Administrative Professional Certification Review 2024 (ASAP PACE)

Administrative Professional Certification Review 2024 (ASAP PACE) Positive Language - CORRECT ANSWER-can be done, read or hear things from the positive point of view, Language that creates goodwill and gives more options to receivers than negative language. Tone - CORRECT ANSWER-your communication Goodwill - CORRECT ANSWER-major concern Positive Letters - CORRECT ANSWER-yes to the message receiver, can be done, direct, deductive approach Routine Letters - CORRECT ANSWER-positive tone and clearly communicate whatever message is intended, using direct strategy and develop ideas in a straight forward manner. State immediately why you are writing, explain in body why you are writing, present details that explain your request or response. Specify what you want reader to do Negative Letters - CORRECT ANSWER-reader knows reason for rejection, bad news is revealed with sensitivity, acceptance - understand/indirect pattern, maintain positive image, message clarity, protection (avoid liability) Persuasive Letters - CORRECT ANSWER-message-receiver needs, wants, or may have interest in, Letters that attempt to influence the behavior and thinking of another person or group at the reading thereof Form Letters - CORRECT ANSWER-personalized repetitive letters, letters with variable information, letters from form paragraphs Parts of memoranda - CORRECT ANSWER-to, from, date, subject, and message, reply, signatures, and copy notation Consistency - CORRECT ANSWER-basic rule of written communications Abstracting Techniques - CORRECT ANSWER-photocopying and highlighting key points, preparation of a summary of key points in a document (such a summary in paraphrased from is called a précis) Primary Data - CORRECT ANSWER-Original documents, information from files, interviews, questionnaires, personal observations, research studies, Facts collected specifically for the problem or project at hand. Secondary Data - CORRECT ANSWER-publication already in print (books, magazines, pamphlets, etc.), Information that already exists somewhere, having been collected for another purpose Reports are made up of the following - CORRECT ANSWER-Prefatory Parts Introduction Body Summary Supplementary Data Prefatory Parts of a report - CORRECT ANSWER-cover, title fly, title page, letter of authorization, letter of transmittal, table of contents, table of tables, and abstract Introduction of a report - CORRECT ANSWER-presents information about the authorization for the report Body of a report - CORRECT ANSWER-explanation and presentation of data, the bulk of the report or proposal. Summary, conclusion of a report - CORRECT ANSWER-Summary of the report Supplementary Data/Appendices of a report - CORRECT ANSWER-Appendix, bibliography, and index Direct Approach - CORRECT ANSWER-The direct approach anticipates no resistance to its message--for instance, "you've been hired," "your order is being shipped today," or even "the project will be done in one week." In this case, organizing your message is simple. Memos and letters should have some kind of brief introduction, sometimes as its own paragraph. The introduction is simply a straightforward statement of the main point of the message. For instance, if you are writing a letter to confirm an order, simply begin by stating, "We have received your order and are shipping it today." Then the rest of the letter can provide details like shipping time, cost, etc