Chapter 4: Word Choice, Conciseness, and Tone

Question 1

What is plain style or plain language?

Answer 1

Plain style or plain language is a style of writing that values simplicity, directness, and clarity.

It makes it acceptable to write in the same everyday language that you use when you speak, putting the reader first and making information meaningful.

Question 2

What are some common-sense principles that characterize plain style?

Answer 2

Use common, everyday words.
Use reasonable sentence lengths.
Use the active voice and phrasal verbs.
Place the subject as close as possible to the verb.
Use personal pronouns like I, you, and we.
Use clear, unambiguous language.

Question 3

What are “voice” and “phrasal verb” in writing?

Answer 3

“Voice” is a term that describes a verb’s ability to show whether the subject of a sentence acts or is acted upon.

A “phrasal verb” is a verb that combines with one or more prepositions to deliver its meaning.

Question 4

What is the difference between ambiguity and vagueness in language?

Answer 4

Ambiguity refers to an inexact expression that has multiple meanings and is therefore open to interpretation.

Vagueness is a lack of certainty or specificity in meaning, making it difficult for readers to form any interpretation.

Question 5

What is jargon and when is it permissible to use?

Answer 5

Jargon is the specialized terminology of a field or outdated, unnecessary words used in a business context. It is permissible when it is purposeful, transparent, and understood by the audience.

Question 6

What is a buzzword and why is it often discouraged in writing?

Answer 6

Buzzwords are fashionable, often technical-sounding pieces of jargon.

They are often discouraged in writing because they tend to go out of style quite quickly, often through overuse, and can act as a smokescreen, obscuring true meaning or performance issues.

Question 7

What is the main principle of Word Choice Step 1: Use Familiar Words?

Answer 7

The principle is to rely on familiar, accessible language — common, everyday words of one or two syllables. Long, pretentious words usually alienate readers instead of impressing them.

The rule also applies to foreign words and phrases, jargon, buzzwords and words borrowed from French.

Question 8

How to deal with words ending in -ize, -ization, -tion, -ment, -ate, or -ism?

Answer 8

Curb the use of these words as they may lead to an inflated, heavy-handed style that obstructs comprehension.

Opt for simpler substitutes whenever possible, keeping in mind that bigger isn’t always better.

Question 9

When is the use of jargon justified in business communication?

Answer 9

Jargon is justified when it is essential for conducting business, describing sophisticated concepts and activities, and when it is universally understood by the audience

Question 10

What is the role of familiar words in business communication?

Answer 10

Using familiar words is important for getting simple, time-sensitive messages across. Sophisticated vocabulary should be saved for types of writing that require greater finesse or formality.

Question 11

What is the importance of using fresh and current language in businesses?

Answer 11

Using modern and contemporary language reflects and reinforces a company’s progressive approach, contributes to a modern image, and aids effective communication.

Question 12

What are clichés?

Answer 12

Clichés are descriptive expressions that have been drained of meaning through overuse. They often hinder effective communication.

Question 13

Why should outdated business expressions be retired?

Answer 13

Outdated business expressions can come across as stiff and antiquated, making them less effective for communication.

They could also undermine a company’s modern image.

Question 14

What is slang and why should it be avoided in professional communication?

Answer 14

Slang refers to colorful, highly informal words or phrases specific to a particular era, locality, or occupation.

Slang can be ambiguous or misleading and can come off as unprofessional, thus it should generally be avoided.

Question 15

Why should the use of instant messaging abbreviations, emoticons, and emojis be considered carefully in business communication?

Answer 15

These elements can make communication more casual, which may not be appropriate for formal business contexts. Overuse can harm perceptions of professionalism and competence.

Question 16

What are acronyms?

Answer 16

Acronyms are pronounceable words formed from the initial letters of other words, such as “NATO”.

Question 17

What are the effects of emoticons and emojis in business communication?

Answer 17

While they can express emotion and add a personal touch, they can also reduce perceptions of competence in more formal settings.

They’re more effective in less formal settings where they can express warmth.

Question 18

What is an emoticon?

Answer 18

An emoticon is a symbol, created with keystrokes, that represents a facial expression to convey an emotion in text-based communication.

Question 19

What is an emoji?

Answer 19

An emoji is a digital pictogram used to express strong emotion in electronic communication.

They can vary in meaning depending on cultural interpretation.

Question 20

FIGURE 4.1 Tips for Ethical Business Communication

Answer 20

Question 21

Why is it important for businesses to use fresh and current language?

Answer 21

To reflect and reinforce their progressive approaches and technologies, and to maintain a modern and up-to-date corporate image.

Question 22

What are clichés and why should they be replaced in business communication?

Answer 22

Clichés are overused, tired expressions that have lost their ability to communicate effectively.

They should be replaced with fresh, direct language to maintain effective communication.

Question 23

Why should businesses retire outdated business expressions?

Answer 23

Outdated business expressions can be perceived as artifacts rather than communicative tools. Using modern phrases helps to project a modern, contemporary image.

Question 24

What is slang and why is it generally avoided in professional communication?

Answer 24

Slang refers to colorful, highly informal words or phrases whose meanings are specific to a particular era, locality, or occupation.

It’s typically avoided due to its short shelf life, limited audience understanding, and informal nature.

Question 25

What are the implications of using instant messaging abbreviations, emoticons, and emojis in professional contexts?

Answer 25

While these elements can enhance informal digital communication, they may not translate well to formal business contexts, potentially damaging perceptions of professionalism and competence.

Question 26

How do the interpersonal context and formality of the interaction influence the effectiveness of emoticons and emojis?

Answer 26

In one-to-one interactions, emoticons can work well by creating good feelings. However, in broader settings like social media, the same emoticon may not be recognized as personally directed, reducing its value and perceived authenticity.

Question 27

What are concrete nouns and abstract nouns?

Answer 27

Concrete nouns refer to things knowable through the senses (e.g., computer, annual report), while abstract nouns refer to intangible things knowable only through the intellect (e.g., integrity, loyalty).

Question 28

Why is it important to provide specific details in business communication?

Answer 28

Specific details help readers act on information and requests.

Concrete language can support and explain abstract words, and quantifiable facts can provide clarity and avoid vagueness.

Question 29

What are idiomatic expressions, and why might they be problematic in business communication?

Answer 29

Idioms are word groupings that have a special meaning distinct from their literal meaning. They can be difficult for non-native speakers to understand, potentially leading to miscommunication.

Question 30

What is an analogy and how can it be used in business communication?

Answer 30

An analogy explains something unfamiliar or complex by likening it to something familiar. It can make complex concepts clearer and more understandable.

Question 31

Why should ambiguous and non-idiomatic expressions be avoided in business communication?

Answer 31

Ambiguous statements can lead to confusion as they can be interpreted in multiple ways.

Non-idiomatic expressions might not “sound right” to the reader and could lead to misunderstandings. It’s better to use clear, straightforward language.

Question 32

Question: What are the guidelines for effective word choice in communication?

Answer 32

Use language that is plain and familiar, fresh and current, specific and functional, and factual and ethical.

Question 33

Why is conciseness important in business communication?

Answer 33

Conciseness saves time for the readers and delivers the message directly. It translates into goodwill from busy individuals that you communicate with regularly.

Question 34

What are some strategies to achieve conciseness in writing?

Answer 34

Strategies include eliminating long lead-ins, revising noun conversions, eliminating redundancies, and revising empty words and phrases.

Question 35

What is a noun conversion and why should it be avoided?

Answer 35

Noun conversions occur when verbs are turned into nouns, often with the addition of a -sion, -tion, or -ment ending.

They should be avoided because they can make writing weak and wordy

Question 36

What is the difference between active and passive voice, and which should be preferred in business communication?

Answer 36

Active voice is when the grammatical subject of a sentence performs the action, while passive voice is when the subject is acted upon.

Active voice is usually preferred in business communication for its directness and clarity.

Question 37

Why is it important to be concise in business communication?

Answer 37

Conciseness in business communication is crucial because it saves time for the reader, gets the message across directly, and builds goodwill among busy individuals you communicate with regularly.

Question 38

What could be the result of being too concise in communication?

Answer 38

Being overly concise can make messages sound uneven, blunt, or rude. It might leave out essential details or development necessary for a clear and complete message

Question 39

What does it mean to be concise?

Answer 39

Being concise means using the fewest words possible to accurately and completely express what you need to say.

Question 40

What are some ways to keep your messages concise?

Answer 40

Strategies for maintaining conciseness include eliminating long lead-ins, revising noun conversions, eliminating redundancies, revising empty words and phrases, using strong verbs, revising wordy prepositional phrases, eliminating fillers, shortening multiple “that/which/who” clauses, and combining multiple short sentences.

Question 41

Why should noun conversions be avoided?

Answer 41

Noun conversions, or nominalizations, make your writing weak and wordy. When verbs are turned into nouns, they lose their power and agency, which weakens the impact of your writing.

Question 42

How can active voice improve conciseness?

Answer 42

Active voice can improve conciseness by making sentences more direct and less complicated. It involves the subject of a sentence performing the action, which makes the message clearer.

Question 43

How can visuals contribute to conciseness?

Answer 43

Visuals such as photos, illustrations, and graphs can convey a large amount of data in a concise and impactful way. They can provide context or detail without needing additional textual explanation.

Question 44

Checklist for Conciseness:

Answer 44

Have you used as few words as possible to make your point?
Have you eliminated long lead-ins and sentence fillers?
Have you replaced noun conversions (and -ize words) with strong verbs?
Have you eliminated redundancies, empty words, and empty phrases?
Have you replaced prepositional phrases with single-word modifiers?
Have you shortened clumsy that/which/who clauses and combined short, related sentences?
Have you considered replacing text with visual elements?

Question 45

What is tone in business communication?

Answer 45

Tone refers to the writer’s implied attitude toward the subject and readers, reflected by word choice.

Question 46

How does tone in written communication create an impression?

Answer 46

In written communication, tone is conveyed through the words used and the length and structure of sentences, as vocal inflection and visual cues are absent.

Question 47

What does the tone of a message in business communication should do?

Answer 47

The tone of a message should support its content and remain consistent from beginning to end.

Question 48

What factors influence the appropriate tone in workplace communication?

Answer 48

The writing situation, purpose, and channel of communication determine the appropriate tone in workplace communication.

Question 49

Why is consistency in tone important in business communication?

Answer 49

Inconsistent shifts in tone give mixed messages, confuse readers, and unsettle them about the writer’s attitude and intentions.

Question 50

How can a writer ensure the right impression with their chosen tone?

Answer 50

The writer should establish a tone that supports the content and creates the desired impression in their communication

Question 51

Definition of denotation

Answer 51

A word’s literal or dictionary definition.

Question 52

Definition of connotation.

Answer 52

A word’s implied or associative meaning, often coloured by emotion.

Question 53

What is the difference between denotation and connotation?

Answer 53

Denotation refers to a word’s literal or dictionary definition, while connotation refers to a word’s implied or associative meaning, often colored by emotion.

Question 54

How can connotation shape perceptions?

Answer 54

Connotation has the power to shape perceptions by differentiating words with similar or overlapping meanings and influencing the reader’s reaction.

Question 55

What is an example of connotation influencing perception?

Answer 55

A “pre-owned” vehicle may sound like a better investment than a “used” or “second-hand” car, even if the products are the same, due to the connotations associated with the terms

Question 56

How can being aware of connotations benefit a writer?

Answer 56

Being aware of connotations helps a writer anticipate the reader’s reaction and choose words with the most appropriate connotations for effective communication.

Question 57

What does denotation refer to in word analysis?

Answer 57

Denotation refers to a word’s literal or dictionary definition, without considering its emotional or associative meanings.

Question 58

FIGURE 4.2 Denotation vs. Connotation

Answer 58

Question 59

What is formality in writing?

Answer 59

Formality, or “register,” in writing refers to observing style rules and conventions and considering language use in a particular social context for a specific purpose

Question 60

What is the recommended style for most business writing?

Answer 60

Most business writing aims for a mid-level style that is fairly conversational and moderately informal, meeting the needs of a wide audience

Question 61

How can you achieve a conversational writing style?

Answer 61

To write conversationally, imagine yourself having an ordinary face-to-face discussion or meeting with your reader, expressing yourself naturally and unforced. Avoid being overly chatty or repetitive.

Question 62

What are the elements of a mid-level writing style?

Answer 62

The elements of a mid-level writing style include an even-handed, efficient, and conversational tone, a mix of familiar words and business terms, correct grammar and standard punctuation, manageable sentence structure, single-word and phrasal verbs, occasional contractions, personal pronouns, and limited forms of personal address.

Question 63

What should be avoided in a mid-level writing style?

Answer 63

A mid-level writing style should avoid slang, legalisms, long words, and outdated language, as they can create an impression of carelessness and suggest poor work habits.

Question 64

What is personal style in writing?

Answer 64

Personal style in writing is characterized by the free use of first- and second-person pronouns (I, me, we, us, you). It creates a sense of warmth, friendliness, and candor, helping to build rapport and engage readers

Question 65

What is impersonal style in writing?

Answer 65

Impersonal style in writing uses only third-person pronouns (he, she, it, one, they). It sounds detached yet objective, emphasizing facts and concepts rather than the writer’s perspective.

Question 66

What impression does a personal writing style create?

Answer 66

A personal writing style gives an impression of warmth, friendliness, and candor. It involves incorporating first- and second-person pronouns, which help to build rapport and engage readers.

Question 67

When is an impersonal writing style commonly used?

Answer 67

An impersonal writing style is commonly used for announcements and policy statements. It emphasizes facts and concepts while sounding objective and detached.

Question 68

Characteristics of the Personal Style

Answer 68

Question 69

Characteristics of Impersonal style

Answer 69

Question 70

Why is positive wording important in messages?

Answer 70

Why is positive wording important in messages?
Answer: Positive wording makes messages reader-friendly and inviting. It helps create a more receptive atmosphere for good news or neutral information.

Question 71

How can negative wording be avoided for positive or neutral ideas?

Answer 71

Negative wording can be avoided by emphasizing what the reader can do instead of what they can’t.
Focusing on the possibilities and benefits rather than limitations or restrictions.

Question 72

What impact can negative words have on readers?

Answer 72

Negative words, if used inappropriately, can create a harsh or adversarial tone that antagonizes readers. It’s important to weigh the impact of negative words before using them, considering how they may affect the reader’s perception.

Question 73

How can unfavourable facts be depersonalized and reduced in negativity?

Answer 73

Unfavourable facts can be depersonalized and reduced in negativity by using dependent clauses and the passive voice. This helps to present the information in a less direct and confrontational manner.

Question 74

Why is it important to stress reader benefits and relevance in messages?

Answer 74

Stressing reader benefits and relevance helps readers understand how the information concerns them and how they stand to benefit.

It increases their engagement and likelihood of following instructions or complying with requests.

Question 75

What is the “you-attitude” in writing?

Answer 75

The “you-attitude” is a writing style that focuses on the reader rather than the writer. It presents information from the reader’s point of view, making them feel involved and considered.

Question 76

How can you involve readers in your message using the “you-attitude”?

Answer 76

You can involve readers by addressing them directly and indicating their specific role or perspective in the message. This helps create a reader-focused approach and enhances their connection to the content.

Question 77

How can you emphasize benefits to readers in your messages?

Answer 77

Put yourself in your readers’ place and appeal to their interests by highlighting what they stand to gain. By indicating the benefits they will receive, you provide incentive and motivation for a favorable and action-oriented respons

Question 78

In what type of messages is emphasizing reader benefits particularly effective?

Answer 78

Emphasizing reader benefits is particularly effective in service-oriented messages, where it can serve as a strong motivator for a positive response.

Question 79

Figure: You-Attitude

Answer 79

Question 80

Figure: You-attitude

Answer 80

Question 81

What is the purpose of using inclusive language in business writing?

Answer 81

The purpose of using inclusive language in business writing is to promote equality, respect, and avoid discrimination. It shows sensitivity, consideration, and respect for all individuals, fostering a more inclusive and welcoming business environment.

Question 82

What are some strategies for using inclusive language in business writing?

Answer 82

Some strategies for using inclusive language in business writing include:

Avoiding discriminatory comments and references
Using gender-neutral job titles and salutations
Revising sentences containing sexist terms and assumptions
Using gender-neutral pronouns
Being respectful and courteous in addressing individuals

Question 83

What should you avoid when using inclusive language?

Answer 83

When using inclusive language, you should avoid making discriminatory comments, using sexist salutations, and making assumptions based on gender. It’s important to refrain from using discriminatory language and references that can contribute to negative stereotypes.

Question 84

Why is it important to use gender-neutral pronouns?

Answer 84

Using gender-neutral pronouns is important to avoid assumptions and promote inclusivity. It allows individuals to be addressed in a way that aligns with their gender identity and avoids excluding or misgendering anyone.

Question 85

How can you ensure the use of inclusive language when referring to specific individuals?

Answer 85

To ensure the use of inclusive language when referring to specific individuals, use the pronoun that person uses when referring to themselves. If you’re unsure, politely ask the person which pronoun they prefer to use.

Question 86

What are the potential consequences of using discriminatory or gender-biased language?

Answer 86

Using discriminatory or gender-biased language, even unintentionally, can demean and offend readers. It can lead to negative stereotypes, harm relationships, and even result in legal consequences, such as harassment suits. Using inclusive, bias-free language that treats all groups equally and fairly is essential for building goodwill and better business relations.

Question 87

What is the role of inclusive language in creating a positive business environment?

Answer 87

Inclusive language plays a crucial role in creating a positive business environment by promoting equality, respect, and sensitivity. It shows consideration for all individuals, fosters mutual respect, and contributes to better communication and relationships among colleagues and clients.

Question 88

Why is it important to use respectful and accurate language in business writing?

Answer 88

Using respectful and accurate language in business writing is important to show consideration and respect for individuals and groups. It avoids stereotypes, promotes inclusivity, and fosters positive communication and relationships.

Question 89

What should you consider when identifying a person’s or group’s nationality or ethnicity, disability, gender identity, or sexual orientation?

Answer 89

When identifying a person’s or group’s nationality or ethnicity, disability, gender identity, or sexual orientation, always use the terms most commonly preferred by members of the group. It is important to research and understand their preferences beforehand to ensure accurate and respectful language usage

Question 90

What are some examples of preferred terms for specific groups?

Answer 90

Indigenous Peoples is generally preferred over Aboriginal Peoples or Native Peoples.
Inuit is a plural noun meaning “the people,” while Inuk is the singular noun and Inuit is the plural noun.
The Métis are a culturally distinct people, and it’s important to verify how they define and refer to themselves.
When referring to specific First Nations or groups, use the spelling and terminology they use to refer to themselves.

Question 91

What is person-first language and why is it important?

Answer 91

Person-first language refers to using language that emphasizes the person rather than the disability or condition. It is important to use a person with a disability rather than a disabled person, as it respects their individuality and promotes inclusivity and dignity.

Question 92

What does the acronym LGBTQ2S stand for, and why is it preferred?

Answer 92

The acronym LGBTQ2S stands for lesbian, gay, bisexual, transgender, queer, and two-spirit. It is generally preferred over less inclusive alternatives. LGBTQ2SIA may also be used, with I and A referring to intersex and asexual, respectively. Using inclusive terminology respects and acknowledges the diversity within the LGBTQ2S+ community

Question 93

How can you stay updated on rapidly changing terminology?

Answer 93

To stay updated on rapidly changing terminology, continuously check in with the groups and individuals you are communicating with. Research their preferred terminology and be open to learning and adapting your language usage accordingly.

Question 94

What are some strategies for writing with confidence?

Answer 94

Select the right level of formality and choose words in the appropriate register.

Be positive and use constructive language, avoiding dwelling on negatives.

Stress reader benefits and relevance by adopting a sincere you-attitude.

Show courtesy and consideration by being polite.
Use inclusive language and avoid discrimination by using bias-free terms.

Be firm and decisive in your writing, but avoid arrogance.

Question 95

What are the guidelines for tone when writing with confidence?

Answer 95

Select the appropriate level of formality for your message.

Use positive language and focus on constructive aspects.

Cultivate a sincere you-attitude and consider the reader’s point of view.

Show courtesy and consideration through polite language.

Use inclusive language and avoid discrimination.
Adopt a conversational, confident, and courteous tone.

Question 96

What are some key points to consider when reviewing your chapter on writing with confidence?

Answer 96

Use plain, precise, and current language to ensure clarity and meaningfulness.
Choose words ethically and purposefully to maintain good public and human relations.
Express your thoughts and information concisely, using as few words as possible.
Adapt your writing style (personal or impersonal) to the type of message you are writing.
Make your messages constructive, relevant, reader-focused, and inclusive.
Maintain a conversational, confident, and courteous tone throughout your writing.