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CHAPTER 5 COMPLETING BUSINESS MESSAGES

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CHAPTER 5 COMPLETING BUSINESS MESSAGES. True/False ______ If possible, it is better to revise a few days after completing a first draft rather than right away. ______The beginning and end of a message are the parts that have the most impact on an audience.

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slide2
True/False
  • ______ If possible, it is better to revise a few days after completing a first draft rather than right away.
  • ______The beginning and end of a message are the parts that have the most impact on an audience.
  • ______ Hedging statements are used when the writer wants to avoid stating a judgment as fact.
slide3
True/False
  • ______ If possible, it is better to revise a few days after completing a first draft rather than right away.
  • ANSWER: True. This lets you approach the material with a fresh eye.
  • DIFFICULTY: easy; PAGE: 92; OBJECTIVE: 1; TYPE: concept; AACSB: Communication
  • ______The beginning and end of a message are the parts that have the most impact on an audience.
  • ANSWER: True. These sections are read first and make the most impact on the audience.
  • DIFFICULTY: moderate; PAGE: 92; OBJECTIVE: 1; TYPE: concept; AACSB: Communication
  • ______ Hedging statements are used when the writer wants to avoid stating a judgment as fact.
  • ANSWER: True. Hedging statements are used when the writer wants to avoid stating a judgment as fact.
  • DIFFICULTY: moderate; PAGE: 95; OBJECTIVE: 3; TYPE: concept; AACSB: Communication
slide4
Fill-in the blank
  • The ______ of a document should summarize the main idea and leave the audience with a positive impression.
  • Unlike informative headings, ______ headings identify a topic but do little more.
  • To eliminate ______ sentences, you should avoid words such as “may” or “seems.”
slide5
Fill-in the blank
  • The ______ of a document should summarize the main idea and leave the audience with a positive impression.
  • ANSWER: Conclusion
  • DIFFICULTY: moderate; PAGE: 93; OBJECTIVE: 1; TYPE: concept; AACSB: Communication
  • Unlike informative headings, ______ headings identify a topic but do little more.
  • ANSWER: Descriptive
  • DIFFICULTY: difficult; PAGE: 94; OBJECTIVE: 2; TYPE: concept; AACSB: Communication
  • To eliminate ______ sentences, you should avoid words such as “may” or “seems.”
  • ANSWER: Hedging
  • DIFFICULTY: moderate; PAGE: 95; OBJECTIVE: 3; TYPE: concept; AACSB: Communication
slide6
Multiple Choice
  • All of the following are points to consider in making the design elements effective, except
    • strive for a number of decorative touches.
    • be consistent throughout the message regarding margins, type size, and typeface.
    • balance all of the visual elements.
    • pay attention to design details such as headings, column width, etc.
  • All of the following are ways of making your document design more effective except
    • being consistent.
    • maintaining balance.
    • using spell check.
    • being detail oriented.
slide7
All of the following are points to consider in making the design elements effective, except
    • strive for a number of decorative touches.
    • be consistent throughout the message regarding margins, type size, and typeface.
    • balance all of the visual elements.
    • pay attention to design details such as headings, column width, etc.
  • ANSWER: a. Pointers include: be consistent; balance text, white space and visuals; strive for simplicity; and attention to details.
  • DIFFICULTY: difficult; PAGE: 104; OBJECTIVE: 5; TYPE: concept; AACSB: Communication
  • All of the following are ways of making your document design more effective except
    • being consistent.
    • maintaining balance.
    • using spell check.
    • being detail oriented.
  • ANSWER: c. Although it is important to check for spelling errors, using spell check is not a method of improving the design of your documents.
  • DIFFICULTY: moderate; PAGE: 104; OBJECTIVE: 5; TYPE: concept; AACSB: Communication
slide8
APPENDIX A

FORMAT AND LAYOUT OF BUSINESS DOCUMENTS

slide9
Multiple Choice

1. The quality of paper is measured by

  • length and width.
  • weight and cotton content.
  • color and texture.
  • whether or not it is imprinted with the name and address of the company.

2. The proper sequence for the standard parts of a letter is

  • heading, date, inside address, salutation, body, complimentary close, signature block.
  • date, heading, inside address, salutation, body, typewritten name, complimentary close.
  • salutation, date, heading, inside address, body, complimentary close, signature block.
  • inside address, heading, date, salutation, body, complimentary close, typewritten name.
slide10
APPENDIX A
  • FORMAT AND LAYOUT OF BUSINESS DOCUMENTS
  • Multiple Choice
  • 1. The quality of paper is measured by
  • length and width.
  • weight and cotton content.
  • color and texture.
  • whether or not it is imprinted with the name and address of the company.
  • ANSWER: b. These are two criteria.
  • DIFFICULTY: moderate; PAGE: A-1; TYPE: concept
  • 2. The proper sequence for the standard parts of a letter is
  • heading, date, inside address, salutation, body, complimentary close, signature block.
  • date, heading, inside address, salutation, body, typewritten name, complimentary close.
  • salutation, date, heading, inside address, body, complimentary close, signature block.
  • inside address, heading, date, salutation, body, complimentary close, typewritten name.
  • ANSWER: a. This is the correct order.
  • DIFFICULTY: moderate; PAGES: A-2–A-6; TYPE: concept
slide11
True/False
  • Letterhead stationery never includes the URL of the company’s website.
  • In business documents, abbreviations such as U.S.A. and M.B.A. must always contain periods.
  • “Sept. 10th, 2009” is the correct way to type the date in a letter.
slide12
True/False
  • 11. Letterhead stationery never includes the URL of the company’s website.
  • ANSWER: False. This is commonly included.
  • DIFFICULTY: easy; PAGE: A-2; TYPE: concept
  • 12. In business documents, abbreviations such as U.S.A. and M.B.A. must always contain periods.
  • ANSWER: False. These abbreviations may or may not include periods, but should never have internal spaces.
  • DIFFICULTY: moderate; PAGE: A-2; TYPE: concept
  • 13. “Sept. 10th, 2009” is the correct way to type the date in a letter.
  • ANSWER: False. There are several acceptable formats, but none would include th following the date.
  • DIFFICULTY: moderate; PAGE: A-2; TYPE: application
slide13
APPENDIX B

DOCUMENTATION OF REPORT SOURCES

slide14
Multiple Choice
  • With MLA style, you use
  • the author-date system.
  • the author-page number system.
  • superscripts and footnotes or endnotes.
  • full citations within the text itself.
  • In the list of works cited following the MLA style
  • the date comes immediately after the author’s name.
  • electronic sources are not included.
  • the titles of books and periodicals are put in quotation marks.
  • all the main words are capitalized in the titles of books and articles.
slide15
Multiple Choice
  • 9. With MLA style, you use
  • the author-date system.
  • the author-page number system.
  • superscripts and footnotes or endnotes.
  • full citations within the text itself.
  • ANSWER: b. MLA citations include the author’s last name and a page reference following the cited material.
  • DIFFICULTY: moderate; PAGE: A-24; TYPE: concept
  • 10. In the list of works cited following the MLA style
  • the date comes immediately after the author’s name.
  • electronic sources are not included.
  • the titles of books and periodicals are put in quotation marks.
  • all the main words are capitalized in the titles of books and articles.
  • ANSWER: d. This is one characteristic that distinguishes MLA style from APA style.
  • DIFFICULTY: moderate; PAGE: A-25; TYPE: concept
slide16
True/False
  • Always use APA style for documentation in business reports, even if your employer or client normally uses a different form.
  • The Chicago Humanities style refers to the documentation style used by companies in the Chicago area.
  • Footnotes and endnotes are identical; the only difference between the two is their placement.
slide17
True/False
  • Always use APA style for documentation in business reports, even if your employer or client normally uses a different form.
  • ANSWER: False. If your employer or client specifies a form, use it.
  • DIFFICULTY: moderate; PAGE: A-20; TYPE: concept

The Chicago Humanities style refers to the documentation style used by companies in the Chicago area.

  • ANSWER: False. It refers to a style of documentation recommended in the Chicago Manual of Style.
  • DIFFICULTY: moderate; PAGE: A-20; TYPE: concept

Footnotes and endnotes are identical; the only difference between the two is their placement.

  • ANSWER: True. This is the only difference.
  • DIFFICULTY: moderate; PAGE: A-20; TYPE: concept