DSST: Technical Writing – Flashcards
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Progress reports
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keeps the reader informed about activities, problems, and progress related to a large projec
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Informational reports
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focuses on providing straightforward information
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Analytical reports
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evaluates information, draw conclusions, and make recommendations.
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Formal reports
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typically lengthy, require extensive research, and involve multiple writers.
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Informal reports
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lack extensive planning or research, and they often take the form of a memorandum.
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Feasibility Report
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help executives determine if an idea or a plan is both practical or possible
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Laboratory Report
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Relays information gathered from an investigation of from laboratory testing
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Memorandum
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the primary method of communication for many organizations, which organizes information by either directly or indirectly
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Direct pattern
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Presents the main idea of the memo first and follows up with the details
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Indirect pattern
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Presents the detail of the memo first and follows up with the main points
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Inquiry Letters
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Written to ask about a product, service, or procedure
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Claim letters
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Written to express disappointment with a product or service and to request a refund, replacement, or apology
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Job application letters
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written to accompany a rèsumè when seeking an internship or employment
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Resume
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serves as an important tool for illustrating qualification to potential employment
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user manuals
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written for both skilled or unskilled users of product
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tutorials
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written as a self study guide for the users of a product
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training manuals
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major teaching tool in vocational jobs, used to train people in a procedure or skill
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operator's manuals
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written for trained operators of construction, computer, or manufacturing equipment for use on the job
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service manuals
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written for repair technicians, contain troubleshooting charts for diagnosing problems
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instructions
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steps that are required to compete a specific task who never performed a certain task
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procedures
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instructions that act as guidelines for people familiar with a task
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process description
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describes how something works and breaks down a process into steps or parts
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Internal proposal
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submitted to personnel within an organization
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external proposal
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submitted to clients or potential customers
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short proposal
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included an intro, body, and conclusion
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long proposal
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divided into front matter, body, and back matter
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Routine internal proposal
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used in organizations for minor spending requests
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formal internal proposal
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used when requesting large amount of money
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solicited proposal
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external proposal written in response to a request for proposals (RFP) or an invitation for bids (IFB)
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unsolicited proposal
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external proposal written and submitted without request
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sales proposal
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external proposal that may be short or long depending on size of potential sale
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grant proposal
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external proposal written to request funding for a project or study
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closing summary
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included either at the beginning of the conclusion or at the end of the body that reviews main points and findings
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informative abstract
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included before full report that summarizes the version of request
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descriptive abstract
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included on the title page that summarizes in a few sentences the scope and purpose of the document
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abstract
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a summary of a written document that enables readers to determine whether to read an entire article
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executive summary
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consolidates the principle points of a report or proposal
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summary
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a conclusion that represents the main points of the document
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interpretation
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a conclusion that coincides with findings presented in the document
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recommendations
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a conclusion that agrees with the purpose, evidence, and interpretation of the document
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parenthetical definition
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uses a synonym or clarifying phase to explain meaning of an unfamiliar word
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sentence definition
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used for complex terms or when terms have multiple meanings
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expanded definitions
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used when extensive details Ae required about an item
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Table of Context
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shows what is contained in a document and on what page information can be located
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glossary
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an alphabetical listing of definition
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appendix
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serves the purpose of clarifying information presented in the text body
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Justification
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margins justified on the left are easier to read
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headings
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indicate organizational structure and help readers find information
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lists
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useful in presenting steps, materials, and recommendations
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headers and footers
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often includes section topic, date, page number, and title of document
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columns
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single-column for larger typeface double-column for smaller typefaces
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colors
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useful in highlighting sections of a document to draw attention
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white space
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blank space between paragraphs and sections visually helps readers know when one idea or section is beginning or ending
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Table graphs
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data organized for easy comparison
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bar graphs
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translate numbers into shapes or colors; show comparison
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line graphs
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shows trends and changes over time, cost, size, rates, and other variables
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pie charts
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show parts of a whole
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gantt charts
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show how the phases of a project relate to each other
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pictograms
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uses images or icons to represent quantities; useful for non-experts to grasp ideas
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flowcharts
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show steps in progress
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schematic diagrams
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shows how components of a principle, process, or system function together
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drawing
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show real or imaginary objects; highlight specific parts and show how parts fit together
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spatial
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describes the physical appearance of an object or area beginning at one point and ending at another
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chronological
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follows sequence of events
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sequential
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used for writing step-by-step instructions
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cause-and-effect
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begins with either the cause or the effect
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emphatic
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emphasizes important information, reasons, or examples
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comparison
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used when writing on subject that is similar to another
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Adjustment letters
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a written response to a complaint and tells a costumer or client what the organization intends to do about the complaint.
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Ampersands
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&
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Sales brochures
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created specifically to sell a company's products and services
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Informational brochures
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created to inform and to educate the reader
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Collaborative writing
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two or more writers work together to produce a single document for which they share responsibility and division-making authority.
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Cover letter
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accompanies a document, an electrical file, or other material. It provides a permanent record for both the writer and the reader.
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Formal definitions
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a form of classification
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Informal definition
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explains a term by giving a more familiar word or phrase
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Circular definition
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restates the term to be defined and therefore fail to clarify it
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Abridged dictionaries
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contains words commonly used in schools and offices
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Unabridged dictionaries
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provides complete and authoritative linguistic information
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ESL dictionaries
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(English-as-a-second-language) are more helpful to the nonnative speaker than are regular English dictionaries
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Subject dictionaries
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define terms used in a particular field
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Direct address
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refers to a sentence or phrase in which the person being spoken or written to is explicitly named
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Ellipses
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the omission of words from quoted material (...)
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Colloquial English
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spoken English or writing that uses words and expressions common to casual conversation
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Dialect English
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a social or regional variety of the language that is comprehensible to people of that social group or region but may be incomprehensible to outsiders
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Localism
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a regional wording or phrasing
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Slang
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an informal vocabulary composed of figures of speech and colorful words used In extravagant ways
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Environmental impact statement
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(EISs) documents that describe the anticipated environmental effects of large-scale construction projects
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Euphemism
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an inoffensive substitute for a word or phrase that could be offensive
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Idioms
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a group of words that has a special meaning apart from its literal meaning.
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Investigative reports
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offers a precise analysis of a workplace problem or an issue in response to a request or need for information
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Jargon
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a highly specialized slang that is unique to an occupation or a professional group.
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Inquiry
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To seek information by asking a question
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Non Sequiturs
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a statement that does not logically follow a previous statement
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Malapropism
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a word that sounds similar to the one intended but is wrong in context
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Minutes
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keeps official records for organization or committee meetings
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Organizational newsletter
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sent to employees, clients, or members of an association to keep informed about issues regarding their company or group
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Subscription newsletter
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designed to attract and build a readership interested about a specific product or servic
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Progress report
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provides information to decision-makers about the status of a project
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Activity report
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provides information to managers about the status of ongoing projects
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Questionnaires
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a series of questions on a particular topic sent out to a number of people
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Direct quotation
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a word-for-word copy of the text of an original source
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Indirect quotation
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a paraphrased version of an original text
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Primary research
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a gathering of raw data from such sources as firsthand experience, interviews, direct observation, surveys and questionnaires.
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Secondary research
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a gathering of information that has been previously analyzed, evaluated, or otherwise organized into accessible form
