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Chapter 5
MULTIPLE CHOICE. Choose the one alternative that best completes the statement or answers the question.
1) The main tasks in completing a business message consist of all the following except
A) revising B) proofreading C) forecasting D) producing
Answer: C
Diff: 1 Page Ref: 78
2) When revising a document
A) first read through it quickly to evaluate overall effectiveness
B) pay closest attention to the document's spelling
C) read just one time to finish quickly
D) first look carefully for grammatical errors
Answer: A
Diff: 2 Page Ref: 78
3) A conclusion should
A) summarize the main points
B) bring up any additional point that you forgot to include in the message
C) leave a positive impression
D) all of the above
E) only A and C
Answer: E
Diff: 2 Page Ref: 78
4) To shorten sentences
A) use passive voice
B) don't connect too many clauses with "and"
C) avoid using commas
D) all of the above
Answer: B
Diff: 2 Page Ref: 79, 80
5) Which of the following is an example of a hedging sentence?
A) The financial statement needs to have two sections.
B) The report seems to be incomplete.
C) The deadline is next Tuesday.
D) none of the above
Answer: B
Diff: 2 Page Ref: 80
6) All except __________ are written in parallel construction.
A) After completing the survey and finishing the exam, he went home
B) He needed to format the report, bind the document, and turn it in to his supervisor
C) She enjoys singing, dancing, and reading
D) He opened the office, checked the mail, and was turning on the computers
Answer: D
Diff: 2 Page Ref: 80
7) Which of the following includes a dangling modifier?
A) The vending machines are situated in the break room.
B) The break room has several vending machines for employees to use.
C) Employees will find the vending machines situated in the break room.
D) Situated in the break room, employees will find the vending machines.
Answer: D
Diff: 2 Page Ref: 80
8) When revising for clarity it is important to do all of the following except
A) avoid writing in the first person
B) use parallel construction for similar ideas
C) avoid stringing several nouns together
D) try not to display too much enthusiasm
Answer: A
Diff: 2 Page Ref: 82
9) When revising for clarity it is important to
A) keep subject and predicate as close as possible
B) avoid using active voice
C) always write in the third person
D) all of the above
Answer: A
Diff: 2 Page Ref: 81
10) All except __________ are methods of making your message more concise.
A) shorten long words and phrases
B) begin sentences with short phrases like it is or there are
C) delete unnecessary words
D) eliminate redundancies
Answer: B
Diff: 2 Page Ref: 83
11) When trying to make a message more concise
A) remove adverbs that don't add to the meaning
B) add shorter ones
C) examine every word
D) A and C
Answer: D
Diff: 2 Page Ref: 82, 83
12) To help make your writing more concise do all of the following except
A) avoid using wordy phrases
B) avoid using "you" statements
C) avoid the clutter of too many relative pronouns like who, that, or which
D) eliminate redundancies
Answer: B
Diff: 2 Page Ref: 82,83
13) All of the following phrases are redundant except
A) return home B) free gift
C) follows after D) round in shape
Answer: A
Diff: 2 Page Ref: 83
14) The four design elements include all of the following except
A) type styles B) page size C) justification D) white space
Answer: B
Diff: 2 Page Ref: 86
15) When designing a business document, a writer should
A) always center all headings and subheadings
B) try to balance graphics and text on the page
C) use at least three different typestyles to add visual appeal
D) all of the above
Answer: B
Diff: 2 Page Ref: 85
16) White space is important in a document because it
A) allows writers to get more text on one page
B) provides visual contrast for readers
C) gives readers' eyes a resting point
D) A and B
E) B and C
Answer: E
Diff: 2 Page Ref: 84
17) Justified margins are not preferred for business documents because they
A) darken the message's appearance because there is less white space
B) make the document look like a form letter
C) often cause excessive hyphenation
D) make the document harder to read
E) all of the above
Answer: E
Diff: 2 Page Ref: 85
18) Flush left, ragged-right type should used business documents because
A) Spacing between the words is larger
B) It "lightens" your message's appearance
C) It gives documents an informal, contemporary feeling of openness
D) B and C
Answer: D
Diff: 2 Page Ref: 85
19) Typeface refers to
A) the size of the letters, numbers, and other text characters
B) the physical design of letters, numbers, and other text characters
C) underlining, boldface, italics, and other modifications made to the letters, numbers, and other text characters
D) A and B
E) all of the above
Answer: B
Diff: 2 Page Ref: 86
20) A kind of sans serif typeface is
A) Times Roman B) Wingdings
C) Helvetica D) all of the above
Answer: C
Diff: 2 Page Ref: 86
21) Type style refers to
A) any modification that lends contrast or emphasis to type
B) serif and sans serif styles
C) the physical design of letters, numbers, and other text characters
D) all of the above
Answer: A
Diff: 2 Page Ref: 86
22) Boldface and italics
A) can draw attention to specific points B) can slow down readers if overused
C) should be used for complicated words D) A and B
Answer: D
Diff: 2 Page Ref: 86
23) The best font size to use for the text on most business documents is
A) 10-12 B) 13-15 C) 7-9 D) 16-18
Answer: A
Diff: 2 Page Ref: 86
24) All of the following except __________ are ways to improve proofreading.
A) Proofread 1-2 days after writing the document.
B) Proofread quickly, looking at the document in large chunks rather than at individual words to speed up the process.
C) Have a friend or colleague do the proofreading for you.
D) Read the document out loud.
Answer: B
Diff: 2 Page Ref: 88
25) Proofreading is important because it
A) adds credibility to your document
B) ensures that your document is the correct length
C) prevents other writers from stealing your ideas
D) all of the above
Answer: A
Diff: 2 Page Ref: 88
26) Valuable software functions on your word processor include
A) a formatter B) a grammar checker
C) a spell checker D) B and C above
Answer: D
Diff: 1 Page Ref: 87
27) All of the following except __________ are ways of making your document design more effective.
A) being detail-oriented B) being consistent
C) maintaining balance D) using spell check
Answer: D
Diff: 2 Page Ref: 84-87
28) When you proofread a document you should check
A) the spelling
B) the grammar
C) the margin
D) B and C
E) A and B
Answer: E
Diff: 2 Page Ref: 88
29) “Walking to the office, a red sports car passed her.” This is an example of:
A) Too many nouns
B) Dangling modifier
C) Not parallel
D) Hedging
Answer: B
Diff: 2 Page Ref: 80
30) “Miss Simms had been drenched with rain, bombarded with telephone calls, and her boss shouted at her.” This is an example of:
A) Too many nouns
B) Dangling modifier
C) Not parallel
D) Hedging
Answer: C
Diff: 2 Page Ref: 80
TRUE/FALSE. Write 'T' if the statement is true and 'F' if the statement is false.
31) Revision should only occur after you have completed the entire first draft of your message.
Answer: FALSE
Diff: 1 Page Ref: 78
32) If possible, it is better to revise a few days after completing a rough draft rather than right away.
Answer: TRUE
Diff: 1 Page Ref: 78
33) The beginning and end of a message are the parts that have the most impact on an audience.
Answer: TRUE
Diff: 2 Page Ref: 78
34) Sometimes the best way to deal with a troublesome element in a sentence is to remove it rather than trying to rewrite it.
Answer: TRUE
Diff: 2 Page Ref: 79
35) Parallel construction occurs when a writer uses the same grammatical pattern to express similar ideas.
Answer: TRUE
Diff: 1 Page Ref: 80
36) Passive construction can often result in dangling modifiers.
Answer: TRUE
Diff: 1 Page Ref: 80
37) Avoiding dangling modifiers is one way to improve the clarity of your document.
Answer: TRUE
Diff: 1 Page Ref: 80
38) One good way to shorten your sentences and improve clarity is to string many nouns together as modifiers.
Answer: FALSE
Diff: 2 Page Ref: 80
39) Whenever possible change verbs to nouns -implementation rather than implement for example- in order to sound more formal.
Answer: FALSE
Diff: 2 Page Ref: 80. 81
40) Avoid using phrases like the aforementioned, the former, the latter, because they make readers jump from point to point.
Answer: TRUE
Diff: 2 Page Ref: 81
41) In business communication it is important to always be as enthusiastic as possible in order to appear professional.
Answer: FALSE
Diff: 2 Page Ref: 81
42) A majority of executives complain that most business messages are not detailed or long enough.
Answer: FALSE
Diff: 2 Page Ref: 82
43) In business writing, longer, more formal words will make you sound more professional.
Answer: FALSE
Diff: 2 Page Ref: 82
44) Using infinitives in place of some phrases can shorten sentences and make them clearer.
Answer: TRUE
Diff: 2 Page Ref: 83
45) A sentence that begins with an indefinite pronoun such as it or there, is probably longer than it needs to be.
Answer: TRUE
Diff: 2 Page Ref: 84
46) When creating a document, the only thing that really matters is the quality of the writing; the appearance of the document is unimportant.
Answer: FALSE
Diff: 2 Page Ref: 84
47) Business writers should try to incorporate as many design elements as possible into their documents in order to make them more visually appealing and interesting to readers.
Answer: FALSE
Diff: 2 Page Ref: 86
48) All business documents should have justified margins because it makes the document look more professional.
Answer: FALSE
Diff: 2 Page Ref: 85
49) The typeface you choose can affect the tone of your message.
Answer: TRUE
Diff: 2 Page Ref: 86
50) This test uses a serif typeface.
Answer: TRUE
Diff: 2 Page Ref: 86
51) Serif typefaces are best for text rather than for large-sized headings or titles.
Answer: TRUE
Diff: 2 Page Ref: 86
52) Using all uppercase letters is a good idea when you want to draw readers' attention to a specific paragraph.
Answer: FALSE
Diff: 2 Page Ref: 86
53) If you select the right design elements, your message is guaranteed to be successful.
Answer: FALSE
Diff: 2 Page Ref: 87
54) It is a good idea to reduce your type size and decrease your margins to keep documents to as few pages as possible.
Answer: FALSE
Diff: 2 Page Ref: 87
55) One of the best ways to make your document more visually appealing and interesting is to use a wide variety of different typefaces-3-5 per page is ideal.
Answer: FALSE
Diff: 2 Page Ref: 86
56) In business writing it is a good idea to minimize the use of underlining, boldface, italics, shadow, all caps, and other type styles that will slow your reader down.
Answer: TRUE
Diff: 1 Page Ref: 86
57) The medium you use for your message makes no difference so long as your document is effectively designed and well written.
Answer: FALSE
Diff: 2 Page Ref: 86, 87
58) You do not need to proofread for spelling errors if you use the spell check feature on your computer.
Answer: FALSE
Diff: 1 Page Ref: 87
59) You cannot rely on your grammar checker; it will often miss errors.
Answer: TRUE
Diff: 1 Page Ref: 88
60) It is all right to leave a heading hanging at the bottom of a page if the text that follows it on the next page is preceded with the word continued.
Answer: FALSE
Diff: 2 Page Ref: 88
61) It is easier to proofread a routine document than a longer more complex one.
Answer: TRUE
Diff: 1 Page Ref: 88
62) Proofreading quickly is important; therefore, you should try to complete your proofreading in just one read through of the document to save time.
Answer: FALSE
Diff: 2 Page Ref: 88
63) One proofreading method is to read the page backwards to help you focus on every single word.
Answer: TRUE
Diff: 2 Page Ref: 88
64) Always try to proofread the entire document in one setting, even if it is lengthy. This will prevent interference from other work and writing.
Answer: FALSE
Diff: 2 Page Ref: 89
65) Use headings to emphasize key content.
Answer: TRUE
Diff: 2 Page Ref: 84
66) To make your message look professional, interesting and up-to-date use elements such as white space, margin, justification, type faces and type styles.
Answer: TRUE
Diff: 2 Page Ref: 84
SHORT ANSWER. Write the word or phrase that best completes each statement or answers the question.
67) When you revise for __________ you should do things like break up long sentences, rewrite hedging sentences, impose parallelism, correct dangling modifiers, and replace camouflaged verbs.
Answer: Clarity
Diff: 1 Page Ref: 78-80
68) When you revise for __________ you should do things like delete long words and phrases, eliminate redundancies, and avoid excessive enthusiasm.
Answer: Conciseness
Diff: 1 Page Ref: 82-84
69) Using the same grammatical pattern to express two or more similar ideas is called __________ construction.
Answer: Parallel
Diff: 2 Page Ref: 80
70) Sentences that include words like may or seems and that don't really say anything are called __________.
Answer: Hedging statements
Diff: 3 Page Ref: 80
71) Word combinations-like round in shape-that say the same thing twice are __________.
Answer: Redundant
Diff: 2 Page Ref: 83
72) The preferred margin type for business documents is __________.
Answer: Flush-left, ragged-right
Diff: 2 Page Ref: 85
73) Margins that are __________ have both left and right margins lining up in a solid block of text.
Answer: Justified
Diff: 2 Page Ref: 85
74) The two main categories of typefaces are __________ and __________.
Answer: Serif; Sans serif
Diff: 2 Page Ref: 86
75) In business writing you should limit the number of typefaces on a page. In general, use no more than __________ typefaces on a page.
Answer: Two
Diff: 3 Page Ref: 86
76) Two kinds of type style include __________ and __________.
Answer: Choices here include: underlining, boldface, italics, or other highlighting or decorative styles.
Diff: 2 Page Ref: 86
77) You can use __________ software for creating business visuals.
Answer: Graphic
Diff: 2 Page Ref: 87
78) ___________ are short phrases that summarize sections of the document.
Answer: Headings
Diff: 2 Page Ref: 84
79) If you sentence starts with an indefinite pronoun (an expletive) such as it or there chances are that the sentence could be ___________.
Answer: shorter
Diff: 2 Page Ref: 84
ESSAY. Write your answer in the space provided or on a separate sheet of paper.
80) Fix the parallelism problems in the following paragraph.
In order to graduate on time, he will have to take courses in finance, marketing, and how to do account management. But in order to pass them, he will have to study hard, go to class, and will probably have to be working fewer hours at his campus job.
Answer: To graduate on time, he will have to take courses in finance, marketing, and account management. But, to pass them he will have to study hard, go to class and work fewer hours at his campus job.
Diff: 3 Page Ref: 80
81) Rewrite the following sentence to improve clarity and avoid the long noun sequence.
The financial estimates and accounting consulting firm will be closed next week.
Answer: The consulting firm that does financial estimates and accounting will be closed next week.
Diff: 2 Page Ref: 79-82
82) Rewrite the sentence to avoid transforming verbs to nouns.
The manager will make a determination about when to issue the refund.
Answer: The manager will determine when to issue the refund.
Diff: 2 Page Ref: 81
83) Rewrite the sentence to keep the subject and predicate close and improve clarity.
This report will help our employees with an easy to read format and organization.
Answer: The report with its easy to read format and organization will help our employees. [or] The easy to read format and organization of this report will help our employees.
Diff: 2 Page Ref: 81
84) Rewrite the following sentence to remove the dangling modifier.
Lying next to the filing cabinet, the office manager found the financial report.
Answer: The office manager found the financial report next to the filing cabinet.
Diff: 2 Page Ref: 81
85) Remove the awkward references to improve clarity.
Of the inventory and marketing departments, we announced that only the former will undergo a review this year, while the latter will undergo a review next spring.
Answer: We will review the marketing department this year and the inventory department next spring.
Diff: 3 Page Ref: 81
86) Rewrite the following sentence to avoid excessive enthusiasm.
We are thrilled to announce the very important merger of our extraordinarily effective accounting department with our very highly efficient finance department.
Answer: We are pleased to announce the merger of our finance and accounting departments. [or] The finance and accounting departments will merge.
Diff: 2 Page Ref: 81
87) Rewrite the following sentence in a more concise way by eliminating the wordy phrases.
In view of the fact that the customer service department is closed, we do not have the capability of offering refunds until such a time as they reopen.
Answer: We cannot offer refunds until the customer service department opens.
Diff: 2 Page Ref: 81, 82
88) Rewrite the following sentence in a more concise way by eliminating the wordy phrases.
Due to the fact that there has been a decline in revenues, layoffs of employees are likely to occur until such a time as the economy improves.
Answer: Because revenues have declined, layoffs are likely until the economy improves.
Diff: 2 Page Ref: 82
89) Rewrite the following sentence in a more concise way by eliminating excessive relative pronouns and articles.
If the system is not shut down correctly, it may accidentally delete the documents that have not been saved.
Answer: If the system is not shut down correctly, it may accidentally delete unsaved documents.
Diff: 2 Page Ref: 82, 83
90) Rewrite the following sentence in a more concise way using infinitive phrases.
If you want clarity in your writing, you must revise carefully.
Answer: To write clearly, revise carefully.
Diff: 2 Page Ref: 83
91) Rewrite the following sentence in a more concise way by using short, simple words.
During the preceding month, company managers became cognizant of the fact that an increase in low employee morale was a direct causation of the decrease in sales.
Answer: Last month, managers realized that low employee morale was decreasing sales.
Diff: 2 Page Ref: 83
92) Rewrite the following sentence in a more concise way by using short, simple words.
Effective immediately, all employees need to terminate their excessive utilization of the office duplication machine for personal endeavours.
Answer: The office copier is not for personal use. [or] Please do not make personal copies.
Diff: 2 Page Ref: 83
93) Rewrite the following sentence in a more concise way by eliminating redundancies.
The engineers collaborated together in order to produce the uniquely original final outcomes of their research.
Answer: The engineers collaborated to produce their original research outcomes.
Diff: 2 Page Ref: 99
94) Rewrite the following sentence in a more concise way by eliminating the indefinite pronouns in the opening.
There are three new tenants who are moving in today.
Answer: Three new tenants are moving in today.
Diff: 2 Page Ref: 84
95) Briefly explain what the opening of a document should accomplish.
Answer: The opening of a shorter document should be relevant, interesting and geared to the reader's probable reaction. For longer messages the opening should establish the subject, purpose, and organization of the material.
Diff: 3 Page Ref: 78
96) Conclusions should accomplish what two tasks?
Answer: 1) summarize the main idea 2) leave the audience with a favourable impression
Diff: 3 Page Ref: 78
97) Explain how the 5 design techniques work together to create an effective message.
Answer: The five design techniques are: Balance all visual elements; Strive for simplicity in design; Be consistent throughout a message; Pay attention to design details; Use the best technology available.
This essay should discuss the importance of paying attention to all of these elements to help readers quickly read and understand a business document. The best-designed documents balance text, graphics, and white space. They do not look cluttered, and they do not overwhelm readers. Writers need to be consistent in their use of margins, headings, type size, typeface; all design details should be carefully considered. Finally, technology can greatly help with this process of designing a document that looks professional and is easy to read.
Diff: 3 Page Ref: 86
98) Explain the importance and process of proofreading. Why does it matter and what should you look for?
Answer: This essay should mention that proofreading is important because errors will make the document harder to read and understand, and they will detract from the writer's credibility. When proofreading you should look at every word and punctuation point as well as at the overall format and design of the document. This includes a wide range of things such as page layout, margins, consistency, headings, type size, type face, grammar, usage, punctuation, spelling, columns, graphics, etc.
Diff: 3 Page Ref: 88, 89
99) Discuss the rules-the 7 tips-of proofreading. What is an effective process?
Answer: This essay should address the following 7 points: Read a document several times when proofreading. Focus on different aspects each time. Use tactics to avoid the errors and typos that your brain has been trained to ignore. They include reading the page backwards, reading out loud, and reading each word or sentence alone. Have others proofread for you. Try to wait a day or two after you have written the document before you proofread it. Avoid proofreading large amounts of text in one sitting. Focus carefully on what you are doing. Take your time; don't rush proofreading.
Diff: 3 Page Ref: 88, 89
100) List 3 of the 4 methods for preventing perceptual tricks.
Answer: 1) Read the document backwards-from bottom to top. 2) Place your finger under each word and read it silently. 3) Make a slit in a sheet of paper that reveals only one line at a time. 4) Read the document out loud.
Diff: 3 Page Ref: 88
101) Explain the importance of revising for clarity.
Answer: This essay should discuss the problems that can result from an unclear document. Readers may not understand key points, writers will not accomplish their purpose, time may be wasted trying to figure out the writer's intent.
Diff: 2 Page Ref: 79-81
102) List and describe the 9 techniques for revising for clarity.
Answer: The 9 techniques are: Break up overly long sentences-don't connect too many clauses with and. Rewrite hedging sentences-avoid using may or seems. Impose parallelism-use the same grammatical pattern to express two or more similar ideas. Correct dangling modifiers-delete phrases with no connection to the subject of the sentence or those that are too closely placed to the wrong noun or verb. Reword long noun sequences-avoid stringing many nouns together as modifiers. Replace camouflaged verbs-watch for verbs that have been turned into nouns. Clarify sentence structure-keep the subject and predicate of a sentence as close together as possible. Clarify awkward references-avoid words and phrases which cause readers to jump from point to point. Moderate your enthusiasm-don't overuse adjectives and adverbs to sound falsely positive.
Diff: 3 Page Ref: 79-81
103) Discuss the importance of making a document more concise.
Answer: This essay should discuss the preference of many business executives for shorter documents. Also, time is important in the business world and shorter documents will save time. Additionally, people are more likely to read shorter documents-long blocks of text will discourage most readers. Finally, many documents are much longer than they need to be. The extra words are a detriment to clear and quick understanding.
Diff: 3 Page Ref: 82-84
104) List and explain the 4 techniques for making documents more concise.
Answer: The four techniques are: Delete unnecessary words and phrases-frequently you can say something more efficiently with one word than you can with a longer phrase. Shorten long words and phrases-short words are generally more vivid and easier to read than long ones are. Eliminate redundancies-avoid word combinations that say the same thing. Rewrite "it is/there are" starters-you can usually shorten sentences that start with these phrases.
Diff: 3 Page Ref: 82-84
105) Discuss the dangers and benefits of using technology when writing, designing, and proofreading a document.
Answer: Word processors, computer software, graphics programs, etc. are all an excellent tool for business writers. They can save time, create a more professional, visually appealing product, and improve the credibility of the document. But, they will not create the document for you, and they do not take the place of good writing, clear design, and careful proofreading.
Diff: 3 Page Ref: 87, 88
106) Rewrite the following sentences to improve the clarity, conciseness, and design of the message.
DUE TO THE FACT THAT SOME PROBLEMS HAVE BEEN DISCOVERED WITH THE TIME CARD SYSTEM, IT IS IMPERATIVE THAT ALL EMPLOYEES REMEMBER TO CORRECTLY FILL OUT THEIR TIME CARDS, PUNCH OUT WHEN THE TERMINATION OF THEIR SHIFT commences, AND THEY MUST BE SURE THAT THEIR SIGNATURE IS AT THE BOTTOM OF THE CARD.
Answer: Be sure that the correction is not in all caps or underlined. There are also errors in clarity and conciseness. A possible fix might be:
There have been some problems with the time card system. Please remember to fill out your time cards correctly, punch out when your shift ends, and sign the bottom of the card.
Diff: 3 Page Ref: 78-87
107) List the three main tasks involved in completing a business message.
Answer: Revising your message is the first step. This involves rewriting and editing for clarity and conciseness. The next step is producing your message. This involves selecting the appropriate and effective design as well as using computers to improve your message. Finally the third step is proofreading your message to improve its professional image and yours.
Diff: 3 Page Ref: 78-88
108) When selecting the right design elements in producing your message, list the seven tips discussed to make your message more attractive and contemporary.
Answer: Reflect a modern appearance to help, especially busy readers, get your message. Emphasize main parts of your message by balancing text with graphics. Use white space to show organization and provide visual contrast for your readers. Use headings, which are short phases that summarize a section of the document, to emphasize key content. Improve readability through margins and layout. Choose easy-to-read typefaces but be sure to limit the number of type faces to no more than two on a page. Use type styles to dramatize important information but remember to use sparingly so you do not slow down the reader’s progress through the message.
Diff: 3 Page Ref: 86