer
A. To make writing easier, follow a systematic plan when preparing and writing a business message.Explanation
Following a systematic plan when preparing and writing a business message can make the writing process easier. This approach helps to organize thoughts, structure the message effectively, and ensure that all necessary information is included. It allows the writer to have a clear direction and avoid unnecessary confusion or repetition. By following a systematic plan, the writer can save time and effort in crafting a well-structured and coherent business message.Rate this question:
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- 3.
Business writing should do all but which of the following?
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Solve problems and convey information.
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Concentrate on looking at a problem from the writer’s perspective.
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Present ideas clearly and concisely.
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Provide accurate information to be used in making decisions.
Correct Answer
A. Concentrate on looking at a problem from the writer’s perspective.Explanation
Business writing should not concentrate on looking at a problem from the writer's perspective. Instead, it should focus on solving problems and conveying information, presenting ideas clearly and concisely, and providing accurate information to be used in making decisions. Looking at a problem from the writer's perspective may lead to biased or one-sided information, which is not ideal for effective business communication.Rate this question:
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- 4.
Stacy is beginning to work on an important letter to bank customers announcing changes in fees and services. She should expect to spend the most time on
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Analyzing the purpose of the message and visualizing the customers.
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Researching the information to include in the letter.
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Composing the first draft of the letter at her computer.
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Revising, improving, and proofreading the first draft.
Correct Answer
A. Analyzing the purpose of the message and visualizing the customers.Explanation
Stacy should expect to spend the most time on analyzing the purpose of the message and visualizing the customers because this step is crucial in effectively communicating with bank customers. By understanding the purpose of the message, Stacy can tailor the content and tone of the letter accordingly. Visualizing the customers helps her to consider their needs, preferences, and concerns, allowing her to create a more targeted and persuasive communication. Researching the information, composing the first draft, and revising are also important steps, but they come after analyzing the purpose and visualizing the customers.Rate this question:
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- 5.
Max is responding to a customer's question that was sent to him via e-mail. What is the very first thing that Max should do?
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Hit the “Reply” button.
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Determine the purpose of the message he will send as a response.
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Start composing his reply.
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Conduct any necessary research.
Correct Answer
A. Conduct any necessary research.Explanation
Max should conduct any necessary research before responding to the customer's question. This is important because conducting research will ensure that Max provides accurate and informed answers to the customer's query. It will also help Max to gather any additional information that may be required to address the customer's concerns effectively. By conducting research, Max can demonstrate professionalism and expertise in his response, thereby enhancing customer satisfaction.Rate this question:
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- 6.
Which of the following takes place during the first phase of the 3x3 writing process?
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Revise to make sure writing is clear and concise.
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Write the rough draft.
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Gather any needed information through formal or informal research techniques.
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Anticipate how readers will respond to the message.
Correct Answer
A. Anticipate how readers will respond to the message.Explanation
During the first phase of the 3x3 writing process, one needs to anticipate how readers will respond to the message. This step involves considering the audience's perspective, understanding their potential reactions, and tailoring the message accordingly. It helps the writer to effectively communicate and engage with the readers by addressing their needs, concerns, and expectations. This step is crucial in ensuring that the message is clear, persuasive, and able to achieve its intended purpose.Rate this question:
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- 7.
Which of the following statements about the 3x3 writing process is most accurate?
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Experienced writers usually spend the most time on the first phase of the writing process.
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The steps of the writing process must always be followed in order.
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The 3-x-3 writing process is useful for longer, more complex documents.
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The writer decides whether a document achieves its purpose in the third phase of the writing process.
Correct Answer
A. The steps of the writing process must always be followed in order.Explanation
The most accurate statement about the 3x3 writing process is that the steps of the writing process must always be followed in order. This means that each phase of the process, including prewriting, writing, and revising, should be completed in a sequential manner for effective writing. Following the steps in order helps to ensure that ideas are organized, coherent, and well-developed, resulting in a more successful writing outcome.Rate this question:
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- 8.
Select the MOST accurate statement about team writing.
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Collaborative writing is especially important for memos, letters, and information briefs.
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Because collaboration usually takes longer, collaborative writing is not useful for documents with short deadlines.
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Members of effective teams are usually eager to implement their recommendations.
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Team-written documents and presentations are not standard in most organizations because collaboration has many disadvantages.
Correct Answer
A. Members of effective teams are usually eager to implement their recommendations.Explanation
This statement suggests that members of effective teams are motivated and enthusiastic about putting their recommendations into action. This implies that team writing can lead to effective and actionable outcomes.Rate this question:
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- 9.
Probably the most useful word processing editing tool for collaborative writing is __________. This tool makes it possible to point out problematic passages or errors, ask or answer questions, and share ideas without changing or adding text.
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Track Changes
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Print Document
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Insert Comments
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Find and Replace
Correct Answer
A. Insert CommentsExplanation
Insert Comments is the most useful word processing editing tool for collaborative writing because it allows users to point out problematic passages or errors, ask or answer questions, and share ideas without changing or adding text. This feature enables multiple users to provide feedback and suggestions on a document without directly altering the original content.Rate this question:
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- 10.
Team members are most likely to work closely on the _____________ phase of the writing process.
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Post writing
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Writing
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Revising
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Prewriting
Correct Answer
A. PrewritingExplanation
During the prewriting phase of the writing process, team members are most likely to work closely together. This phase involves brainstorming ideas, conducting research, and organizing thoughts before actually writing the content. It is a collaborative stage where team members can share their ideas, discuss different perspectives, and plan the structure of the writing piece. This close collaboration during the prewriting phase helps ensure that everyone is on the same page and that the writing project starts off on the right track.Rate this question:
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- 11.
Which of the following is an example of a message with a secondary purpose?
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A letter contains important details about a new computer program.
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A proposal bullets important reasons explaining why the company should begin the project.
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A sales letter includes a sample of the product to show the customer its quality.
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A company’s stationery is printed on quality paper and includes a carefully designed logo representing the company.
Correct Answer
A. A company’s stationery is printed on quality paper and includes a carefully designed logo representing the company.Explanation
A company's stationery is printed on quality paper and includes a carefully designed logo representing the company. This example demonstrates a secondary purpose because while the primary purpose of the stationery is to provide a medium for written communication, it also serves to represent the company and create a professional image.Rate this question:
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- 12.
The primary purpose of messages that answer questions, announce meetings, or transmit findings is to:
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Persuade
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Inform
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Sell
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Promote goodwill.
Correct Answer
A. InformExplanation
The correct answer is "inform". Messages that answer questions, announce meetings, or transmit findings are primarily intended to provide information to the recipients. These types of messages aim to convey facts, updates, or details to keep the audience informed and knowledgeable about the subject matter. The purpose is not to persuade or convince, sell a product or service, or promote goodwill, but rather to deliver relevant information effectively.Rate this question:
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- 13.
The primary purpose of a memo encouraging employees to donate money to the United Way campaign would be to:
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Inform
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Sell
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Promote goodwill
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Persuade
Correct Answer
A. PersuadeExplanation
The primary purpose of a memo encouraging employees to donate money to the United Way campaign would be to persuade them. The memo is likely to provide reasons and arguments to convince employees to contribute to the cause. It may highlight the benefits of donating, such as helping the community or making a positive impact. The persuasive language and appeals used in the memo aim to convince employees to take action and support the United Way campaign.Rate this question:
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- 14.
The primary purpose of a proposal requesting funding from the National Science Foundation for a research project would be to:
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Inform
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Sell
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Promote goodwill
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Persuade
Correct Answer
A. PersuadeExplanation
The primary purpose of a proposal requesting funding from the National Science Foundation for a research project would be to persuade. This is because the proposal aims to convince the foundation to provide the necessary funding for the research project. The proposal will present the project's objectives, methodology, potential outcomes, and the importance of the research in order to persuade the foundation that the project is worthy of their financial support.Rate this question:
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- 15.
The primary purpose of a memo that updates employees on the changes in their health insurance would be to:
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Inform
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Sell
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Promote goodwill
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Persuade
Correct Answer
A. InformExplanation
The primary purpose of a memo that updates employees on the changes in their health insurance would be to inform them about the updates. The memo is intended to provide factual information and keep the employees updated on the changes in their health insurance coverage. It is not meant to sell or persuade them to make any specific decisions, nor is it focused on promoting goodwill. The main goal is to ensure that employees are aware of the changes and understand how they may affect their health insurance benefits.Rate this question:
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- 16.
A company's annual report describes the company's efforts to improve the environment. The primary purpose of this report is to __________; the secondary purpose is _____________.
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Inform; promote goodwill
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Persuade; inform
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Inform; persuade
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Promote goodwill; persuade
Correct Answer
A. Inform; promote goodwillExplanation
The primary purpose of the company's annual report is to inform the readers about the company's efforts to improve the environment. This means that the report provides information and details about the company's initiatives, projects, and progress in environmental sustainability. The secondary purpose of the report is to promote goodwill, which means that it aims to create a positive image of the company among its stakeholders and the general public by highlighting its commitment to environmental responsibility.Rate this question:
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- 17.
Determining whether a message will be transmitted by e-mail or delivered in person is part of:
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Selecting the appropriate audience for the message.
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Using the correct tone for the message.
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Adapting a message to the audience.
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Selecting an appropriate form or channel for the message.
Correct Answer
A. Selecting an appropriate form or channel for the message.Explanation
Determining whether a message will be transmitted by e-mail or delivered in person is part of selecting an appropriate form or channel for the message. This decision depends on factors such as the urgency of the message, the nature of the content, and the preferences of the intended audience. By considering these factors, the sender can choose the most suitable form or channel for effective communication.Rate this question:
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- 18.
Writing Process Phase 1: Anticipate helps the writer:
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Determine whether a secondary audience exists.
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Identify appropriate language to be used.
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Select the most desirable channel.
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All of the above.
Correct Answer
A. All of the above.Explanation
In the writing process, the Anticipate phase helps the writer in various ways. Firstly, it helps determine whether a secondary audience exists, which is important in tailoring the message accordingly. Secondly, it helps identify the appropriate language to be used, ensuring effective communication with the target audience. Lastly, it assists in selecting the most desirable channel through which the message can reach the audience effectively. Therefore, all of the given options are correct, making "All of the above" the correct answer.Rate this question:
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- 19.
So that you may begin enjoying your subscription to Everyday Living, return the enclosed card as soon as possible is an example of:
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Identifying the purpose of your message.
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Emphasizing receiver benefits.
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Selecting the form.
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Analyzing the task.
Correct Answer
A. Emphasizing receiver benefits.Explanation
The statement "So that you may begin enjoying your subscription to Everyday Living, return the enclosed card as soon as possible" is emphasizing the benefits that the receiver will get by returning the card. It highlights that by returning the card, the receiver will be able to start enjoying their subscription to Everyday Living. This is an example of emphasizing receiver benefits, as it focuses on what the receiver will gain from taking the desired action.Rate this question:
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- 20.
Which of the following is the BEST business sentence?
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I will ship your order by May 20.
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We are pleased to credit your account for $50.
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Your benefits begin as soon as you use your new Wilshire Clothing credit card.
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We are sure you will enjoy the new vacation package we have put together for you.
Correct Answer
A. Your benefits begin as soon as you use your new Wilshire Clothing credit card.Explanation
This sentence is the best business sentence because it clearly states a benefit that the customer will receive as soon as they use their new credit card. It is direct and concise, providing relevant information to the customer. The other sentences either provide information that may not be relevant to all customers (shipping an order, crediting an account) or make assumptions about the customer's preferences (enjoying a vacation package).Rate this question:
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- 21.
Which of the following is the least effective way to adapt a message to an audience?
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Choose the right words and tone.
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Stress reader benefits.
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Use many first-person pronouns.
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Use sensitive, courteous language.
Correct Answer
A. Use many first-person pronouns.Explanation
Using many first-person pronouns is the least effective way to adapt a message to an audience because it can come across as self-centered and may not resonate well with the audience. It is important to focus on the needs and interests of the audience, rather than constantly referring to oneself. By choosing the right words and tone, emphasizing reader benefits, and using sensitive, courteous language, the message can be better tailored to the audience's preferences and effectively communicate the intended message.Rate this question:
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- 22.
Which of the following is the most appropriate term to use in a message?
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Mailman
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Waitress
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Businessman
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Flight attendant
Correct Answer
A. Flight attendantExplanation
The most appropriate term to use in a message would be "flight attendant" because it is a gender-neutral term that accurately describes the profession of someone who provides service and assistance to passengers on an aircraft. The other options, such as "mailman," "waitress," and "businessman," are gender-specific and may not be inclusive or accurate in all situations.Rate this question:
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- 23.
Which of the following is the most appropriate term to use in a message?
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Executives and their wives
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Chairman
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Salesman
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Letter carrier
Correct Answer
A. Letter carrierExplanation
The term "letter carrier" is the most appropriate to use in a message because it specifically refers to the person responsible for delivering letters. The other options, such as "executives and their wives," "chairman," and "salesman," are not relevant to the context of a message and do not accurately describe the intended recipient.Rate this question:
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- 24.
Which of the following is the BEST choice of wording?
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Sara is crippled with polio.
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The lawyer represented the man in court.
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Every employee will have an opportunity to change his benefits plan.
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The discount applies only to old people.
Correct Answer
A. Every employee will have an opportunity to change his benefits plan.Explanation
The BEST choice of wording is "Every employee will have an opportunity to change his benefits plan." This choice uses inclusive language by using "every employee" instead of a specific gender, and it also emphasizes the equal opportunity for all employees to make changes to their benefits plan.Rate this question:
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- 25.
Which of the following is the BEST choice of wording?
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Yuki Hiromo, who is Japanese, applied for the job.
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Old people receive a discount on Saturdays.
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Joe, who is afflicted with cerebral palsy, requires special accommodations.
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Customers over 65 may enjoy special rates on Alaskan tours.
Correct Answer
A. Customers over 65 may enjoy special rates on Alaskan tours.Explanation
The given answer is the best choice of wording because it clearly states that customers over 65 may enjoy special rates on Alaskan tours. This wording is specific and concise, providing all the necessary information without any unnecessary details. It also uses inclusive language by referring to "customers" rather than "old people," which is more respectful and avoids potential age discrimination.Rate this question:
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- 26.
Which of the following is the BEST sentence?
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You neglected to indicate the color desired.
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The procedure cannot be approved without further investigation.
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Please mark the enclosed card, indicating the quantity desired.
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In your letter, you claim the chair was damaged during shipment.
Correct Answer
A. Please mark the enclosed card, indicating the quantity desired.Explanation
This sentence is the best because it clearly and directly instructs the reader to mark the enclosed card and indicate the quantity desired. It is concise and straightforward, making it the most effective choice among the given options.Rate this question:
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- 27.
Which of the following is the BEST statement to use in business writing?
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In your letter you claim that your order was damaged in shipment.
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An employee in our shipping department failed to package your order properly.
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If you had followed the instructions listed in the manual, your VCR would still be working properly.
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We’ll process your order by June 19.
Correct Answer
A. We’ll process your order by June 19.Explanation
The correct answer is "We’ll process your order by June 19." This statement is the best choice for business writing because it provides a clear and specific response to the customer's inquiry. It addresses the customer's concern about their order and assures them that it will be processed by a certain date. This response is professional, concise, and focuses on resolving the customer's issue.Rate this question:
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- 28.
Positive business messages should:
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Focus on what can be done instead of what can’t be done.
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Express the writer’s true emotions and feelings.
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Contain no negative words.
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Clearly transfer the blame to the sender.
Correct Answer
A. Focus on what can be done instead of what can’t be done.Explanation
Positive business messages should focus on what can be done instead of what can't be done because this approach promotes a problem-solving mindset and encourages finding solutions rather than dwelling on limitations. By highlighting possibilities and potential actions, the message becomes more constructive and optimistic, which can inspire and motivate recipients. This approach also helps maintain a positive and professional tone in the communication, fostering collaboration and productivity.Rate this question:
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- 29.
Which of the following is the BEST choice if wording?
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The report contained innocuous comments about the company’s recent performance.
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The board agreed to fix the damage.
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The board tried to ascertain the damage to the property.
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His derogatory comments to customers caused his employer great consternation.
Correct Answer
A. The board agreed to fix the damage.Explanation
The given correct answer, "The board agreed to fix the damage," is the best choice if wording because it directly addresses the issue mentioned in the previous sentence, which is the damage caused. It suggests that the board has taken responsibility for the damage and has agreed to take action to fix it. This choice is more relevant and specific compared to the other options, which either talk about innocuous comments, damage to property, or derogatory comments to customers.Rate this question:
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- 30.
Which of the following is the BEST choice of wording?
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We plan to institute a new program that will augment employee training.
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Please return the form to our Human Resources Department by Friday.
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We compensate all new employees commensurate with their experience and qualifications.
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He was reticent to vocalize his opinions to the other committee members.
Correct Answer
A. We compensate all new employees commensurate with their experience and qualifications.Explanation
This choice of wording is the best because it clearly states the policy of compensating new employees based on their experience and qualifications. It provides important information that potential employees would want to know and helps set expectations for compensation.Rate this question:
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- 31.
Which of the following is the BEST choice of wording?
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The company looked at the problem.
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The company investigated the problem.
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The company saw the problem.
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The company thought about the problem.
Correct Answer
A. The company investigated the problem.Explanation
The phrase "investigated the problem" is the best choice of wording because it implies a thorough and systematic examination of the problem. It suggests that the company took the necessary steps to gather information, analyze data, and find a solution to the problem. The other options, such as "looked at," "saw," and "thought about," do not convey the same level of seriousness and commitment to resolving the problem.Rate this question:
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- 32.
Which of the following is the BEST choice of wording for a business message?
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To debate the alternatives
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To talk about the issues
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To see the results
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To think about the plan
Correct Answer
A. To talk about the issuesExplanation
The best choice of wording for a business message is "to talk about the issues" because it clearly conveys the intention of discussing the problems or concerns at hand. This phrase indicates an open and collaborative approach to addressing the issues, which is important in a business setting where effective communication and problem-solving are crucial.Rate this question:
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- 33.
Which of the following is the LEAST effective wording?
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Andrew flew to the conference.
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Phyllis went to the meeting.
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Bill voted against the policy.
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John e-mailed his client.
Correct Answer
A. Andrew flew to the conference.Explanation
The given options are all simple and straightforward statements, but the least effective wording is "Andrew flew to the conference." This is because it lacks context and does not provide any additional information or detail. The other options give more specific details such as Phyllis going to a meeting, Bill voting against a policy, and John emailing his client. The statement about Andrew flying to a conference is too vague and does not provide any clear information about the purpose or significance of the action.Rate this question:
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- 34.
Which of the following sentences is most dangerous in terms of generating a lawsuit?
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We will tour your facility.
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We will inspect your building.
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We will study your blueprints.
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We will review your blueprints.
Correct Answer
A. We will inspect your building.Explanation
The sentence "We will inspect your building" is the most dangerous in terms of generating a lawsuit because it implies a thorough examination of the building, which could potentially uncover any safety or code violations. If any issues are discovered during the inspection, it could lead to legal action against the person or organization responsible for the building. The other sentences do not imply such a detailed examination and therefore carry less potential risk for generating a lawsuit.Rate this question:
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- 35.
Which of the following sentences is most dangerous in terms of generating a lawsuit?
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After touring the facility, we will evaluate its earthquake preparedness.
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After touring the facility, we will assess its earthquake preparedness.
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After touring the facility, we will analyze its earthquake preparedness.
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After touring the facility, we will determine its earthquake preparedness.
Correct Answer
A. After touring the facility, we will determine its earthquake preparedness.Explanation
The sentence "After touring the facility, we will determine its earthquake preparedness" is the most dangerous in terms of generating a lawsuit because it implies that the speaker has the authority to make a definitive determination about the facility's earthquake preparedness. This could potentially lead to legal consequences if the determination is inaccurate or if it is interpreted as a guarantee of safety. The other sentences (evaluate, assess, analyze) suggest a more cautious approach, indicating that further investigation or expert opinion may be necessary.Rate this question:
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- 36.
Employment recommendations should contain:
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Only positive statements about the employee.
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Negative statements about the employee only when they can be substantiated.
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Both personal and job-related information about the employee.
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All of the above.
Correct Answer
A. Negative statements about the employee only when they can be substantiated.Explanation
Employment recommendations should only include negative statements about the employee when they can be substantiated. This means that any negative feedback or criticism should be based on factual evidence or specific incidents, rather than personal opinions or assumptions. Including unsubstantiated negative statements could harm the employee's reputation and potentially lead to legal issues. Therefore, it is important for employment recommendations to focus on providing accurate and fair assessments of the employee's performance and qualifications.Rate this question:
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- 37.
Which of the following statements is the BEST statement to include in a recommendation?
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Susan is the best marketing director we have ever hired.
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Harry has the necessary traits to be promoted quickly in your firm.
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Mayumi exceeded her sales quota in each of the last five months.
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José is unreliable.
Correct Answer
A. Mayumi exceeded her sales quota in each of the last five months.Explanation
The best statement to include in a recommendation would be "Mayumi exceeded her sales quota in each of the last five months." This statement highlights Mayumi's consistent and exceptional performance in meeting or surpassing her sales targets over a significant period of time. This demonstrates her dedication, skill, and ability to consistently deliver positive results, making her a strong candidate for recommendation.Rate this question:
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- 38.
Which of the following statements is the BEST statement to include in a letter of recommendation?
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Virginia was absent four days during the last three months.
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William is an excellent employee.
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Valerie has performed her duties in an exceptional manner over the past five years.
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Ingrid lacks motivation.
Correct Answer
A. Valerie has performed her duties in an exceptional manner over the past five years.Explanation
This statement is the best to include in a letter of recommendation because it highlights Valerie's exceptional performance over a significant period of time. It demonstrates her dedication and competence in her duties, making her a strong candidate for recommendation.Rate this question:
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Quiz Review Timeline (Updated): Apr 28, 2024 +
Our quizzes are rigorously reviewed, monitored and continuously updated by our expert board to maintain accuracy, relevance, and timeliness.
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Current Version
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Apr 28, 2024Quiz Edited by
ProProfs Editorial Team -
Dec 19, 2009Quiz Created by
Sarahbee
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