Letter that's DIRECT& 2 THE POINT uses what approach?

-Starts with "good news--YES letter"

-Prepared for recurring situations..only date/name nd 2 b changed

-Written n striaghtforward manner

-Tells reader what they want 2 hear

-Gets directly 2 the point

Mst valuable rule 2 follow when writin Lst ppg of Persuasive Letter is 

-Make courteous, specific requests 4 action

-Make it easy 4 receiver to say "yes"

If u describe how the recommended product or service wld benefit the receiver u r tryin to arouse

-Interest--Part of the AIDA PLAN

Mst challenging or problematic communication n business are those that

-U hv to persuade

-Persuasive Approach--u hv 2 motivate reader 2 read/listen to whole message & react positively--getting them to do what u want..accept what u say & agree with

Of the following: The bst description of the middle ppg of a letter using the Direct Approach is

-Asking specific ?s to hlp the receiver give a "Yes" answer

After a rough draft is written the nxt step includes

-Turn the letter plan or informal outline n2 a letter

-ALSO 1. Edit & correct the rough draft

         2. Prepare the letter in final form

         3. Proofread the final letter

Sales Letters aquire the use of the_______approach

-The Persuasive Approach (4 sales letters & special requests)

When u start & end your message w a neutral ppg, you r using the________approach

-The Indirect Approach (4 negative news)

Which isnt a prt of the AIDA Plan?

AIDA Plan is:

*A-Attention-Use a ?, quote, or stment 2 capture readers attn.

*I-Interest-Arouse interest by describing sm benefit or value

*D-Desire-Create desire 2 take action by connecting benefits youre offering 2 the receivers needs

*A-Action-Identify exact action u wnt receiver 2 take

The opener 4 a Persuasive Approach doesn't include___?

*It does include--Using relevant ideas that gets the receivers attn

*It's 4 sales letters & special requests

Your job as a communicator is to________?

*Present your organizations viewpoint in terms the receiver can accept & show the position is a fair one.

The type of letter that tells the reader what he/she wnts 2 hear is known as________?

*The Direct Approach--4 positive news including inquiries, requests, good news-- "YES Messages"

Communications

*Positive--"Yes" letters (routine & informational)

*Negative--"No" letters

*Persuasive--"Sales" letters

Letter followin the Indirect App sld gv the explanation in the_______(lookin 4 what prt of the letter) 

*Middle part of letter

*Give reasons, explanations, facts bout negative news

*Explanations of positive--tell what u can do (not can't)

*Give bad news AFTER the reasons

Of the following: The best ending 4 a letter using the Persuasive App is________?

*Make courteous, specific requests for action

*Make easy to say "Yes"

Emails r effective when used to_________?

*Exchange Ideas

What is Editing?

*Edit n rough draft form

*It requires looking @ a written communication critically 2 c if revising the content or the way it's organized will improve it.

Guidelines 4 Editing Messages

1. Pay careful attn 2 details Ck spellin of nms, ref. 2 dates, $ amts, Rm locals...etc.
2. Read the message 4 meaning. Consult ur plannin notes 2 ck 4 accuracy of info
3. Ck tone & style, using writing principals
4. Use proofreaders marks 4 corrections..Mrk changes using diff color ink; use diff color 4 each change so there's no confusion

Scanners can b used 4_______?

*capture an image of an object/hrd cpy documnt & save to computer

*copyin documnts 4 future ref..ex.-contracts, invoices, orders, med & ins records, etc.

*2 archive providing secure storage rather than storing in file cabinets

Benefit to using an Attachmnt 2 an Email is_________?

*Allow people n multiple locations to collaborate

*Reduces mailing & shipping costs

Which stmnt is incorrect about Spreadsheets?

*Spreadsheets sftware allows the user 2 organize numerical into n2 sections of rows & columns

*Software can b configured 2 do various calculations wN the spreadsheet

*The Ap provides a powerful tool 4 tracking data such as inventory & pricing, sorting & organizing info

*Spreadsheets offers the user the ability 2 calculate & to chart data.

Which of the following isn't a technique to hlp mng 1s Emails effectively?

*Develop a sys 2 mng ur Emails effectively

*Set aside a Xs 4 Emails only

*Create a sys of files or flders to organize Emails..ex."Wrk n Progress", "Rough Drafts", "Reply" 4 those that nd a response, "Read L8r" or "Emails that nd more X devoted 2 them"

*Try not 2 hndle an Email more than 1 X if possible...if it's not accurate ull waste time goin bak & 4th

When leavin a VoiceMail Message u sld_______?

*Make sure message is brief, concise & organized

*State nm & # @ beg & end of message spkin slow & clear

*Make sure 2 express reason 4 the call

*Don't record lng, funny, cute greetings, leave rambling messages, express anger or sarcasm, leave personal or confidential info

*Also apply 6 Cs of effective communication when leavin messages

*Be considerate

Sm Companies ask that u implement Filters n ur Email Application as a method to__________?

*Hlp u organize ur messages quickly & efficiently..Ex.-Filter that has a particular subject line 2 trash, Filter 2 4ward Email w specific wrds in subject line directly to ur co-worker, etc.

Which of the following statements aren't included n the Rules of Etiquette 4 Email?

Rules of Email Etiquette

*Fill sub line-b brief & specific

*Follow rules of grammar, spellin, punct, & caps as u wld hrd copies. Proofread b4 sending.

*Keep messages on a "Nd 2 Knw" basis..snd 2 only people who sld receive the info

*Dnt use 4 security sensitive material unless message is protected via coding or encryption..Emails r not confidential.

Email Etiquette Cont.

*Many businesses st Emails r used 4 Business related purposes only

*Use 6 Cs of comm

*Dnt type n all caps--considered shouting

*Dnt overuse punctuation. 4 emphasis, rely on your words. If u overuse ur sentenance will sound like you're "yelling"

Which of the followin isn't 1 of the guidelines 4 faxing?

Guidelines 4 Faxing

*Notify the recipient b4 sending a fax

*Keep pages 2 a minimum

*If fax is multiple pages, contact recipient 4 permission 2 send

*Send a cover sheet

*Ensure confiditenially when appropriate

Which of the following sld u not b able 2 research on the internet?

*Info from your place of employment

A Fax Cover Sheet sld include what_______?

*Recipients name, dept, co, fax #

*Senders name, dept, co, fax #

*Phone #

*Date sent

*# of pgs including cover sheet

*Phone # 2 call n case of emergency

Which of the following stmnts is not a step in the Brainstorming Process?

This is the Brainstorming Process

*Pre-writing strategy that hlps identify key content & focus on writing

*Quick, chaotic, list making activity used to generate ideas-done alone or n groups

*On Ppr or aloud

*Writers can express ideas openly w no censorship or judgement, discover strongest points

Brainstorming Process Cont.

*Begin by identifyin the gen topic or purpose of intended message

*Nxt-2 record every idea u associate w ur topic. Express n complete sentences, phrases or words

*Stimulate both gd & bad ideas as well as things that r irrelevant-Dnt reject,refuse any idea or hesitate 2 share

*Bstorming ends when all ideas hv been exhausted-result is lng,comprehensive&varied list of ideas

*Nxt process ideas, edit dups, delete, identify, clarify strongest ideas, ull find core of ur message

If u nd to verify a Zip Code you can________?

*Check the Zip Code Directory Online

What is an Attachment?

*An add on file to an Email (attach files or docus w ur Email)

*Notify person receiving an attachment..mst r hesitant 2 open attachments due to viruses..they may not open if not expecting

*Consider the length of attachment..if 2 lng, c if it sld b mailed

*Major prob is people 4getting 2 attach docus 2 Emails

When using standard punctuation, the Salutation is followed by a__________?

*A colon

An Informal Note is used when?

*Brief informal notes r prepared quickly, often written on sm note pads (sm employers hv notepads printed) or plain paper or sticky notes. 

*Usually hndwritten but can be keyed

*Sign & Date

*Left 4 immediate attn-It's often seen b4 an Email

The correct date line for a Business Letter is_________?

*After the heading if on letterhead

*Plain Paper-Below the return address

The message in a Business Letter sld b________?

*Single Space each paragraph

*Double Format bet paragraphs

*Block all ppgs in Block style letters

*Either block or indent the 1st line of each ppg 1/2 inch n a Modified Block Letter

The # of blank lines between the heading & the body of an Interoffice Memo us__________?

*2 lines...double space

The correct Salutation for an Inside Address is______?

*a colon

The standard size envelope "most commonly" used in business for mailing letters is________?

*(Most Common) is No. 10 envelope (legal size - 41/8 by 91/2 inches)

*63/4 envelopes (letter size - 35/8 by 61/2 inches)

The last line of a mailing address on an envelope 4 a letter addressed to sm1 in the US sld contain________?

*City

*State

*Zip Code

*If possible, zip code plus 4-it allows 4 automatic sorting of mail in the order it is delivered on the route