NHÓM 4

1. Describe the three parts of the second phase of the writing process. (L.O. 1)

Research (formal + informal): Gather background data by searching files and the Internet.
<What, How, When>

Organize: Arrange direct messages with the big idea first. For persuasive or negative
messages, use an indirect, problem-solving strategy. Place ideas in a strategic sequence that
helps the reader understand relationships and accept the writer’s views.

Draft: Prepare the first draft, using active-voice sentences, coherent paragraphs, and
appropriate transitional expressions. Add interest and variety with 4 sentence types <simple,
compound, complex, compound-complex>. Beware of 3 common traps <fragment, run on
and comma-splice>
2. What is research, and what activities does it involve? (L.O. 1)

Research - collecting information about a topic -> shape message

Activities:

+ Informal research (Search your company’s files, Talk with the boss, Interview the target
audience…)

+Formal research

● Primary sources - firsthand experience

● Secondary sources - reading what others have experienced or observed and written
about

3. What is the difference between a scratch list and an outline? (L.O. 2)

-Scratch list - contains topics -> develop simple messages

+ First draft or brainstorm phase of a project => Generate ideas

-Outline - organize ideas if the project is complex

+Framework/ structured plan => Organize and structure ideas

4. When is the indirect strategy appropriate, and what are the benefits of using it?
(L.O. 2)

- The indirect strategy is appropriate when you expect the audience to be

uninterested, unwilling, displeased, or perhaps even hostile. This approach
works well with three kinds of messages: bad news, ideas that require
persuasion, and sensitive news, especially when being transmitted to superiors.
Business messages that could be developed indirectly include e-mails, memos,
and letters that refuse requests, deny claims, and disapprove credit. Persuasive
requests, sales letters, sensitive messages, and some reports and oral
presentations may also benefit from the indirect strategy.
 - The indirect strategy has these benefits:

1. Respects the feelings of the audience. Bad news is always painful, but
its negative impact can be lessened by preparing the receiver for it.

2. Facilitates a fair hearing. Messages that may upset the reader are more
likely to be read when the main idea is delayed. Beginning immediately
with a piece of bad news or a persuasive request, for example, may cause
the receiver to stop reading or listening.

3. Minimizes a negative reaction. A reader’s overall reaction to a negative

message is generally improved if the news is delivered gently.

5. What is the difference between a compound and a complex sentence? Provide an

original example of each. (L.O. 3)

Compound Sentence contains two complete but related thoughts. May be joined by (a) a
conjunction such as and, but, or or; (b) a semicolon; or (c) a conjunctive adverb such as
however, consequently, and therefore.

Meanwhile, Complex Sentence contains an independent clause (a complete thought) and a

dependent clause (a thought that cannot stand by itself). Dependent clauses are often
introduced by words such as although, since, because, when, and if. When dependent clauses
precede independent clauses, they always are followed by a comma.

Example:
Compound sentence:
The economy is growing, and businesses are hiring more workers.
The economy is growing; businesses are hiring more workers.
The economy is growing; therefore, businesses are hiring more workers.
Complex sentence:
Because the economy is growing, businesses are hiring more workers.

6. What writing fault is illustrated in the following groups of words, and how can it be
remedied? Because they have been hobbled by government regulations, privacy issues,
and internal bureaucracy. Giant banks are struggling to find the magic formula for
using social media. (L.O. 3)

→ The problem is a fragment (broken-off parts of sentences), and it can be corrected by

combining it with the main clause (use complex sentence)

→ Correction: Because they have been hobbled by government regulations, privacy

issues, and internal bureaucracy, giant banks are struggling to find the magic formula for
using social media.

7. When should business writers use active-voice sentences? When should they use
passive-voice sentences? Give an original example of each. (L.O. 4)

- Active voice: used in most case, when the perfomer needs to be revealed.
+ Example: when the company needs to report the news of promotion to an employee.

- Passive voice: useful to

1) emphasize an action rather than the performer

2) de-emphasize negative news

3) conceal the performer of an action

+ example: when the company needs to report the delay in material transportation to the
client.

8. What is the difference between emphasis achieved with mechanical means as

opposed to emphasis achieved with stylistic devices? (L.O. 4)

- emphasis achieved through mechanical devices: using changes in fonts, size, headings,
titles, etc. to achieve emphasis.

- emphasis achieved through style: emoasis achieved through choosing words carefully and
constructing sentences skilfully.

9. What is a topic sentence, and where is it usually found? (L.O. 5)

- topic sentence: the sentence that expresses the single main idea of the paragraph.

- Location: anywhere in a paragraph, but in business writing, the topic sentence is placed at
the beginning or at the end of a paragraph.

10. What is paragraph coherence, and how is it achieved? (L.O. 5)

- Paragraph coherence is used to described when ideas stick together, and one idea leads
logically to the next.

- Paragraph coherence can be achieved through some techniques:

+ Sustaining the Key Idea: Repeating a key expression or using a similar one throughout a
paragraph helps sustain a key idea.

+ Dovetailing Sentences: Sentences are dovetailed when an idea at the end of one connects
with an idea at the beginning of the next. Dovetailing sentences is especially helpful with
dense, difficult topics; and it can also be helpful with ordinary paragraphs.

+ Including Pronouns: Familiar pronouns, such as we, they, he, she, and it, help build
continuity, as do demonstrative pronouns, such as this, that, these, and those. These words
confirm that something under discussion is still being discussed. However, be careful with
such pronouns, as they often need a noun with them to make their meaning clear.

+ Employing Transitional Expressions: Transitional expressions are another excellent device

for showing connections and achieving paragraph coherence. These words act as verbal road
signs to readers and listeners. Transitional expressions enable the receiver to anticipate
what’s coming, reduce uncertainty, and speed comprehension. They signal that a train of
thought is moving forward, being developed, possibly detouring, or ending. As a result,
transitions can amplify or strengthen a thought, show time or order, clarify ideas, show cause
and effect, contradict thoughts, and contrast ideas.

11. How long should paragraphs be? (L.O. 5)

Paragraphs with eight or fewer printed lines look inviting. If a topic can’t be covered in eight
or fewer printed lines (not sentences), consider breaking it into smaller segments.

12. Why are short sentences and short paragraphs appropriate for business
communication? (L.O. 4, 5)

Short sentences and short paragraphs are appropriate for business communication because:
Although no rule regulates the length of paragraphs, business writers recognize that short
paragraphs are less intimidating and more readable than long ones. On the contrary, long,
solid chunks of print appear formidable. Therefore, in business communication, especially
writing, short sentences and paragraphs should be used.