Subject: Business Communication

Chapter: Basics of Written Communication

Contributor: Ajit Joshi

Multi Choice Questions (30)

IMP Note:

A) Collect as many MCQs as possible.

B) Also, collect Fill in the Blanks and True/False that have important concept to learn.
C) Please create high quality content.

1] Which tool allows you to structure your content with the help of topical outlines.

a. Mind Maps
b. Paragraph Maps
c. Information Wheels
d. Page Maps
Ans: d
2] Which tool serves as a visual tool to generate, structure, and organize ideas.

a. Page Maps
b. Mind Maps
c. Paragraph Maps
d. Concept Webs
Ans: b
3] Which stage of the writing process entails "putting your thoughts down".

a. Composing
b. Editing
c. Drafting
d. Proofreading
Ans: c
4] Which tone writer is more likely to adopt when the situation is negative.

a. Forceful tone
b. Personal tone
c. Impersonal tone
d. Passive tone
Ans: d
5] Which tone writer is more likely to adopt when the message content & context is positive.

a. Forceful tone
b. Personal tone
c. Passive tone
d. Impersonal tone
Ans: a
6] Which tone writer is more likely to adopt when the situation is neutral.
a. Forceful tone
b. Impersonal tone
c. Personal tone
d. Passive tone
Ans: b
7] Which tone writer is more likely to adopt when the writer and reader are equal.
a. Forceful tone
b. Impersonal tone
c. Personal tone
d. Passive tone
Ans: c

State whether the following are true or false

8] Written communication depends on syntax

Ans: True
9] Dangling modifiers are better than misplaced modifiers
Ans: False
Both are quite similar.
A dangling modifier is a word that cannot logically modify any word in the sentence.
A misplaced modifier is a word that is related to the wrong word in the sentence.
10] Writer's block is a writing software.
Ans: False
Writer's block is a supposed condition in which afflicted writers are said to be unable to freely
express their opinion on paper.
11] Affirmative sentences are perceived negatively by readers.
Ans: False
12] Camouflaged verbs take the form of a "noun”.
Ans: True
Camouflaged verbs are the verbs that are unnecessarily changed to nouns.
13] A mind map and an information wheel are similar to one another.
Ans: True
They are similar, but not the same. They have a minor difference. Mind maps use branches, while
Information wheel uses spokes.
14] A parallel structure refers to the repetition of the same thing twice.
Ans: True
Parallel structure maintains consistency. e.g. same font type, font size, position on the page etc.
15] An impersonal tone is to be used when the reader the reader is not as important as the
writer.
Ans: True
16] Clichés can be used in written communications but not in oral communication.
Ans: False
A cliché is an expression that has been used so often that it has lost its originality and
effectiveness. Most of us use an cliché in speaking, but clichés have no place in writing.
 Subjective Questions (04)
1] Discuss 5 advantages of Written communication over Oral communication.
Ans: Oral communication packs force, but it also contains certain inherent disadvantages. Written
communication comes in handy and helps overcome these shortcomings in the following ways:
a. Written communication has a “wider reach” than oral communication.
While speech reaches a limited audience, written communication can reach masses.
e.g. Company policies in a written form can reach the whole workforce. Accomplishing it
through speech would be a daunting task.
b. Written communication can be “carefully planned”.
Speaking is spontaneous and does give much time for contemplation. Writing can be planned
and organized.
e.g. If a boss asks a question, employee may not have much time to plan a response. Whereas,
if boss sends you a mail asking for clarification, employee has sufficient time to think about
your response, draft it carefully, re-read it and edit it before sending.
c. Written communication can be “read and re-read” at the receiver’s convenience.
In oral communication, the receiver participates in the process in real time. In case of written
communique, receiver has an opportunity to go through it at own convenience. If the
information is complex, it can be read over several times for greater clarity.
d. Written communication can be “reviewed and revised”.
It is possible to review and revise written communication several times before sending.
Whereas, in oral communication you have no chance to retrace.
e. Written communication allows for “permanency and longevity” of the message.
While speech is transient and exists only in the moment of time, written communication can
be preserved over centuries. In fact, our history is based on written records which were
preserved over time.

TIP: Other advantages discussed in the book which you can elaborate are as follows…
1) Written communication helps in “maintaining records”.
2) “Supporting or additional data” can be sent along with the written document.
3) Written communication allows for the “filtering of the information”.
4) “Graphs, tables, and numerical data” can be best presented in written communication.
5) “Authority” is better asserted in written communication than in oral communication.
2] Discuss 5 disadvantages of written communication.
Ans: Written communication has its own set of disadvantages.
a. Written communication can be “misunderstood”.
Written communication lacks in kinesics and paralanguage. It can give rise to ambiguities in the
message, Receiver may misinterpret resulting in unwanted conflicts.
b. Written communication is “slower” than oral communication.
The whole process of communication from encoding the message to transmitting the message
to deciphering the message to providing the feedback is shorter than written communication.
This makes it faster mode of communication. Written communication is slower in comparison
as writing & reading the message take time.
c. Written communication “does not provide for instant or immediate feedback.”
In oral communication such as addressing a group, even if a verbal feedback is missing, we can
look at receiver’s body language and paralanguage for feedback. This mechanism is not
available in written communication.
d. Written communication can become “public knowledge”.
It may be difficult to maintain complete secrecy in case of written communication. Private
message sent by you may be made public by any of the recipients. This risk is slightly lower in
oral communication as it happens in real time.
e. Written communication is “impersonal”.
Written communication is simply an arrangement of words. It may or may nor invoke strong
sentiments. Also, it does not communicate feelings or emotions as effectively as oral
communication.
TIP: Other disadvantages discussed in the book which you can elaborate are as follows…
6) Recipients may “not always read” written communication.
7) Written communication lacks “punch”.
8) Written communication requires “storage”.
9) Written communication needs to be “free of spelling mistakes”.
10) Written communication “requires reading and writing abilities from its receivers”.
3] Discuss 4 stages involved in writing process.
Ans: The 4 stages involved in writing process are as follows…
Stage 1: Composing or Prewriting
As part of prewriting phase, purpose of the communication has to be clarified. What do you wish
your communique to accomplish – should be answered. Once the purpose is established, you
should know your audience. You should then choose a proper writing style, which suits the
purpose and the preference of the receiver. You should also be able to anticipate the audience’s
reaction. You can suitably adapt or alter the writing style of the message so that it achieves its
purpose.
Stage 2: Drafting
Drafting means “putting your thoughts down” on paper. The first draft is usually written quickly
without much thought. The draft provides a platform to organize thoughts and provides
foundation to the overall message structure. The text will have an introduction to begin, a body to
cover, and a conclusion to end. It is important to maintain the flow and build on ideas while
drafting the written communication.
Stage 3: Editing
Editing is the process by which you make correctional changes to the draft prepared. It is
undertaken throughout the writing process in between the drafts. Author should follow 7C’s of the
communication. while editing the final draft, it must be clear, correct, concise, concrete, complete,
considerate and courteous.
Stage 4: Proofreading
Editing and proofreading is often used interchangeably. There are subtle differences between the
two. Editing looks at the content, while proofreading looks at the mechanics. Proofreading is a
process of carefully correcting surface errors namely, spelling, grammar, names, numbers,
punctuation, formatting, and typing errors.
The stages discussed above do not form a linear chain. These may overlap with one another.

Note: Vijay is partnering with me on this chapter. He would be contributing with more MCQs and
Subjective questions that we have commonly drafted. His submission will appended once
received.