Deck 11: Organizing and Preparing Reports and Proposals

Question 1

Afia, a manager at Federal Consulting, is preparing a report to systematically explain the processes involved in the quality check of an automobile production plant. A portion of the body of the report reads: "First, the quality analysts will determine the quality of the automobiles manufactured. Next, they will detect the faults. Then, they will provide feedback to the employees for continuous improvements." In this scenario, which of the following coherence techniques are used in the body of the report?

A)Contrast connectors
B)Time connectors
C) Similarity connectors
D) Cause-and-effect connectors

Answer 1

B

Question 2

Which of the following best describes an index?

A)It is a collection of information, such as questionnaires, that supports a report.
B)It is an alphabetical listing of the sources used in preparing a report.
C) It is an alphabetical guide to the subject matter in a report.
D) It is a short summary of the essential elements in a report.

Answer 2

C

Question 3

The preliminary part of a report might include _____.

A)the appendix
B)a half-title page
C) an analysis
D) the introduction

Answer 3

B

Question 4

Which of the following statements is true of the references section of a formal report?

A)The references section is a part of the report text.
B)If a report includes endnotes rather than in-text parenthetical citations, the endnotes precede the references.
C) Using word-processing software to create footnotes and endnotes increases the chances of introducing errors in the report.
D) The references section includes questionnaires and accompanying transmittal letters, summary tabulations, and verbatim comments from respondents.

Question 5

Which of the following is a preliminary part of a report?

A)The body
B)The reference section
C) The analysis
D) The table of figures

Question 6

Which of the following is an accurate statement about the addenda to a report?

A)Addenda parts start with a new numbering system rather than continuing with the same numbering used in the body.
B)The addenda consists of three parts: the introduction, the body, and the table of contents.
C) Addenda parts contain information about the scope and limitation of the research.
D) The addenda may include materials used in the research that are not appropriate to be included in the report itself.

Question 7

In the context of the parts of a formal report, which of the following best describes a transmittal of a report?

A)It orients the reader to the topic and previews the major divisions.
B)It provides an overview of the report and the order in which information will be presented.
C) It presents the report to the reader and summarizes the main points or analysis.
D) It includes an alphabetical guide to the subjects in the report.

Question 8

Which of the following is a guideline for using headings in content outlines?

A)Different font styles and colors should be used for headings of the same level.
B)First-level headings should contain only one second-level heading.
C) All first-level, second-level, and third-level heading should be numbered using Roman numerals.
D) All headings of the same level must be treated consistently.

Question 9

Which of the following methods improves the transition from one sentence to the next in a formal report?

A)Using tabulations and enumerations
B)Using active voice
C) Avoiding first-person pronouns
D) Repeating words

Question 10

In the title page of a report, an effective title should:

A)include highlights from the executive summary.
B)help the reader interpret the topic adequately.
C) be descriptive and comprehensive.
D) include phrases such as "A Critical Analysis of..."

Question 11

The software team at Sephra Corp. has designed a new software that will reduce the time to detect error by 50 percent. In an internal report, the head of the software team explains the difference between the new software and the existing software as follows: "A new software for error detection has been developed. Although the previous error detection software was effective, it was not user-friendly. On the other hand, the new software is simple and does not require any training." In this scenario, which of the following coherence techniques is used in the body of the report?

A)Contrast connectors
B)Time connectors
C) Similarity connectors
D) Cause-and-effect connectors

Question 12

Which of the following statements best defines an analytical report?

A)It is a type of report designed to solve a specific problem or answer research questions.
B)It is a type of report that begins with an analysis.
C) It is a type of a form report.
D) It is constructed to include materials that are not appropriate to be included in the report itself.

Question 13

Which of the following statements best defines a justification report?

A)It is a report designed to solve a specific problem or answer research questions.
B)It is a report that includes only the minimum supporting materials to achieve effective communication.
C) It is a report that outlines comparative information clearly to the reader.
D) It is a report that meets the demand for numerous, repetitive reports.

Question 14

Which of the following statements is true of an appendix of a report?

A)It contains supplementary information that supports the report but is not appropriate for inclusion in the report itself.
B)It provides a preview of how the topic is divided into parts and the order in which the parts will be presented.
C) A report cannot contain more than one appendix.
D) Placing supplementary material in an appendix makes the report body excessively long.

Question 15

Identify a true statement about the appendix of a report.

A)If the report contains more than one appendix, each must be labeled with Arabic numerals.
B)Placing supplementary material in an appendix makes the report body excessively long.
C) Each item included in the appendix must be mentioned in the report.
D) The appendix is a section of the preliminary part of the report.

Question 16

Which of the following statements is true of the table of contents?

A)It provides an analytical overview of a report and the order in which information is presented.
B)It summarizes the essential elements in an entire report.
C) It includes the title, author, date, and the name of the person or organization who requested the report.
D) It includes the name and location of the report parts that precede the contents page.

Question 17

Which of the following suggestions should you follow when writing a formal report?

A)Use tense consistently.
B)Opt for first-person pronouns as a rule.
C) Avoid using transition sentences between separate sections.
D) Avoid using active voice.

Question 18

The references section of a formal report is also called:

A)the "table of contents."
B)"works cited."
C) a "précis."
D) an "abstract."

Question 19

Identify a true statement about the content outline of a report.

A)Adding page numbers in the contents page will convert it to an outline item.
B)It provides written authorization to complete the report.
C) An effective content outline contains not more than two Roman numeral sections.
D) It is subject to modification as the writer develops the report.

Question 20

Which of the following best describes the role of the executive summary in a formal report?

A)It aids the reader in locating a specific graphic in the report.
B)It contains supplementary information that supports the report but is not appropriate for inclusion in the report itself.
C) It is a part of the report text.
D) It simplifies the reader's understanding of the long report.

Question 21

The structure of a proposal:

A)does not include the purpose as a separate heading.
B)does not include the budget of a project.
C) is usually designed to be in the email format.
D) includes details about the manner in which a problem is solved.

Question 22

Which of the following parts of a report can a word-processing software generate automatically?

A)The transmittal
B)The table of contents
C) The executive summary
D) The analysis

Question 23

Which of the following is an accurate statement about a proposal?

A)Presenting the qualification of personnel involved in the proposal is irrelevant.
B)The summary is always at the end of the proposal.
C) Page design features add to the effectiveness of the proposal.
D) Methodologies should be kept vague to protect trade secrets.

Question 24

Short reports focus on the _____ of the reports.

A)body
B)index
C) bibliography
D) executive summary

Question 25

In a good report text, a new idea should be introduced in the summary.

Question 26

Karen, a software engineer, finds out that some of the laptops that his colleagues are using for software testing have been infected by a type of virus that has slowed down their work to a large extent. Karen writes a report with a solution to the problem and presents it to her manager. This type of report is an example of a(n) _____.

A)justification report
B)letter report
C) external proposal
D) unsolicited proposal

Question 27

Preliminary pages are numbered with _____.

A)binary numerals
B)Arabic numerals
C) capital-letter alphabets
D) small Roman numerals

Question 28

Which of the following is an example of a form report?

A)A request for proposal
B)A justification report
C) An annual report
D) A bank check

Question 29

In the preliminary part of a report, the title page includes only the title of the report.

Question 30

In the report text, the introduction includes an analysis of what the reported information means or how it should be acted upon.

Question 31

Identify a true statement about short reports.

A)They might incorporate graphics to reinforce the written text.
B)They cannot be directed to a reader outside an organization.
C) They do not use headings or subheadings.
D) They focus on the executive summary rather than the body.

Question 32

Derek is assigned the task of writing a short report on his study of the behavior of the employees in his organization toward their customers in the previous year. The audience for the report is the management of the company. In this case, which of the following formats should Derek use?

A)A letter format
B)A memorandum format
C) A form report
D) A proposal format

Question 33

Which of the following is an addenda item of a proposal?

A)Limitations of the proposal
B)Letters of recommendation
C) A time schedule for implementation of the project
D) Purpose of the study

Question 34

Preliminary parts of a report are included to:

A)insert supplementary information that supports the report.
B)enable the reader to understand the report more easily.
C) show that the report is genuine and has not been plagiarized from other sources.
D) acknowledge individuals who have helped create the report by providing valuable data.

Question 35

In the context of writing formal reports, a researcher intending to enhance his credibility must:

A)use emotional terms.
B)identify assumptions.
C) avoid citations.
D) avoid labelling opinions.

Question 36

Which of the following is true of form reports?

A)They meet the demand for repetitive reports.
B)They cannot be used for analytical work.
C) They are typically used for special, nonstandard reports.
D) They are mostly formal in nature.

Question 37

Linda, a manager at Addoso Inc., is writing a proposal on how a new work benefit will affect employees' attitude toward their jobs. She places limits on what she proposes to do in her report. In this case, these limitations will be placed under the _____ section of her proposal.

A)methods
B)scope
C) evaluation
D) references

Question 38

Which of the following statements is true of a proposal structure?

A)The format of a proposal is independent of the length of the proposal.
B)Long proposals use a memo format.
C) Proposals do not include preliminary report parts.
D) Proposals include the price to be charged or the costs to be incurred.

Question 39

Which of the following statements is true of the purpose section of a proposal?

A)Problem and purpose are often used as interchangeable terms in reports.
B)The purpose is included only in the last section of a proposal.
C) A proposal should always include the purpose and the scope under the same heading.
D) The purpose section avoids including objectives of a measurable nature.

Question 40

Rozell & Ramos Associates invites proposals for renovating its infrastructure. The firm will place order with the company that offers the most desirable proposal. This proposal type is an example of a(n) _____.

A)research proposal
B)solicited proposal
C) unsolicited proposal
D) renewal proposal

Question 41

A title page is often added when opting for a formal report format rather than a memorandum or letter arrangement.

Question 42

In formal reports, the use of the first-person pronoun "I" is generally acceptable.

Question 43

Most work resulting from proposals is covered by a working agreement or contract to avoid discrepancies in the intents of the parties.

Question 44

The table of contents should never be merged with the table of figures on a single page in a formal report.

Question 45

Technizone Consultants decides to send an invitation to other companies to join it in its charity function. In this case, a memorandum report format should be used instead of a letter report format.

Question 46

Discuss the functions of any two preliminary parts of a report.

Question 47

Explain the components of report text.

Question 48

In the context of headings used in a formal report, talking headings convey information about the content of a section, but they do not give a conclusion about the section.

Question 49

All proposals are written to generate business outside an organization by proposing to meet the needs, and solve problems, of other organizations.

Question 50

Memorandum and email reports are directed to a reader outside an organization.

Question 51

In the context of short reports, forms save time by telling the preparer where to put each item and by preprinting common elements to eliminate the need for narrative writing.

Question 52

A periodic report is formatted as a letter because it is prepared for personnel outside an organization and is a brief, formal report.

Question 53

The executive summary of a report is also called an abstract.

Question 54

When terms that are not widely understood or have specific meanings in a study, their definitions should be written in the term-family-differentiation sequence in the report.

Question 55

In short reports, the organization of subheadings rarely goes beyond third-level headings.

Question 56

College registration forms, applications for credit, airline tickets, and bank checks are examples of simple form reports.

Question 57

What is the addenda to a report? Explain its different components.

Question 58

When writing a formal report, two headings should be placed consecutively without any intervening text.

Question 59

To enhance your credibility as a researcher, you should incorporate emotional terms in your document.

Question 60

Explain an executive summary as a preliminary part. Read and analyze the following executive summary of a report written on the implementation of a secure intranet.
​
Braden Inc., a small but growing manufacturing business, has been operating in Indianapolis, Indiana, for ten years. Darren Russell, the president, considered the implementation of a website for the company. He had concerns about the cost to create and maintain an effective site. Russell established a team to study the possibility of setting up a company website at an affordable cost.
​
The team conducted research using primary and secondary research methods. Current literature was examined, and a survey was conducted through a Chamber of Commerce membership list of 50 small business owners of various companies in the metropolitan area that had a company website.
​
The report discussed the following topics related to the initiation of a company website: (1) benefits to be gained, (2) challenges in development and maintenance, (3) projected costs, and (4) guidelines for getting started. Detailed conclusions of the study can be found in the full report.
​
The study concluded that intranets have become extremely popular because of the various benefits they offer. Potential problems of intranets can be addressed with recommended security measures. Braden Inc. should proceed with plans to establish a secure intranet.
​

Question 61

What are form reports? Explain the benefits of form reports.

Question 62

Differentiate between a solicited proposal and an unsolicited proposal.

Question 63

Explain how outlining helps build a formal report.

Question 64

Perlis Inc. has been asked by Salont Corporation to conduct a green audit of the company's environmental practices. Write a short report in the expanded letter format detailing the findings and recommendations of the green audit.

Question 65

Write a brief note on the follow-up section of a proposal.

Question 66

Explain the different formats of a proposal. List the general parts of a proposal and explain any two parts in detail.

Question 67

Explain the types of short reports.

Question 68

Differentiate between an internal proposal and an external proposal.

Question 69

List the ways to enhance credibility as a researcher.

Question 70

The following headings for two reports are not parallel and will not be effective points in a basic outline. Rewrite the headings to make them parallel talking heads. Then, develop a basic outline with a heading for each factor based on the revised talking heads.
​
Report 1: Organize Your Finances; Budget; Insurance is Important; You Need a Will; Emergency Savings is Necessary
Report 2: Healthy Food is Good for You; Get Regular Exercise; Stress Reduction

Question 71

Discuss the process involved in the preparation of a proposal.