Technical Writing DSST

A technical document that is too concise will most likely trigger problems associated with a. ambiguity b. denotation c. chunking d. redundancy

ambiguity An overly concise document will most likely be choppy and unclear. Redundancies are a problem associated with wordy documents, so choice D is incorrect. Chunking a document into manageable sections improves readability, so choice C is wrong. The denotation of a word is its literal meaning, so choice B is incorrect.

The first step in the process of writing any technical document is to a. set a schedule b. assess the audience c. analyze the purpose d. conduct primary research

assess the audience The first step in writing a technical document involves analyzing the audience and determining who will be the primary readers—experts, laypersons, technicians, or managers. After identifying the audience, a writer needs to analyze the purpose of the document, set a schedule, and conduct research, so choices A, C, and D are incorrect.

Which of the following should most likely be included in the education section of a recent college graduate's resume? a. Skills, interests, and college accomplishments. b. Grades for all required college course work. c. Description of college jobs and positions. d. City and state where college is located.

City and state where college is located The city and state where the college is located should be included in the education section of a resume, since employers may not be familiar with the location of all institutions. Include the GPA for courses related to a major or an overall GPA if it is above average, but it is unnecessary to include the grades for all required classes. Special college accomplishments or awards would be appropriate for the education section, but skills, interests, and jobs belong in other resume sections.

A technical writer should include an overview at the beginning of a manual to explain the.... a. steps of the process. b. legal aspects of the procedure. c. benefits of the procedure. d. terminology of the process.

benefits of the procedure... An overview at the beginning of a manual should address the purpose and benefits of the procedure to encourage readers to learn and retain the material. Procedure specifics such as steps, legal issues, and terminology would be included in other sections of a manual.

The primary purpose of a refusal letter is to a. deny liability b. counter a claim c. request a refund d. convey bad news

convey bad news Refusal letters convey negative messages, such as denying a proposal or a promotion. Individuals write claim letters to request refunds for poor products or services, so choice C is incorrect. Denying liability and countering claims are less likely goals of refusal letters.

Before writing a sales proposal, an author most likely needs to... a. determine a customer's needs. b. create appealing graphics. c. review a customer's budget. d. prepare a list of references.

determine a customer's needs Determining the needs of a potential customer is the first task in developing a persuasive sales proposal. A potential customer's budget will most likely be unknown until an agreement is made. Graphics and references are important elements in sales proposals, but establishing the problems or needs of a customer must occur first.

The major difference between informational reports and analytical reports is that analytical reports a. provide results b. compare options c. develop solutions d. draw conclusions

draw conclusions Informational reports provide results, but analytical reports provide results and draw conclusions based on those results. Recommendation reports such as feasibility reports compare different options and propose solutions, so choices B and C are incorrect.

Which of the following types of language in a technical document is most reflective of informal tone? a. Cliché b. Passive voice c. Third person d. Citations

Cliché A cliché is an overused statement, such as "better safe than sorry," in which the original meaning is obscured. Clichés are not appropriate for documents with a formal tone. Passive voice should be included in technical documents with a highly formal tone to describe the actions of specific subjects and objects in a technical process. Third person is the use of personal pronouns such as he, she, it, they, them, his, her, hers, its, or their. Third person is appropriate for inclusion in technical documents with a highly formal tone, as it allocates a title for subjects throughout the document. Non-specific identification of subjects is necessary in technical documents which outline specific processes. Third person should not be avoided in technical documents with a highly formal tone. Citations are the reference to external sources which were used to synthesize the written content of a technical document. Citations are most often included in technical documents with a moderately formal and highly formal tone.

Which type of document should be written in a moderately formal tone? a. E-mail to a friend b. Company newsletter c. Progress report d. Memo

Company newsletter A moderately formal tone is a tone when complex sentences and third person may be used. A moderately formal tone may also use clichés as appropriate. A company newsletter may include community and/or social events which would not necessarily merit a highly formal tone. Company newsletters may also include organizational info alongside clichés. An e-mail to a friend would not merit the use of complex sentences or third person, but would likely implement an informal tone due to the rapport between the e-mail sender and receiver. A progress report or memo would likely utilize a highly formal tone wherein no use of clichés or informal tone is included.

Paragraphs included in the recommendations section of a report would most likely be written using the a. emphatic sequence b. chronological sequence c. effect-to-cause sequence d. problem-solving sequence

emphatic sequence Technical writers often use emphatic sequence to support an opinion or make a recommendation. Reasons are arranged in either decreasing or increasing order of importance to emphasize a point. Chronological order follows a sequence of events, which is unnecessary in a recommendations paragraph. Problem-solution sequencing explains how a problem was solved rather than how a problem could be solved if certain recommendations were followed.

The supervisor of a contracting company needs to know the timetable, developments, and budget status of multiple work crews assigned to various projects. Which of the following types of report would be most beneficial to the supervisor? a. Annual feasibility report b. Monthly research report c. Weekly formal report d. Daily progress report

Daily progress report Firms that send crews of employees to work on various projects need daily progress reports to stay apprised of time and money issues. Feasibility reports are usually written prior to a project beginning. Research reports and formal reports are major reports that would not benefit a manager on a daily basis, so choices B and C are incorrect.

The major difference between process descriptions and product descriptions is that process descriptions lack which of the following? a. Descriptions of steps and stages. b. Visuals, photos, and headings. c. Descriptions of physical objects. d. Definitions of special terms.

Descriptions of physical objects... Process descriptions explain the steps and stages of a process while product descriptions describe physical objects. Both types of descriptions include definitions of visuals and headings and definitions of terms.

Which organizational pattern is typically used for justification reports? a. Chronological b. Indirect c. Spatial d. Direct

Direct The direct organizational pattern is commonly used with justification reports. An author of a justification report states both the problem and recommendations in the opening paragraph. Chronological and spatial structures are commonly used in other types of reports, so choices A and C are incorrect.

What purpose do memos serve in most organizations? a. Analyzing research findings b. Corresponding with major clients c. Documenting decisions and actions d. Administering external questionnaires

Documenting decisions and actions Memos provide a record of internal requests, instructions, and policy announcements, which is why firms frequently use them. Memos help firms trace managerial decisions, monitor employee responsibilities, and assess project progress. Since memos are for internal correspondence, choices B and D are incorrect.

Which of the following types of visual is best for showing the internal parts of a small engine? a. Drawing b. Flowchart c. Photograph d. Picture graph

Drawing Drawings are best for showing internal elements of equipment and the spatial relationship between various parts. A photo would be appropriate for the external parts of an engine, but it would be difficult to capture the internal parts with a photo. Flowcharts show the steps in a process, and graphs convey numerical data, so choices B and D are incorrect.

Which type of illustration is best for showing the sequence of events in a macro-level operations workflow? a. Pie chart b. Screenshot c. Gantt chart d. Flowchart

Flowchart A flowchart shows the steps throughout a process in a visual format with arrows indicating the change of phases. Flowcharts are used for illustrating multi-step processes. A pie chart illustrates sectors or proportions of a whole unit. A screenshot captures a computer screen display in an image, however, a pie chart or a screenshot alone cannot be used to illustrate a process flow. A Gantt chart itemizes and illustrates the level of effort for a specified amount of work to be completed. Gantt charts are appropriate for micro-level operations workflow analysis.

Which of the following refers to an alphabetical list of definitions included in a technical document? a. Table of contents b. Appendix c. Glossary d. Index

Glossary Glossaries list definitions of terms found in a technical document; they are included in the back matter along with the index and any appendices. The table of contents tells readers where information is located in a document but does not provide definitions.

Which of the following visuals is best for presenting trends, distributions, and cycles? a. Tables. b. Graphs. c. Diagrams. d. Flowcharts.

Graphs... Line graphs, pie graphs, and bar graphs are better at illustrating movements, distributions, and cycles than tables. Diagrams and flowcharts are best for showing steps in a process or system relationships.

Which of the following page design elements helps readers know their location within a document? a. Glossaries and indexes b. Footnotes and endnotes c. Widows and orphans d. Headers and footers

Headers and footers help readers know their location within a document by providing information such as chapter, section, and page number. The index enables readers to find specific information, while glossaries, footnotes, and endnotes provide additional details to interested readers.

Which of the following is the most appropriate topic for the first paragraph of a job application letter? a... Why the writer has the necessary education. b... Why the writer is qualified for the position. c... How the writer learned about the position. d... How to reach the writer for an interview.

How the writer learned about the position. The opening paragraph of a job application letter should explain how the writer learned about the position. Applicants should describe their education and qualifications in the body of the letter and request an interview in the closing paragraph.

Which of the following visuals would be appropriate for illustrating the percentage that each car model contributed to an auto manufacturer's total annual sales? I. Pie graph II. Column graph III. Double-line graph

I and II only Pie graphs and column graphs, which are also called 100-percent bar graphs, indicate the value of all the parts that equal a whole. In this case, a writer could show the percentage that each type of vehicle contributed to annual sales with either a pie graph or a column graph. Double-line graphs illustrate relationships between two variables rather than parts of a whole, so choices B and D are incorrect.

Which of the following types of technical documents would a writer most likely organize with the chronological method of development? I. Trip report II. Memo III. Proposal

I. Trip Report Trip reports, lab reports, and work schedules are appropriate documents to write in chronological order. Memos and proposals would probably be written in the order-of-importance method of development rather than in a chronological pattern, so choices B, C, and D are incorrect.

Which of the following in-text documentation systems encloses citation numbers in square brackets? a. MLA b. APA c. CMS d. IEEE

IEEE The documentation system of the Institute of Electrical and Electronics Engineers (IEEE) is primarily used for technical documents related to scientific and mathematical fields. The IEEE system uses bracketed numbers—[1]—that correspond to complete citations in the bibliography. The Modern Language Association (MLA), the American Psychological Association (APA), and the Chicago Manual of Style (CMS) use parentheses for in-text citations that include some combination of the author's last name, publication date, and page number.

Which of the following components would most likely be included in the body of a formal sales proposal? I. List of figures. II. Cost analysis. III. Site preparation. a. I only. b. II only. c. II and III only. d. I, II, and III.

II and III only... A proposal with more than five figures requires a list of figures, which is placed in the front matter. Cost analysis and site preparation are components that would appear in the body of a proposal.

Which of the following is LEAST likely to help chunk information in a technical document? a. Sequencing b. Shading c. White space d. Index

Index Chunking refers to dividing information into manageable pieces so that the document is easier for readers to follow and understand. Writers use sequencing methods and elements of page design, such as shading and white space, to chunk information in a document.

Which of the following will most likely improve the readability of a technical document if used correctly a. Sections of italics b. All uppercase letters c. In-text citations d. Left-justified margins

Left-justified margins Left-justified margins are easier to read than full-justified margins, which include irregular spaces. Long sections of italics, uppercase letters, and in-text citations can slow down the flow for readers, so choices A, B, and C are incorrect.

Which of the following guidelines applies to preparing a glossary in a technical document?.. a... Place lengthy glossaries in the front matter. b... Define terms that are unfamiliar to laypersons. c... Provide examples and definitions for each term. d... List terms in the order that they appear in the document.

List terms in the order that they appear in the document. Terms unfamiliar to general readers should be briefly defined in a glossary and listed in alphabetical order. Only short glossaries are included in the front matter; lengthy glossaries belong in the back matter.

Which of the following audiences would most likely prefer technical documents that include highly detailed and specific information? a. Low context culture. b. Individualistic culture. c. High context culture. d. Collectivistic culture.

Low context cultures... appreciate detailed information where procedures are explained completely. An audience of readers from a high context culture might be offended by the inclusion of information that is considered common knowledge. Choices B and D are less relevant because individualistic cultures value the individual more than the group and collectivistic cultures stress group harmony.

Which of the following is the most effective way to divide a long paragraph? a. Make a bulleted list. b. Revise the heading. c. Create an appendix. d. Provide a line graph.

Make a bulleted list The best way to divide a long paragraph is to convert the information into a bulleted or numbered list, which makes the information more accessible and visually appealing. An appendix is appropriate for supplemental information but not essential information, so choice C is incorrect.

Which of the following topics requires the most current information? a. Business ethics b. Workplace trends c. Nanotechnology d. Marketing techniques

Nanotechnology Technology topics require the most current information because changes occur rapidly. Business ethics, workplace trends, and marketing techniques are topics related to people rather than technology, so information is less likely to change as rapidly, which means choices A, B, and D are incorrect.

Which of the following terms refers to a word on a line by itself at the end of a column? a. Orphan b. Footer c. Widow d. Serif

Orphan Orphans are words that are alone at the end of a column. Widows are single words carried over to the top of a page or column. Footers appear at the bottom of a page and typically include page numbers, so choice B is incorrect. Serif is a typeface term, so choice D is incorrect.

Which of the following is an example of filtering? a. Placing a stop sign symbol beside every safety tip in an instruction manual b. Double-spacing between paragraphs and after headings in a lab report c. Including chapter, section, and page number in all headers of a manual d. Providing hyperlinks to additional resources in an online training guide

Placing a stop sign symbol beside every safety tip in an instruction manual Filtering involves the use of visual patterns, such as symbols, to indicate different types of information in a document. Spacing, headers, and hyperlinks improve the readability of documents but are not examples of filtering, so choices B, C, and D are incorrect.

Which of the following statements is the most concise and clear? a. The advice was not inaccurate. b. We need to conduct a test of the drug. c. I believe that our budget is too strict. d. Please submit the proposal tomorrow.

Please submit the proposal tomorrow is the most clearly and concisely written statement. "The advice was not accurate" should be phrased positively. "I believe that our budget is too strict" should eliminate the qualifier, "I believe." "We need to test the drug" would be the best revision for "We need to conduct a test of the drug."

Which of the following appears first in most justification memos?... a... Achievement summary b... Cost and savings analysis c... Problem and recommendations d... Primary and secondary research results

Problem and recommendations Most justification memos begin with a brief introduction that explains a problem and a recommendation for solving the problem. Financial analyses and research results are likely to appear later in the memo, so choices B and D are incorrect.

Which of the following helps readers understand the steps of a complex event? a. Procedures b. Product description c. Progress reports d. Process description

Process descriptions explain the steps of complex events, while product descriptions explain how to use a device, which means choice B is incorrect. Procedures are guidelines intended to help people perform a task the same way each time, so choice A is incorrect.

What do most writers of grant proposals request from readers? a. Project funding. b. Policy changes. c. Tangible products. d. Increased publicity.

Project funding... Most grant proposals request funding for projects. Other types of proposals may request goods and services or changes to policies and procedures.

What is the most common method for expanding a definition in a technical document? a. Providing a graphic b. Including a glossary c. Using sub-headings d. Explaining the etymology

Providing a graphic Graphics are common tools for expanding a definition in a technical document when a writer needs to elaborate about either a physical object or a concept. Writers expand on the etymology, or origin, of words infrequently in technical documents, so choice D is incorrect. Glossaries contain lists of terms and brief definitions, so choice B must be eliminated.

Which of the following would most likely be inappropriate for a grant proposal? a. Topic headings b. Decimal headings c. Question headings d. Statement headings

Question headings Question headings are considered too conversational for formal reports and proposals. Topic, decimal, and statement headings would be most appropriate for a grant proposal, so choices A, B, and D are incorrect.

Which of the following is an example of primary research? a. Operating manuals b. Questionnaires c. Brochures d. Meeting minutes

Questionnaires Primary research involves collecting raw data through interviews, surveys, and questionnaires. Secondary research involves using information that has already been collected, analyzed, and compiled in books, articles, manuals, brochures, and minutes of meetings, so choices A, C, and D are incorrect.

Which of the following is the most important factor when determining the best tone for a document? a. Size of audience b. Reader preference c. Scope and topic d. Style guidelines

Reader preferences dictate decisions regarding the most appropriate tone of a document because the reader is the final judge. Although audience and purpose influence tone decisions, the size of the audience is less relevant.

Which of the following includes data interpretation and a suggested course of action based on an investigation into a problem? a. Recommendation report b. Progress report c. Activity report d. Trip report

Recommendation report Recommendation reports draw conclusions, interpret facts, and recommend specific steps to take after a problem has been studied. Progress reports provide information on the status of a multi-step project, while activity reports usually focus on an individual employee's tasks. Trip reports outline events that occurred on a business trip.

Which of the following guidelines applies to writing coherent paragraphs? a. Use passive voice. b. Repeat key terms. c. Provide footnotes. d. Use long noun strings.

Repeat key terms... Repeating key terms in a paragraph enables readers to follow the writer's ideas more effectively. Long noun strings create confusion, and active voice is preferable to passive voice. Footnotes provide supplemental information and have little effect on the readability of a paragraph.

Which resume organizational structure is most commonly used to illustrate a pattern of job experience and career development? a. Targeted. b. Functional. c. Topical. d. Reverse chronological.

Reverse chronological The reverse chronological order resume lists an applicant's most recent experience first and then moves backward through an applicant's job history. Functional resumes stress a person's skills and abilities rather than job history. Targeted and Topical are not resume formats.

Which of the following has the LEAST relevance when determining the best tone for a technical document?.. a... Audience. b... Purpose. c... Subject. d... Scope.

Scope... ...The audience, purpose, and subject of a document determine whether the tone should be informal, moderately formal, or highly formal. The scope of a document, or its depth and length, is less relevant to determining the appropriate level of formality.

What is the best method for editing a document with short, choppy sentences? a. Adding transitions. b. Eliminating articles. c. Combining sentences. d. Adding topic sentences.

Sentence combination is the best way to improve a document and eliminate short, choppy sentences. Transitions and topic sentences improve clarity and unity but have no effect on short sentences. Eliminating articles may occur during sentence combining, but the process alone will not create better flow in a document.

Which of the following should be avoided in technical documents with a highly formal tone? a. Passive voice b. Short sentences c. Third person d. Empathy

Short sentences with brief descriptions should be avoided in a technical document with highly formal tone. Instead, complex sentences with sound reasoning and support should be included. Passive voice should be included in technical documents with a highly formal tone to describe the actions of specific subjects and objects in a technical process. Third person is appropriate for inclusion in technical documents with a highly formal tone, as it allocates a title for subjects throughout the document. Empathy is a good characteristic of which to be mindful when scoping the perspective of a technical document.

Which of the following is written in response to an invitation for bids (IFB)? a. Formal internal proposal b. Feasibility proposal c. Solicited proposal d. Sales proposal

Solicited proposals are submitted when another organization requests competing firms to bid for a job through an IFB. Internal proposals are not submitted to outside companies, and sales proposals are typically unsolicited. Feasibility reports are requested internally, so choice B is incorrect.

Which organizational pattern would be most appropriate when describing a new hospital wing? a. Comparison b. Sequential c. Definition d. Spatial

Spatial The spatial method of development is best for describing the physical appearance of a place or a device. A writer would describe the new wing from top to bottom, inside to outside, or in some other directional manner. Comparison, sequential, and definition organizational patterns would be less appropriate methods for describing a building, so choices A, B, and C are incorrect.

What should a technical writer include in the body of a process description? a. Stages of the process b. General overview of the process c. Purpose of the process d. Necessary conditions for the process

Stages of the process The body of a process description addresses the different stages of the process by defining and explaining each stage. The introduction provides a general overview, explains necessary conditions, and addresses the purpose of the process, so choices B, C, and D are incorrect.

Which of the following would most likely be written as a memo or a letter? a. Test report b. Grant proposal c. Sales proposal d. Laboratory report

Test report Test reports are routine, informal reports that are often presented as memos or letters. Laboratory reports are formal reports that convey information gained from lab testing and major investigations. Sales proposals and grant proposals are formal, lengthy documents.

The purpose of the concluding paragraph of a job application letter is to a. summarize the applicant's work history and education b. explain how the applicant learned about the job opening c. encourage the reader to invite the applicant for an interview d. describe why the applicant would make an excellent employee

encourage the reader to invite the applicant for an interview In the concluding paragraph of a job application letter, a writer should politely request an interview and provide contact information to motivate the reader to meet with the applicant. Work history and education are summarized earlier in the letter, so choice A is incorrect. Earlier paragraphs should also explain how the applicant learned about the job and why the applicant would be an excellent employee, which eliminates choices B and D.

The major difference between an annotated bibliography and a bibliography is that an annotated bibliography includes... a. evaluation of the content. b. hyperlink to the document. c. review from the author. d. library reference number.

evaluation of the content... Annotated bibliographies include the same information about a source as bibliographies, but they also include a brief evaluation of the content in the work. The annotation provides readers with additional information about a source and may include online resources, but it is unlikely to include hyperlinks, reviews from the author, or library reference numbers.

The purpose of writing a directive is to a. persuade readers to purchase a product b. explain why readers need to follow a policy c. describe how a long-term project is proceeding d. summarize the methods and results of an investigation

explain why readers need to follow a policy Directives are written to explain a policy or a procedure that readers need to follow. A directive usually explains a problem and presents persuasive reasons for adhering to a policy or a procedure that will solve the problem.

The back matter of a long proposal will most likely include... a. cost analysis. b. delivery schedule. c. glossary of terms. d. letter of transmittal.

glossary of terms The back matter of long proposals includes the glossary, bibliography, and any appendices. The letter of transmittal is part of the front matter. Choices A and B are eliminated because cost analyses and delivery schedules are part of the body in most proposals.

The primary purpose of most technical writing is to. a... share complex information with expert audiences. b... convey information to multicultural audiences. c... help readers perform tasks and make decisions. d... provide readers with supplemental details.

help readers perform tasks and make decisions Most technical writing helps readers make decisions and perform tasks. Manuals, proposals, reports, and Web sites are forms of technical writing that convey useful information to readers from all cultures and backgrounds.

All of the following are likely to establish a firm's legal liability for damage or injury due to faulty product instructions EXCEPT a. poorly displayed warnings b. ineffectively placed charts and photographs c. inadequate list of possible product misuses d. insufficient explanation of proper product usage

ineffectively placed charts and photographs Poorly written instructions can create legal liability for firms if warnings are not clearly displayed, product misuses are not explained, and proper product usage is not clarified. Visuals like charts and photographs benefit users, but their location in a document is less likely to establish legal liability.

All of the following are effective graphics for illustrating numerical data EXCEPT a. tables b. pictographs c. pie charts d. logic trees

logic trees Tables, pictographs, and pie charts are commonly used in technical documents to illustrate numerical information. Logic trees illustrate multiple paths to follow and are useful when describing processes, so choice D is the best answer.

Margins serve all of the following purposes in a document EXCEPT to a. limit information included on a page b. supply space for binding purposes c. meet reader typeface preferences d. provide room for marginal glosses

meet reader typeface preferences Margins limit the amount of information that can be included on a page and provide necessary space for binding a document. Margins also allow authors to include marginal glosses, which are notes and definitions that appear in margins. Typeface and margins are not related, so choice C is the best answer.

An optional introductory statement added into a formal report is known as... a... preface. b... foreword. c... abstract. d... overture.

preface Both prefaces and forewords are optional introductory statements included in formal reports; however, someone other than the author writes the foreword. The preface may discuss the scope and purpose of the report or contain acknowledgements. The term "overture" typically refers to a musical introduction.

All of the following are formats for instructional documents EXCEPT.. a... product descriptions. b... reference cards. c... brochures. d... manuals.

product descriptions Instructional documents appear in many different formats, including reference cards, instructional brochures, manuals, and online documentation. Product descriptions explain the parts of an item but do not provide instructions for usage.

Grouping related text and graphics together follows the design principle of a. contrast b. proximity c. alignment d. repetition

proximity The principle of proximity suggests grouping related information together, such as a graph and the text that explains its significance. Contrast, alignment, and repetition are three other design principles that are not related to grouping, so choices A, C, and D are incorrect.

When compiling the index of a technical document a writer should a. sort sub-entries in reverse alphabetical order b. refer to pages where a topic is fully discussed c. format entries in a single column of block letters d. use verbs and adjectives for main index entries

refer to pages where a topic is fully discussed Being selective is the key to compiling an index, so writers should choose passages from the text where a topic is fully discussed rather than briefly mentioned. Main and sub-entries should be listed alphabetically, and entries should be formatted in double columns in lowercase letters. Nouns rather than verbs and adjectives should be used for main index entries, so choice D is incorrect.

A corporation that needs to provide instructions to employees about installing a software update would most likely provide instructions in a a. manual b. test report c. press release d. reference card

reference cards Both manuals and reference cards are formats used to convey instructions, but manuals are lengthy and include warnings and troubleshooting advice. For a simple software update, a brief reference card that lists the installation steps would be most appropriate.

Information gathered from a survey is most likely valid if... a... results can be duplicated b... random errors are caught c... questions are subjective d... responses are truthful

responses are truthful The validity of a survey depends on honest responses from participants. A survey is reliable but not necessarily valid if findings can be duplicated.

The purpose of a Gantt chart is to illustrate the a. schedule of a project b. hierarchy of an organization c. geographic features of an area d. responsibilities of individual workers

schedule of a project Gantt charts depict schedules by indicating the beginning and ending dates of different phases of a project. An organizational chart illustrates the chain of command in a business and may include employee responsibilities, so choices B and D are incorrect. Geographic features are best depicted with maps, so choice C is incorrect.

All of the following are types of expanded definitions used in technical writing EXCEPT... a. negative definition. b. definition by cause. c. definition by analogy. d. sentence definition.

sentence definition... Negative definition, definition by cause, and definition by analogy are methods of expanding definitions in a technical document. Expanded definitions range from a paragraph to several pages. However, a sentence definition explains the meaning of a term in less than two sentences and is not a type of expanded definition

The primary difference between progress reports and activity reports is that progress reports focus on... a... significant workplace projects. b... revised positioning statements. c... improved product guidelines. d... multi-departmental structures.

significant workplace projects... Progress reports provide readers with information about major projects, such as whether a project is on schedule or within budget... Activity reports describe the work of individual employees.

All of the following are typical categories in a chronological resume EXCEPT a. qualifications summary b. skills and abilities c. references d. job history

skills and abilities Chronological resumes include six main categories: identifying information, qualifications summary, education, job history, interests and activities, and references. Skills resumes include an additional category for skills and abilities, so choice B is correct.

The primary audiences of technical documents are typically persons who a. advise managers about using a document b. need to remain aware of a project's progress c. experience the results of a document's proposal d. use a document as a guideline for making a decision

use a document as a guideline for making a decision The primary users of a document are typically the ones who request a document for the purpose of making a decision or taking action. Secondary audience members are individuals who provide advice to decision makers, carry out a project described in a document, want to stay abreast of a project's progress, or experience the effects of a decision addressed in a document.

What is the maximum number of words suggested for most abstracts? a. 50 b. 100 c. 250 d. 400

250 Abstracts are brief summaries of a document, and they are typically 200 to 250 words long. Abstracts should highlight the main points of a document and help readers determine whether reading the entire document is worthwhile. Extremely brief abstracts fail to provide enough information, and extremely long abstracts require too much time on the reader's part.

A highly detailed statement about the materials and dimensions required to manufacture or install a product is known as a... a... directive. b... schematic. c... classification. d... specification.

A specification is a highly detailed and precise statement that describes the materials and dimensions for building or installing a product. Specifications ensure that a product meets safety, government, and legal standards. Directives are orders issued by superiors. Schematics are visual rather than textual.

The introduction of instructions usually includes a. working definitions b. safety evaluations c. follow-up suggestions d. troubleshooting guidelines

working definitions Working definitions are placed in the introduction of instructions so that readers understand terms used throughout the document. Troubleshooting tips and follow-up advice are included in the conclusion, so choices C and D are incorrect. Warnings and safety tips are included in the introduction as well as throughout the body of the document as needed, so choice B is eliminated.

Which of the following refers to text between a heading and a subheading that provides an overview of the upcoming discussion? a. Subject line b. Descriptive abstract c. Progress update d. Advance organizer

An advance organizer in a technical document is a brief paragraph after a heading that provides the reader with the background, purpose, and scope of the upcoming discussion. Advance organizers separate headings in a document. Subject lines appear in memos, so choice A is incorrect. Descriptive abstracts and progress updates would not appear between headings and subheadings, so choices B and C can be eliminated.

The bibliography of a technical document most likely includes. a.. only sources specifically cited in a document. b.. all authors responsible for the document. c.. any works consulted for the document. d.. all topics covered in the document.

Any works consulted for the document... A bibliography alphabetically lists any sources consulted for the document or that may provide useful information for readers. Sources cited in a bibliography have not necessarily been cited in the document. The index or table of contents lists topics covered in the document.

Which type of graph is based on a line graph? a. Subdivided bar graph b. Multi-column graph c. Deviation graph d. Area graph

Area graphs which stem from line charts, show how quantities change over time. Subdivided bar graphs, multi-column graphs, and deviation bar graphs illustrate numerical information that has been presented in columns, which eliminates choices A, B, and C.

Which of the following requires gathering information about the people who will use a document? a. Audience adaptation b. Usability testing c. Audience analysis d. Technical research

Audience analysis should occur during the early stage of a writing project. Audience analysis requires writers to determine the interests and attitudes of those who will be using or reading a document and may involve the use of interviews, questionnaires, and surveys. Audience adaptation occurs when a writer modifies a document to meet the needs of specific readers.

Which of the following guidelines applies to revising technical documents? a. Convert verbs into nouns with nominalization. b. Make negative instead of positive statements. c. Avoid beginning sentences with "there" and "it." d. Use qualifiers such as "I feel" to soften the tone.

Avoid beginning sentences with "there" and "it." Sentences beginning with "there" and "it" are weak and should be avoided. Nominalization, which involves using verbs as nouns, such as "consideration" instead of "consider," creates a wordy and weak sentence. Qualifiers are also wordy, so choice D is incorrect.

When evaluating the validity of an Internet source, it is LEAST important to consider an author's a. qualifications in the field b. writing style and format c. reputation as an expert d. opinion on the subject

writing style and format When determining whether an Internet source is valid, a researcher should consider the author's qualifications, reputation, and bias. The author's writing style is the least important aspect to consider, so choice B is the best answer.

What are the two main sections of most executive summaries? a. Methods and procedures b. Background and findings c. Research and evidence d. Problems and data

Background and findings Executive summaries provide information to managers in two sections: background information and major findings. Writers may mention methods, research, problems, and data in executive summaries, but these topics are not primary sections, which means choices A, C, and D are incorrect

Which of the following is the LEAST appropriate place for a visual in a technical document? a. Before the text being clarified b. After the text being clarified c. Beside the text being clarified d. In an appendix

Before the text being clarified Visuals should be placed as close as possible to the text being clarified but not before the text, as this may confuse readers. A large visual belongs in an appendix at the end of the document, so choice D is incorrect.

The characteristic that helps writers to determine the vocabulary level, sentence structure, and graphics to use in a technical document is the reader's a. job responsibilities b. educational background c. expectations of the document d. attitude about the subject matter

The educational background of an audience guides a writer's choice of vocabulary, sentence structure, and graphics. It would be appropriate for a writer to use sophisticated vocabulary for an educated audience but not for less educated readers. Job responsibilities, expectations, and attitudes are important considerations for writers when determining the focus, organization, and scope of a document rather than vocabulary, sentence structure, or graphics.

Which section of an initial progress report should list necessary materials and the anticipated completion date of a project? a. Appendix b. Introduction c. Conclusion d. Table of contents

The introduction of any project's initial progress report should describe the project, identify the completion date, and list necessary materials. Reports written as the project continues will provide updates regarding schedules and costs.

Which of the following sentences is NOT written correctly? a. Board members elected four officers: Sarah Boyd, president; John Wiseman, vice president; Elizabeth Garza, secretary; and Raj Patel, treasurer. b. The sales team focuses its efforts on five major states; Texas, California, New York, Florida, and Illinois. c. The intern attends Southern Methodist University in Dallas, Texas, and he is majoring in finance and marketing. d. Gerald Cordova, PhD, is the featured speaker at our corporate meeting, which takes place next month in Pensacola, Florida.

The semicolon in choice B should be replaced with a colon before the list of states. Choices A, C, and D are punctuated correctly.

Which of the following needs revision to correct an error in parallel structure? a. If the laboratory report indicates high levels of fluoride, chlorine, and mercury, then the company will need to reconsider the deal. b. The newly hired finance manager is experienced, outgoing, and you will learn a great deal from working with him. c. Either we must increase our advertising budget, or we must use alternative methods for reaching the target market. d. After assembling the bicycle, check the chain and brakes regularly, and keep the tire pressure at the required level.

The sentence in choice B contains an error in parallelism because "you will learn a great deal" is not balanced with "is experienced, outgoing." Choices A, C, and D are structured in parallel format.

Which of the following sentences needs revision because of a shift in voice? a. The university's computer system crashed before Professor Barnes saved the latest version of the research proposal. b. Although the firm outsources many administrative tasks, it plans to build a new manufacturing facility in the U.S. c. The test was performed by the chemist, and she determined that the building was free of mold and safe for inhabitants. d. After relocating to Brazil, the executive learned that the firm would be closing all South American facilities within one year

The test was performed by the chemist, and she determined that the building was free of mold and safe for inhabitants. The first clause in choice C is written in the passive voice, and the second clause is written in the active voice. Choices A, B, and D are each written in a single voice.

The index of a technical document contains a list of a. definitions b. sources c. topics d. graphs

Topics The index provides a list of major topics covered in a technical document. Definitions are listed in the glossary, and sources are provided in a bibliography, so choices A and B are eliminated. Documents containing numerous visuals often include a list of figures, so choice D is incorrect.

Which of the following is an example of secondary research? a. Websites b. Interviews c. Surveys d. Observations

Websites The correct answer is Websites provide static information on an organization. This information is captured in an indirect manner, without direct interface on the subject being researched. The other three options are captured directly from the end user or subject, so they are considered primary research. Interviews provide dynamic information in real time facilitated using audio/visual communications either in person or utilizing telecommunications technology. Surveys provide static information and are facilitated face-to-face or using web-based software application forms. Observations provide direct reflections on specific processes being evaluated in a given research project.

When writing a refusal letter, it is typically best to begin the letter with a. reasons for the bad news b. a show of appreciation c. helpful advice d. the bad news

a show of appreciation Letters that convey a negative message should be organized in a "good news-bad news" format. Begin a refusal letter with a buffer that shows appreciation to the recipient. Follow the buffer with a presentation of facts and then the bad news. Choices A, C, and D are incorrect.