Q1. Phase 1 of the writing process comprises of 3 stages – name and briefly explain each stage.

There are certain steps that need to be taken in preparation for all business communication tasks
that will ultimately make the writing process more effective. This process is composed of 3
stages, namely pre-writing, writing and revising.

The first phase, pre-writing can be broken down into three subdivisions.

i. Analyze
In this subdivision, the writer should ask to whom he is writing, what the purpose of
the message is and how the message is to be delivered (i.e. via email, letter, memo,
telephone, report, web site, presentation etc). The writer should define the reason of
the message and develop an audience profile.

ii. Anticipate
Here, the writer determines what type of audience will be receiving the message and
how they are likely to react to it to determine the tone of the message. He should be
able to identify who the primary reader is and the sort of relationship he has with that
person, either personal or professional. For example, if a message is being sent to a
supervisor of a department, the tone of writing will be more formal than a message
sent to a co-worker.

iii. Adapt
This step combines the analysis and anticipation stages. It can be said that adaptation
is the process of creating a message that suits the audience. When adapting the
message to a specific audience, the writer must try to imagine how the receiver will
most likely react to the message. He should be able to express himself positively by
using courteous and plain language. By keeping the needs and interest of the receiver
in mind, business writers can help cultivate an empathetic relationship with the reader
and are more likely to achieve their purpose.

Q2. There are four types of sentence structure. Name all the four and briefly explain each
structure. Construct a sentence with the word ‘compulsory’ for each structure.
A writer can use four types of sentence to achieve variety in conveying his message effectively.
The four types of sentence are namely, simple sentence, compound sentence, complex sentence
and compound-complex sentence.

Simple Sentence
A simple sentence contains a subject and a verb, and it may also have an object and modifiers.
However, it contains only one independent clause.
Eg: It is compulsory for her to attend the meeting.

Compound Sentence
A compound sentence contains at least two independent clauses. These two independent clauses
can be combined with a comma and a coordinating conjunction or with a semicolon.
Eg: It is compulsory for her to attend the meeting and she can present the company report.

Complex Sentence
A complex sentence contains at least one independent clause and at least one dependent clause.
Dependent clause can refer to the subject (who, which) the sequence/time (since, while), or the
causation element (because, if) of the independent clause.
Eg: Although it was compulsory for her to attend the meeting, she was not required to present
the company report.

Compound-complex Sentence
Sentence type can also be combined. A compound-complex sentence contains at least two
independent clauses and at least one dependent clause.
Eg: It was compulsory for her to attend the meeting but she was not required to present the
company report even though she managed to finish her findings in time.