Chapter 5: Business Style: Sentences and Paragraphs Flashcards
1
Q
What are the building blocks of complete sentences?
A
Phrases and clauses.
2
Q
Define a phrase.
A
A phrase is a group of words containing either a subject or a verb, but not both, and it cannot stand on its own as a complete sentence.
3
Q
What is a subject?
A
The subject is the word or group of words in a phrase, clause, or sentence that performs the action of a verb.
4
Q
What is a verb?
A
The verb is the word or group of words in a phrase, clause, or sentence that describes an action, an occurrence, or a state of being.
5
Q
What is a modifier?
A
A modifier is a word or group of words that describes or gives more information about another word in a sentence.
6
Q
What is a sentence fragment?
A
A phrase punctuated like a complete sentence, but lacking a subject, verb, or both, is a sentence fragment and can cause confusion.
7
Q
Independent Clauses
A
8
Q
Dependent clauses
A
9
Q
What is a clause?
A
A clause is a group of words containing a subject and a verb.
10
Q
How many types of clauses are there?
A
There are two types of clauses: independent clauses and dependent (or subordinate) clauses.
11
Q
Define an independent clause.
A
An independent clause is a clause that functions as an independent grammatical unit.
12
Q
Define a dependent (or subordinate) clause.
A
A dependent clause is a clause that cannot function as an independent grammatical unit.
13
Q
What are the building blocks of sentences?
A
Clauses and phrases are the building blocks of sentences.
14
Q
Why is it important to combine and punctuate clauses and phrases carefully?
A
It is important to combine and punctuate clauses and phrases carefully to ensure clear and effective sentence construction.
15
Q
What are the two essential elements of a complete and effective sentence?
A
A subject and a complete verb.
16
Q
How do the way ideas are linked in a sentence affect the reader’s understanding?
A
The way ideas are linked in a sentence affects the reader’s understanding of the relationship between and among those ideas and their relative importance
17
Q
What are the four types of sentences?
A
The four types of sentences are:
Simple sentences
Compound sentences
Complex sentences
Compound-complex sentences
18
Q
Define a simple sentence.
A
A simple sentence is a sentence containing one independent clause.
19
Q
Define a compound sentence.
A
A compound sentence is a sentence containing two or more independent clauses joined by one or more coordinating conjunctions.
20
Q
Define a complex sentence.
A
A complex sentence is a sentence containing one or more dependent clauses and one independent clause.
21
Q
Define a compound-complex sentence.
A
A compound-complex sentence is a sentence containing one or more dependent clauses and two or more independent clauses.
22
Q
Subordinate Conjunctions
A
23
Q
Relative Pronouns
A
24
Q
What is the role of a subordinate marker in a clause?
A
A clause introduced by a subordinate marker relies on an independent clause in the same sentence for its meaning and does not make sense on its own.
25
Define a dependent clause.
A dependent clause is a clause introduced by a subordinate marker that cannot stand alone and relies on an independent clause for its meaning.
26
Give an example of a dependent clause in a complex sentence.
Example: "Although tomorrow’s e-business seminar has been cancelled."
27
How can longer sentences with multiple clauses affect readability?
Longer sentences with multiple clauses can make it harder to identify the subjects and verbs essential for delivering meaning, resulting in difficulty and confusion for the reader.
28
What is the "completeness" test for sentences?
The "completeness" test for sentences includes checking for the presence of a verb, ensuring the verb has a subject, and verifying that the subject and verb make sense together to express a complete thought.
29
What should be present in a sentence that contains subordinating words or subordinate markers?
In a sentence containing subordinating words or subordinate markers, an independent clause should also be present to provide complete meaning.
30
What is the benefit of varying sentence length in writing?
Varying sentence length adds rhythm and helps break sentence monotony while creating useful distinctions between ideas
31
What is the impact of sentences of 10 or fewer words on readability?
Sentences of 10 or fewer words have the greatest impact and readability.
32
How long can sentences be while maintaining a high rate of reader comprehension?
Sentences of up to 20 words also have a high rate of reader comprehension.
33
How can prepositional and participial phrases be used to combine sentences?
Prepositional and participial phrases can act as modifiers to describe something else in a sentence and can be useful for combining short, simple sentences.
34
Define a prepositional phrase.
A prepositional phrase is a group of words beginning with a preposition that sets out a relationship in time or space
35
Define a participial phrase.
A participial phrase is a phrase beginning with a participle that modifies the subject of the attached clause.
36
How can a relative clause be used to combine sentences?
A relative clause, which begins with "that," "which," or "who," can be used to convert two or more sentences into one by adding information to define or describe a particular word or group of words.
37
What is an appositive?
An appositive is a descriptive noun or noun phrase that renames a neighboring noun and is set off by commas or dashes.
38
Figure: Closed Questions
39
Figure: Open Questions
40
Figure: Hypothetical Questions
41
What are declarative sentences?
Declarative sentences are sentences that make statements.
42
Why are questions important in business communication?
Questions are important in business communication as they help gather information.
43
What is the purpose of asking closed questions?
The purpose of asking closed questions is to elicit a response with a limited number of possible answers.
44
What is the purpose of asking open questions?
The purpose of asking open questions is to elicit a response with an unlimited number of possible answers.
45
What is a closed question?
A closed question is a question that has a limited number of possible responses.
46
What is an open question?
An open question is a question that has an unlimited number of possible responses.
47
What is a hypothetical question?
A hypothetical question is a question that poses a supposition or hypothetical scenario.
48
Why is it important to avoid broad references using pronouns like this, that, and it?
It is important to avoid broad references using pronouns like this, that, and it to ensure clarity and prevent ambiguity in the pronoun reference.
49
What should be done to clarify a vague pronoun reference?
To clarify a vague pronoun reference, ensure that the reader understands what the pronoun renames and replaces. If necessary, repeat the noun after the pronoun or replace it with the noun itself.
50
What is the issue with embedding dependent clauses in the middle of a sentence?
Embedding dependent clauses in the middle of a sentence can create choppiness and make it difficult to read, especially when they come between the subject and verb.
51
How can sentences with embedded dependent clauses be revised for clarity?
Dependent clauses should be placed at the beginning or end of a sentence to create a more fluid sentence structure that mimics natural thought processes.
52
Why should multiple negatives be limited in sentences?
Multiple negatives can lead to confusion due to their range of meanings. It is generally recommended to limit the use of multiple negatives for clarity of communication.
53
Provide an example of how multiple negatives can be clarified.
Example: "He was not unhappy about not failing to meet the criteria." can be clarified as "He was pleased he met the criteria."
54
Why is consistency in grammatical principles important for writing?
Consistency in grammatical principles helps eliminate awkward and unreadable sentences, providing predictability and clarity for the readers.
55
What is meant by "number" in relation to grammatical consistency?
"Number" refers to whether a word is singular or plural. It is important to avoid switching from singular to plural or vice versa when referring to the same thing.
56
Give an example of maintaining consistency in number.
Example: "Women have made considerable strides in their chosen fields." (Not "Women have made considerable strides in her chosen field.")
57
What does "person" refer to in terms of grammatical consistency?
"Person" describes who or what is performing or experiencing an action. It is important to avoid shifting the frame of reference from first person to second person or third person.
58
Provide an example of maintaining consistency in person.
Example: "Before you apply for a permit, you must show proof of Canadian citizenship or landed immigrant status." (Not "Before one applies for a permit, you must show proof of Canadian citizenship or landed immigrant status.")
59
Closed Question
60
Open Question
61
Hypothetical Question
62
What is parallelism in writing?
Parallelism is the use of the same grammatical forms or sentence structures to express equivalent ideas, creating a repeated pattern that helps readers absorb and remember information.
63
Why are balanced constructions with parallel structure appealing in sentences?
Balanced constructions with parallel structure have a rhythmic appeal that makes sentences more forceful and compelling.
64
Give an example of unbalanced construction and its parallel counterpart.
Unbalanced: "Britannia Capital’s chief analyst proposes three strategies for debt servicing: slowing spending, issuing equity to pay down debt, and to sell assets."
Parallel: "Britannia Capital’s chief analyst proposes three strategies for debt servicing: slowing capital spending, issuing equity to pay down debt, and selling assets." [parallel construction matches -ing verbals (nouns)]
65
Give an example of unbalanced comparative statement and its parallel counterpart.
Unbalanced: "This is a time not for restraint but boldness."
Parallel: "This is a time not for restraint but for boldness."
66
What is emphasis in writing?
Emphasis in writing refers to the practice of making important facts and ideas stand out from the surrounding text.
67
What are some mechanical devices, punctuation, and formatting techniques that can be used to add emphasis?
Mechanical devices, punctuation, and formatting techniques such as using bold or italicized letters, different fonts or font sizes, and appropriate punctuation marks can enhance the visual appeal of the written word and add emphasis
68
Mechanical devices, Puncuation and Formating
69
Why is it important to use mechanical devices and formatting techniques in moderation?
It is important to use mechanical devices and formatting techniques in moderation to avoid distraction and maintain readability. Overuse of these devices can make a document look crude or amateurish.
70
What is the practice of typing an entire message in uppercase letters called?
The practice of typing an entire message in uppercase letters is known as "shouting."
71
How can emphasis be added through style?
Emphasis can be added through style by employing techniques that involve planning and consideration. These techniques are based on three basic principles.
72
What are the three basic principles for creating emphasis through style?
73
What are some techniques for giving power to writing through emphasis?
Placing important facts first or last in a sentence or paragraph.
Using short, simple sentences to highlight key ideas.
Using tags and labels to flag important ideas.
Using precise and specific words to identify the main point.
Repeating key words in a series for rhetorical effect.
74
How can important facts be emphasized by changing sentence structure?
Important facts can be emphasized by placing them at the beginning or end of a sentence or paragraph. Changing the subject word can also shift the intended emphasis of a sentence.
75
Why are short, simple sentences effective in spotlighting key ideas?
Short, simple sentences have a greater impact as each word carries more weight. They provide readers with instant information without clutter or complexity.
76
What are some word-markers that can be used to flag important ideas?
Word-markers such as "most important(ly)," "most of all," "above all," "particularly," or "crucially" can be used to alert readers to the significance of an idea.
77
How can specific language enhance the main point in writing?
Using precise and specific words helps identify and describe the main point more effectively. It avoids generalizations and obfuscation, providing clarity and focus.
78
Give an example of repeating key words in a series for rhetorical effect.
Example: "Look how far we’ve come. We were the first Canadian company to receive the Gold Award... We were among the first in the world to introduce... We simplified the prepaid world... and we simplified the banking world... We’re working hard to continue to earn your business."
79
How can complex sentences be used to de-emphasize bad news?
Complex sentences with an opening subordinate clause can be used to de-emphasize bad news by putting the bad news in the subordinate clause and presenting better news in the independent clause that follows.
80
Provide an example of de-emphasizing bad news using complex sentences.
"Although the quality of the applications has never been higher, the number of applications is down." (Emphasizing bad news)
"Although the number of applications is down, the quality of the applications has never been higher." (Emphasizing good news)
81
How can unpleasant facts be de-emphasized by embedding them?
Unpleasant facts can be de-emphasized by embedding them in the middle of a sentence or paragraph. By burying them mid-sentence or mid-paragraph, they become less noticeable and less harsh.
82
What is the potential drawback of using the technique of embedding unpleasant facts?
The potential drawback of embedding unpleasant facts is that it can make sentences long and difficult to understand. Therefore, this technique should be used sparingly.
83
Provide an example of de-emphasizing an unpleasant fact by embedding it.
"Our best-selling global positioning device, though currently out of stock, will be reissued in a new deluxe model next month." (The fact that the device is currently out of stock is embedded in the sentence to de-emphasize it.)
84
What is the difference between active voice and passive voice?
Active voice is when the subject of a sentence performs the action, while passive voice is when the subject of a sentence receives the action.
85
Why is active voice preferred in business messages?
Active voice is preferred in business messages because it is energetic, forceful, and direct. It clearly states the doer of an action, emphasizes responsibility, and delivers good and neutral news in a clear and direct manner.
86
When is passive voice commonly used?
Passive voice is commonly used to conceal the doer of an action when that information is unimportant, unknown, or harmful. It is also used to de-emphasize negative news, show tact and sensitivity, reduce intrusive first-person pronouns, and maintain consistency or avoid awkward shifts in focus.
87
What are some elements to check for when identifying passive voice constructions?
To check for passive voice constructions, look for the verb "TO BE" (am, is, are, was, were, be, been) followed by a past participle, and sometimes followed by "by" indicating the performer of the action.
88
Why should passive voice be used sparingly?
Passive voice should be used sparingly because it can sound evasive, less vigorous, and less forthright. It may not clearly indicate who or what performs the action, and excessive use can make writing ineffective or misleading.
89
Can all instances of passive voice be considered ineffective writing?
Not all instances of passive voice are considered ineffective writing. While active voice is generally preferred for its directness and clarity, there are legitimate uses of passive voice in certain situations, such as concealing the doer of an action, de-emphasizing negative news, showing tact and sensitivity, reducing first-person pronouns, and maintaining consistency or avoiding awkward shifts in focus.
90
What are sentence fragments and how can they be corrected?
Sentence fragments are portions of sentences that are punctuated like complete sentences but do not deliver full meaning. To correct sentence fragments, they should be joined to the grammatical unit that completes them.
91
What are run-on sentences and how can they be corrected?
Run-on sentences, also known as fused sentences, combine two or more independent clauses without adequate punctuation or a connecting element. They can be corrected by either separating the run-on sentence into two shorter sentences or adding correct punctuation and/or a conjunction.
92
What are comma splices and how can they be corrected?
Comma splices occur when independent clauses are connected only by a comma. They can be corrected by adding a conjunction or changing the comma to a period or semicolon.
93
What are misplaced modifiers and how can they be corrected?
A: Misplaced modifiers are descriptive words or phrases that are positioned incorrectly, attaching their meaning illogically to a word they are not meant to modify. They can be corrected by positioning the modifiers as close as possible to the word or words they describe, ensuring clarity and logical meaning.
94
Why is it important to correct sentence errors?
Correcting sentence errors is important because they detract from the professionalism of your messages and reduce readers' confidence in what you have to say. Recognizing and addressing common grammatical errors helps improve the clarity and effectiveness of your writing.
95
What are dangling modifiers and how can they be corrected?
Dangling modifiers are phrases that do not clearly modify another word in the sentence. They can be corrected by ensuring that the subject is described in the introductory phrase comes immediately after the phrase itself or by converting the dangling phrase into a dependent clause.
96
What are faulty elliptical constructions and how can they be corrected?
Faulty elliptical constructions are sentence structures that omit words that can be inferred from the context. They can be corrected by ensuring that the implied word is exactly the same as the one already used in the sentence.
97
What are faulty predication and mixed constructions?
Faulty predication refers to the illogical pairing of subject and verb in a sentence, while mixed constructions involve mismatched elements that do not logically fit together. These errors can be corrected by revising the sentence to establish logical and appropriate connections between subject and verb or elements in the sentence.
98
How can faulty predication in "is when" and "is where" constructions be fixed?
To fix a sentence featuring an "is when" or "is where" construction, the word "when" or "where" can be dropped, a classifying word can be added, or another verb can be substituted for the verb "to be."
99
Why is it important to recognize and correct common grammatical errors?
Recognizing and correcting common grammatical errors is important because they can detract from the clarity and professionalism of your writing. By addressing these errors, you can improve the readability and effectiveness of your messages, enhancing the confidence and understanding of your readers
100
What is the issue with using the expression "the reason ... is because"?
The expression "the reason ... is because" is considered redundant and can result in faulty predication. It is akin to saying "because ... because." To correct this error, the phrase "the reason ... is because" can be replaced with "the reason ... is that" or simply "because."
101
What is mixed construction in a sentence?
Mixed construction refers to the error of pairing mismatched grammatical structures in the same sentence, resulting in unclear or illogical meaning. It often occurs when the sentence starts in one grammatical form and then shifts to another.
102
How can mixed construction be corrected?
To correct mixed construction, the sentence can be revised to ensure that the grammatical structures are consistent and logically connected. This may involve rephrasing or restructuring the sentence to maintain a clear and coherent meaning.
103
What are some items to check for in sentence construction?
When checking sentence construction, it's important to ensure that each sentence expresses a complete thought, has a clear and grammatically complete structure with a subject and verb, reflects a variety of sentence types and lengths appropriate for the purpose, uses parallelism effectively, and employs emphasis for important ideas. Additionally, it's crucial to review sentences for errors such as run-ons, comma splices, faulty predication, mixed constructions, pronoun shifts, and dangling and misplaced modifiers, and to eliminate these errors for clarity and correctness.
104
What is the function of a paragraph in writing?
A paragraph is a group of sentences that introduces a main idea and makes one or more points about it. It serves as the building block of effective writing, providing structure and organization to the content. The white space between paragraphs signals a change in subject, allowing for clarity and ease of understanding for the reader.
105
Is there an ideal paragraph length?
No, there is no ideal paragraph length. The length of a paragraph depends on the content and how it needs to be communicated. However, for most types of business messages, short paragraphs are preferred as they offer easier reading and better retention. Long paragraphs can appear overwhelming and visually intimidating.
106
Why are short paragraphs recommended for business messages?
Short paragraphs are recommended for business messages because they facilitate easier reading and better retention of information. They allow for clear and concise communication, ensuring that each point is effectively conveyed. Additionally, short paragraphs create visual breaks in the text, making the content more inviting and accessible to the reader.
107
How should paragraph lengths be varied in a well-constructed message?
In a well-constructed message, paragraph lengths should be varied naturally to align with the purpose and content of the text. Different types of paragraphs may be employed to suit different types of messages. By utilizing a mix of paragraph lengths, the writer can effectively support their content and engage the reade
108
Figure: Paragraph Length
109
What is a topic sentence in a paragraph?
A topic sentence is the first sentence of a paragraph that previews the paragraph's main idea and allows readers to assess the relevance and usefulness of the following information.
110
Why are topic sentences beneficial in documents?
Topic sentences make documents easy to scan as they front-load the most important information. They provide a summary of the main idea, allowing readers to quickly understand the content of the paragraph.
111
What is the purpose of the doctrine of fair use?
The doctrine of fair use limits the rights of authors to receive compensation for their work. It grants writers a limited right to use brief sections of copyrighted material without seeking permission, as long as it falls under the concept of fair use.
112
When are topic sentences recommended in paragraphs?
Topic sentences are recommended in paragraphs that define, describe, classify, or illustrate information. They are less suited to paragraphs revealing bad news, where it is important to first provide explanations or justifications.
113
In what types of paragraphs might the topic sentence be delayed?
In paragraphs with a comparative or persuasive purpose, the topic sentence may be delayed to allow for an opening statement of contrast or concession. This approach helps engage readers before presenting the main idea.
114
How can coherence be achieved within a paragraph?
Coherence can be achieved within a paragraph by ensuring that the sentences make sense in sequence and appear connected. This can be done by using logical links, bridging techniques, and carrying over topics or thoughts from one sentence to the next.
115
What are some techniques to create coherence through word choice?
Some techniques to create coherence through word choice include using synonyms to avoid repetition, using pronouns to refer back to previous sentences, and connecting ideas at the end of one sentence to the beginning of the next.
116
How does the order of ideas contribute to coherence in a paragraph?
The order of ideas in a paragraph should follow a logical progression and contribute to the overall coherence. Anticipating where sentences will lead and ordering ideas accordingly helps maintain coherence and guides readers through the paragraph.
117
How can pronouns be used to improve coherence?
Pronouns can be used to carry over a thought from a previous sentence, reducing redundancy and improving coherence. Using specific pronouns, such as this, that, these, and those, along with clear references to the nouns they replace, helps maintain clarity and coherence in the paragraph.
118
What are transitional expressions used for in writing?
Transitional expressions are used to show logical, temporal, and spatial relationships between ideas and sentences, creating coherence in writing.
119
Give examples of transitional expressions used to add a point.
Examples of transitional expressions used to add a point include: also, and, as well, besides, for the same reason, in addition, likewise, similarly.
120
What is the purpose of using transitional expressions in moderation?
Using transitional expressions in moderation ensures that they serve as comprehension aids without becoming distracting from the main message. Overusing transitional expressions can lead to logical errors and non sequiturs.
121
Provide transitional expressions used to show contrast or reversal.
Transitional expressions used to show contrast or reversal include: although, at the same time, but, in contrast, however, instead, still, whereas, while.
122
How can transitional expressions be used to summarize or conclude?
Transitional expressions such as altogether, consequently, for this reason, hence, in short, so, therefore, thus can be used to summarize or conclude ideas in a paragraph
123
Explain the role of transitional expressions in showing time sequence.
Transitional expressions such as at this point, currently, during, finally, first, last, meanwhile, now, once, then are used to indicate the sequence of events or actions in writing.
124
How can transitional expressions contribute to coherence in writing?
Transitional expressions help connect ideas and sentences, guiding readers through the logical flow of the writing and creating coherence by showing relationships between different parts of the text.
125
What is the purpose of proofreading messages before sending them?
The purpose of proofreading messages before sending them is to identify and correct errors before they cause embarrassment. It ensures accuracy and professionalism in the written communication.
126
How can one gain objectivity during the proofreading process?
Objectivity during proofreading can be gained by reducing reading speed, reading word for word, and focusing on what is actually written rather than assuming what was intended.
Taking a "cooling period" between composing and proofreading also helps in reading impartially and analytically.
127
What areas should be checked during the proofreading process?
During the proofreading process, important areas to check include the accuracy of names, facts, and figures; the appropriateness of format and layout; the correctness of grammar and spelling; and the proper use of punctuation.
128
Why is it important to consult a grammar and usage guide even with grammar-checking software?
Grammar-checking software may not catch all grammatical mistakes and can sometimes incorrectly flag grammatically correct constructions as incorrect. Consulting a grammar and usage guide, such as Appendix B, helps ensure accuracy and proper usage
129
What is the significance of limiting paragraph length?
Limiting paragraph length is significant as it improves readability and comprehension. Shorter paragraphs are easier to understand and retain, while long paragraphs can appear visually intimidating and make it difficult for readers to follow the main ideas.
130
Why is coherence-building important in writing?
Coherence-building techniques, such as showing relationships between ideas and using transitional expressions, enhance the flow and logical progression of a piece of writing. They help readers understand the connections between different parts of the text and ensure the overall clarity and coherence of the message
131
What is the purpose of developing proofreading strategies for different kinds of messages and documents?
Developing proofreading strategies for different kinds of messages and documents allows for tailored and thorough proofreading. Different types of documents may have specific formatting requirements, grammar rules, or content considerations, and having specific strategies helps ensure accuracy and effectiveness in each specific context.
