Short Answer Questions-Keys
docx
keyboard_arrow_up
School
University of the Fraser Valley *
*We aren’t endorsed by this school
Course
101
Subject
Communications
Date
Apr 3, 2024
Type
docx
Pages
5
Uploaded by BaronOctopus683
Short Answer Questions
1)
What cultural differences might affect whether you send direct-approach messages?
2)
What is the three-part structure writing plan for direct-approach messages?
3)
Why is the direct approach the best method for requesting information?
4)
How can a series of questions be presented in a request letter?
5)
What are five details that are required in an order request?
6)
When would a direct claim letter be appropriate?
7)
What is typically included in the opening paragraph of a claims adjustment letter?
8)
What are five mistakes a manager could make in writing a claims adjustment letter?
9)
What is the best tone of a typical thank-you letter?
10)
What is typically included in the last paragraph of a cover or transmittal letter?
11)
What is the best approach for writing instructions? 12)
In a direct-approach message, the main idea comes first. What are some strategies for incorporating the main idea effectively into the message?
13)
Why is it important in a request to keep minor points to a minimum? 14)
What is the best way to conclude a direct-approach message?
15)
What are some strategies for replying to multiple requests in one document?
Short Answer Questions
1)
Not every culture responds to direct correspondence the same way. Straightforwardness is common in North America, but it doesn't translate well to all cultures. In high-context cultures such as China, Japan, and Arab nations, directness is considered rude and may prevent you from getting your message across. In high-context cultures, it is important to establish a relationship before citing a problem or making a request, and to suggest or ask rather than demand. In contrast, people in
Western cultures consider a lack of a directness to be a waste of their time. In summary, when communicating with different cultures, consider your reader's tolerance for directness first, before you make your request
or send a response. (p. 213) 2)
The writing plan involves an opening, middle, and closing. The opening delivers the main message first. It answers your reader's most important questions; states good news, etc. The middle
explains details of the news
or inquiry and supplies background and clarification when needed. If there are further points or questions, they are presented in a short bulleted or numbered list. The closing ends pleasantly in one or more of the following ways: provides contact information; asks for action, input, or a response; tells the reader what happens next; communicates goodwill; or shows appreciation. (p. 213)
3)
A direct-approach is the best method for requesting information because it makes your purpose clear from the start. Readers can quickly tell if you are asking for or supplying information, requesting or granting credit, or making or settling a claim. The direct approach helps to speed the flow of information and expedite purchase orders, credit applications,
and claims adjustments. All in all, direct-approach messages save time and carry impact. (pp. 212–213) 4)
It is a good idea to introduce a series of questions with a summary statement. The summary statement should be polite and draw the reader's attention to the questions that follow: Please answer the following questions about your executive search services
. (p. 214) 5)
Students may list any five of the following: specific product names and descriptions, quantities, order numbers, units and total prices, desired method of shipment, preferred date of delivery, method of payment, applicable taxes, delivery address if it is not the same as the billing
Your preview ends here
Eager to read complete document? Join bartleby learn and gain access to the full version
- Access to all documents
- Unlimited textbook solutions
- 24/7 expert homework help
address, careful formatting of the message. (p. 216) 6)
A direct claim letter would be appropriate when you are writing as a customer about something that has gone wrong. For example, when merchandise has turned out to be faulty, when a billing error has been made, or when the service you have received has been unsatisfactory. (p.
218)
7)
A typical letter opens with news of the favourable adjustment, using positive and reader-focused language. (p. 227) 8)
Students may list any five of the following: address claimant on a first-
name basis (too personal), begin with an admission of negligence, fail to reveal good news right away, question the validity of the claim and sound
reluctant in granting the claim, introduce promotional information at the wrong time, apologize too much and end with a reminder of the problem.
(p. 227) 9)
The tone of a thank-you letter should be sincere. It doesn't overplay or underplay expressions of gratitude. Its words of thanks are honest and meaningful. (p. 228) 10)
In the last paragraph, offer further assistance or tell the reader what happens next. State what you will do or tell the reader what to do if you expect action or a response. If needed, give a deadline, then close in a friendly or helpful way. For example, "
Please examine your copy carefully to
make sure it contains no typographical or factual errors. If you have changes to suggest, please
call my office by May 4 so that we can be begin production on May 6. You should expect to
receive a copy of
Resources for Business Writers in early June.
" (pp. 233–234) 11)
To write good instructions, one should understand the procedure well enough to explain it; assess the audience's familiarity with the procedure
to determine the right level of technicality; include an introduction, list of materials, a description of the steps, and a conclusion; explain the purpose of the procedure; organize the information into short, numbered
steps; use headings to divide lists of steps; give warnings; use visuals; and comment on the outcome that should be achieved. (p. 234–235)
12)
Phrase the request as a question, or phrase the request as a polite command. Put the request at the beginning of the message. Provide information that is most important to your reader. (p. 214)
13)
Unnecessary information blunts the impact of your request. You don't want the reader to miss the important information. If you want to give your reader additional information, enclose supporting documents. (p. 214)
14)
The closing of a direct-approach message should end pleasantly in one
or more of the following ways depending on the type of message being written: by providing contact information; asking for action, input, or a response; providing a deadline for the required action; telling the reader what happens next; communicating goodwill; or showing appreciation. (p. 213) 15)
Answer the questions in the order they were asked. Use headings,
bulleted or numbered lists, or other graphics. Introduce the answers with
a summary statement. (pp. 214 & 222)