CH5-drafting messages Flashcards
Describe the three parts of the second phase of the writing process.
The second phase includes (1) researching, (2) organizing, and (3) drafting.
Explain the difference between brainstorming and brainwriting
The chief difference between brainstorming and brainwriting is in how the ideas are presented: orally or in writing. Brainstorming can be a wild affair with visionary off-the-wall suggestions, whereas brainwriting is quieter and more thoughtful. Both techniques, however, end in the same place—with the selection of the best ideas.
When is the indirect strategy appropriate, and what are the benefits of using it?
The indirect strategy is appropriate for bad news, ideas that require persuasion, and sensitive news, especially when being transmitted to superiors. The benefits of using the indirect method include (1) respecting the feelings of the audience, (2) encouraging a fair hearing, and (3) minimizing a negative reaction.
What is the difference between a compound and a complex sentence? Provide an original example of each.
A compound sentence consists of two independent clauses. Example: She loves her iPad, but he prefers his Galaxy tablet. A complex sentence consists of one independent clause and one dependent clause. Example: When composing a business message, I prefer the keyboard on my desktop computer.
List four techniques for emphasizing important ideas in sentences.
Use vivid words.
Label the main idea.
Place the important idea first or last in the sentence.
Place the important idea in a simple sentence or in an independent clause.
When should business writers use active-voice sentences? When should they use passive-voice sentences? Give an original example of each.
Most business writing should use the active voice because it reveals the doer. The passive voice is useful to (1) emphasize an action or the recipient of the action, (2) de-emphasize negative news, and (3) conceal the doer of an action. Active-voice example: My team and I researched and wrote a report. Passive-voice example: A report was researched and written by my team and me.
What is paragraph coherence and how is it achieved?
Paragraphs are coherent when ideas logically follow each other. Four techniques can help writers achieve coherence: (1) sustain key ideas, (2) dovetail sentences, (3) use pronouns effectively, and (4) include transitional expressions.
What is white space and why is it important for readability?
Empty space on a page is called white space. A page crammed full of text or graphics appears busy, cluttered, and unreadable. To increase white space, use headings, bulleted or numbered lists, and effective margins.
How do bulleted and numbered lists improve readability?
One of the best ways to ensure rapid comprehension of ideas is through the use of numbered or bulleted lists. Lists provide high skim value. This means that readers can browse quickly and grasp main ideas. By breaking up complex information into smaller chunks, lists improve readability, understanding, and retention. They also force the writer to organize ideas and write efficiently.
Should headings be used in correspondence such as e-mail, memos, and letters?
Yes! Main headings, subheadings, and category headings can improve readability in e-mails, memos, and letters. Headings are an effective tool for highlighting information and improving readability. They encourage the writer to group similar material together. Headings help the reader separate major ideas from details. They enable a busy reader to skim familiar or less important information. They also provide a quick preview or review.
