Business Letter Writing Essentials
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Questions and Answers

What is the purpose of a concept paper in the academe?

To prepare prior to the actual research

What should a concept paper in the workplace contain?

  • A detailed research proposal
  • In-depth project description
  • All possible questions answered
  • A clear framework of the proposed idea (correct)

    • In a project proposal, the contents include Project Title, Rationale, Objectives of the Project, and Project Proponents. Additionally, it describes the ________ of the project.

    description

    An argument consists of a claim and supporting evidence.

    <p>True</p> Signup and view all the answers

    Match the following forms of persuasive writing with their descriptions:

    <p>Editorials = State the opinion of the writers Op-Ed (Opposite Editorial) = Convince readers to agree with the writer's views on the issue Reviews = Evaluate items and activities from the writer's point of view Advertisements = Promote or bring attention to products or services</p> Signup and view all the answers

    What is the purpose of graphic organizers?

    <p>To inform</p> Signup and view all the answers

    Sentence definitions generated can serve as examples of information report type of texts. Is this statement true or false?

    <p>True</p> Signup and view all the answers

    Different ways exist to define a concept. Is this statement true or false?

    <p>True</p> Signup and view all the answers

    Different types of academic and professional texts may use definitions to begin discussions. Is this statement true or false?

    <p>True</p> Signup and view all the answers

    What is the purpose of a critique paper?

    <p>To briefly summarize and critically evaluate a work or concept.</p> Signup and view all the answers

    Which of the following are evaluated in a critique paper? (Select all that apply)

    <p>Creative works like novels, exhibits, film, images</p> Signup and view all the answers

    What are some characteristics of effective business meetings? They should be purposeful, economical, audience-oriented, and ___ oriented.

    <p>process</p> Signup and view all the answers

    Using plain language in business writing is recommended.

    <p>True</p> Signup and view all the answers

    Match the following terms with their alternative more courteous phrases:

    <p>Wasted = Annihilated Nab = Apprehend Bad-mouth = Disparage Dough, bread = Currency Stewed, plastered = Inebriated I ain’t = I am not Humongous = Prodigious tight = Penurious</p> Signup and view all the answers

    What is the term for finding information on a topic through books, magazines, and journals?

    <p>Formal research</p> Signup and view all the answers

    In which stage of writing do you arrange information logically under headings and subheadings?

    <p>Organizing</p> Signup and view all the answers

    Using the active voice is recommended for most business writing. True or False?

    <p>True</p> Signup and view all the answers

    What is the term for a group of words that lacks a subject or a verb and cannot stand alone as a sentence?

    <p>Sentence fragment</p> Signup and view all the answers

    Match the correct examples of improved writing:

    <p>Once we establish a Web site, our business will grow. = Instead of: Once we have the establishment of a Web site, our business will grow. Sincerely yours, Vivian S. Atotubo = Instead of: Sincerely yours, Pen vee Piscoso directress Best regards, Aaron Paul Balahadi chief executive officer = Instead of: Best regards, Sincerely yours, Angelo Caoili President</p> Signup and view all the answers

    What are some tips for writing application letters?

    <p>Be clear and specific, Show your knowledge, Do not mention salary, Keep it short</p> Signup and view all the answers

    Should you mention your desired salary in an application letter?

    <p>False</p> Signup and view all the answers

    What is the purpose of the morning pages?

    <p>To serve as a dumping site for the writer's ideas that get in the way of writing.</p> Signup and view all the answers

    Which of the following guidelines should be followed for effective organizational communication?

    <p>End the body with action information like dates and deadlines.</p> Signup and view all the answers

    Internal organizational communication involves interaction between and among company representatives.

    <p>True</p> Signup and view all the answers

    The ______ should cover just one topic and take a writer's mind off of things not related to the writing task.

    <p>body</p> Signup and view all the answers

    What is a resume typically used for?

    <p>Credential-based</p> Signup and view all the answers

    How long is a resume expected to be on average?

    <p>One page</p> Signup and view all the answers

    Which section of a resume provides a summary of experience and skills?

    <p>Summary of Qualifications</p> Signup and view all the answers

    Chronological resumes focus on skills and experiences.

    <p>False</p> Signup and view all the answers

    Functional resumes focus on one's ______ and experience.

    <p>skills</p> Signup and view all the answers

    What are some components of an email and memo?

    <p>Date, To, From, Subject, Body, Closing</p> Signup and view all the answers

    The sales manager of a music store coordinates with his subordinates in order for them to be notified about __________.

    <p>their store’s latest promo</p> Signup and view all the answers

    Which tip is NOT mentioned for creating an email message?

    <p>Use e-mail to avoid contact</p> Signup and view all the answers

    The company name should be typed one inch from the top of a memo.

    <p>True</p> Signup and view all the answers

    Match the following parts of a business letter with their descriptions:

    <p>Date Line = The date when the letter was sent Inside Address = Full name of the recipient, position in the company, name of the company, &amp; address Salutation = Dear followed by the surname of the recipient followed by a colon, or a comma Closing = Words such as sincerely, respectfully, very truly yours, &amp; others</p> Signup and view all the answers

    Study Notes

    Reading and Writing Skills Reviewer

    • The reviewer provides an overview of graphic organizers, concept papers, project proposals, writing an essay, and writing reaction and critique papers.

    Types of Graphic Organizers

    • Venn Diagram: illustrates similarities and differences between concepts
    • T-Chart: illustrates differences between concepts, with examples such as boys vs. girls
    • Data Retrieval Chart: a modified version of a T-Chart, used to discuss one concept with characteristics
    • Data Storage Chart: contains missing elements, used to organize ideas and categorize information
    • Pyramid: shows hierarchy of concepts, with the most important concept at the top
    • Timeline: shows sequencing of events with specific time periods
    • Fire Triangle: shows the relationship between three interdependent elements
    • Flowchart: shows sequence of events, steps, or cause and effect
    • Ishikawa Diagram (Fishbone Diagram): shows causes and effects of a problem
    • Sungram: shows minor topics arising from a major topic
    • Concept Map: arranges ideas from left to right, exploring subtopics and relationships

    Purpose of Graphic Organizers

    • To visually show similarities and differences
    • To categorize and organize ideas
    • To make ideas easier to understand and remember
    • To map out ideas and illustrate an idea or concept

    Concept Paper

    • A type of text that discusses or clarifies a concept
    • Provides an overview of the concept, including its definition, aspects, and significance
    • Can be used in the academic setting as a research proposal or in the workplace as a proposal for a project

    Project Proposal

    • A request for financial assistance to implement a project
    • Includes a detailed description of the project, its objectives, and its significance
    • Should be clear, concise, and accessible

    Writing an Essay

    • Why read an essay: to process an essay and understand its different parts
    • Parts of an essay: title, introduction, body, and conclusion
    • Introduction: provides an idea of what to expect, provides a thesis statement, and catches the reader's attention
    • Body: provides supporting details to justify the thesis statement
    • Conclusion: summarizes the essay and brings it to a close

    Elements of Argumentation

    • Argument/Claim: states a claim and supports it with reasons and evidence
    • Counterargument/Counterclaim: stands in opposition to the argument/claim and provides reasons why it is wrong
    • Reputation: disproves an opposing argument and convinces the audience of the validity of the writer's argument

    Writing Reaction and Critique Papers

    • Reaction Paper: a response to a prompt, which may be a question, a current event, or a form of media
    • Should be organized and summarize the main points
    • Should not include a lot of "I think", "I feel", or "I believe" statements
    • Argumentative Essay: a popular form of academic writing that requires thoughtful reading, research, and writing### Types of Writing
    • Editorials: state the opinion of the writer, have citations and references, and simply repeat what the author has said
    • Op-Ed (Opposite Editorial): convince the readers to agree with the writer's views on the issue, includes opinions that are well-supported with evidence
    • Reviews: evaluate items and activities, such as books, movies, plays, and music from the writer's point of view
    • Advertisements: a judgment, analysis, or evaluation of the issues about the topic

    Reaction Paper

    • Includes:
      • EVIDENCE that you have understood what the material said
      • Your REACTION to the writer's or creator's ideas
      • Your EVALUATION of the material's strengths and weaknesses
    • STEPS IN WRITING A REACTION PAPER:
      1. Reading and studying the material
      2. Annotating the text as you read
      3. Asking questions as you read
      4. Free writing
      5. Deciding on your angle and determining your thesis
      6. Organizing your paper
      7. Gathering quotations
      8. Structuring your paragraph
      9. Peer checking

    Critique Paper

    • A genre of academic writing that briefly summarizes and critically evaluates a work or concept
    • Evaluates works like:
      • Creative works (novels, exhibits, film, images)
      • Research (monographs, journal articles, systematic reviews, theories)
      • Media (news reports, feature articles)
    • Part of a Critique Paper:
      1. Article and its author
      2. Summary of the issues
      3. Author's key assumptions and your perspective on these assumptions
      4. Overall evaluation of the work and a summary of the key reasons
      5. Recommendations

    Business Writing

    • Business writing vs. Academic writing
    • Characteristics of effective business meetings:
      • Purposeful
      • Economical
      • Audience-oriented
      • Process-oriented
    • Process of creating a business message:
      1. Prewriting
    • Analyzing
    • Anticipating
    • Adapting 2. Writing
    • Researching
    • Organizing
    • Composing 3. Revising
    • Revising
    • Proofreading
    • Evaluating

    Knowing Your Audience

    • Audience analysis:
      • Primary audience (receives the message)
      • Secondary audience (doesn't receive the message but is related to the primary audience)
      • Size and composition
      • Understanding level
      • Profitable reaction
      • Good relationship
    • Acceptable language:
      • Unprofessional
      • Conversational
      • Formal
    • Establishing good relationships:
      • Spotlight audience benefits
      • Cultivate a "you" view
      • Sound conversational
      • Use positive and inclusive language
      • Adopt plain language
      • Draw on familiar words

    Researching

    • Formal research:
      • Search manually (books, magazines, journals)
      • Access data electronically
      • Go to the source
      • Conduct scientific experiments
    • Informal research:
      • Look in your organization's files
      • Talk with your boss
      • Conduct an informal survey by interviewing the target audience

    Organizing

    • Direct pattern:
      • Sets a proper frame of mind
      • Minimizes a negative reaction
    • Indirect pattern:
      • Respects feelings of the audience
      • Encourages a fair hearing
      • Appears businesslike

    Composing

    • Stages in writing:
      1. Researching
      2. Organizing
      3. Composing
    • Active voice:
      • Use the active voice for most business writing### Revising Sentences
    • Dangling modifiers: be careful with sentence structure to avoid ambiguity
    • Developing parallelism: ensure parallel structure in lists and comparisons
    • Stages of revising: understand the process of revising sentences

    Grammar

    • Subject-verb agreement (SVA): ensure subjects and verbs match in number
    • Pronoun-antecedent agreement (PAA): ensure pronouns and antecedents match in number
    • Fused sentences: revise sentences to avoid ambiguity and confusion

    Sentence Structure

    • Comma splices: avoid joining two independent clauses with a comma
    • Fused sentences: revise sentences to avoid ambiguity and confusion
    • Run-on sentences: revise sentences to avoid ambiguity and confusion

    Writing Skills

    • Readability: use clear and concise language to improve readability
    • Precision: use precise language to convey meaning accurately
    • Tone: maintain a professional tone in writing
    • Style: avoid excessive use of intensifiers and vague language
    • Control: avoid overusing words and phrases
    • Exuberance: avoid using language that is too casual or informal

    Mechanics

    • Capitalization: follow rules for capitalizing proper nouns and titles
    • Punctuation: use commas, semicolons, and colons correctly
    • Spelling: check spelling to avoid errors

    Design and Layout

    • Physical appearance: use headings, columns, and paragraph headings to improve organization
    • Readability: use serif and sans serif fonts appropriately
    • Style and face: choose font styles and faces that improve readability
    • Bullets, numbers, and letters: use appropriately to list items and improve organization

    Overcoming Writer's Block

    • Deal with writer's block by: using positive self-talk, listing achievements, interviewing, brainstorming, dividing tasks into smaller parts, and establishing a routine
    • Show up for work: commit to a writing schedule and stick to it
    • Cope with bad writing: don't be too hard on yourself, just keep writing and revise later

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    Description

    Learn the basics of writing effective business letters, including proper salutations and closings. Quiz yourself on the dos and don'ts of professional business correspondence.

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