Deck 9: Informal Reports

Question 1

Which of the following constructions uses the best writing style for an informal report?

A)James, Deloitte, and Wilts, Inc., after extensive review of references and credentials of contractors, has elected to contract with Peck Builders for the new office complex.
B)We're pleased to announce the selection of Peck Builders as general contractor for our new office complex.
C)After conducting an exhaustive search of building design elements and cost-efficiency data, the company has verified the qualifications of Peck Builders.
D)The findings demonstrate the imperative of selecting a fully qualified and bonded contractor for the new building project of James, Deloitte, and Wilts, Inc.; that contractor is Peck Builders.

Answer 1

B

Question 2

When you organize an informational report directly, in what order should the ideas be presented?

A)Introduction/background, facts/findings, and summary
B)Introduction/background, summary, and facts/findings
C)Summary, introduction/background, and facts/findings
D)The direct strategy presents ideas in any order for maximum effectiveness and flexibility.

Answer 2

A

Question 3

Sondra works for a development firm and must explain to a customer the results of a year-long study of potential sites for new stores. In what format should she develop this report?

A)Memo or e-mail format
B)Preprinted form
C)Letter format
D)Manuscript format

Answer 3

D

Question 4

You are an inventory specialist for a retail store. Your boss has asked you to compile a year-end report listing the merchandise sold each month through the company's website. In what format should you present this data?

A)Memo or e-mail format
B)Preprinted form
C)Letter format
D)Manuscript format

Question 5

Which of the following statements about reports in today's business environment is most accurate?

A)Business writers now deliver reports orally, electronically, or digitally.
B)Efficient reporting plays an important role in helping organizations sift through data and make decisions.
C)Business reports range widely in length, purpose, and delivery mode.
D)All answer choices reflect accurate statements about reports in today's business environment.

Question 6

You are writing a short informal report that will stay inside your organization. Which format would be most appropriate?

A)Letter format
B)Memo or e-mail format
C)Manuscript format
D)Preprinted form

Question 7

Headings that provide specific information about the content of a report section are called

A)talking headings.
B)signposts.
C)functional headings.
D)cross-sectional divisions.

Question 8

__________________ are visual representations of data or information that can easily be embedded into blogs and posts on social media.

A)PDF files
B)Digital slide decks
C)Infographics
D)Report templates

Question 9

The indirect strategy of organization is appropriate for a business report when readers

A)are supportive of the topic.
B)must be persuaded.
C)are familiar with the topic.
D)want to know the results immediately.

Question 10

The format of a report depends primarily on its

A)length
B)purpose
C)audience
D)All of these should be considered when deciding on a report format.

Question 11

When you organize an analytical report indirectly, in what order should the ideas be presented?

A)Introduction/problem, conclusions/recommendations, facts/findings, and discussion/analysis
B)Introduction/background, facts/findings, and summary
C)Introduction/problem, facts/findings, discussion/analysis, and conclusions/recommendations
D)The indirect strategy does not follow a set order of ideas.

Question 12

The direct strategy of organization is appropriate for a business report when readers

A)need to be educated.
B)must be persuaded.
C)are informed.
D)may be disappointed or hostile.

Question 13

Which of the following reports is an example of an analytical report?

A)A report summarizing the details of a recent seminar you attended
B)A report recommending an antiterrorism security system for mass transit
C)A report outlining the new company procedure for reporting workplace injuries
D)A report showing state budget allocations for education

Question 14

An informal writing style includes

A)contractions (for example, wouldn't , don't , they're ).
B)second-person pronouns (for example, you and your ).
C)mainly passive-voice verbs.
D)longer sentences.

Question 15

Which of the following is most likely to be written as an informational report?

A)A recommendation from the Information Technology Department that your company install a wireless network
B)A feasibility study addressing possible tuition reimbursement for employees
C)A comparison of five handheld communication devices that your company might purchase
D)A summary of information presented at a recent conference for technical writers

Question 16

Headings that show the sections of a report are called

A)talking headings.
B)signposts.
C)functional headings.
D)cross-sectional divisions.

Question 17

Which of the following sentences demonstrates active-voice verbs?

A)Superior writing skills are required by many employers.
B)Employee use of e-mail was monitored by management.
C)Research indicates a correlation between strong writing skills and promotions.
D)The proposals were carefully reviewed by the screening committee.

Question 18

Reports that provide data or findings, analyses, and conclusions are

A)informational reports.
B)analytical reports.
C)summaries.
D)progress reports.

Question 19

You are writing a short informal report that you will send to one of your customers. Which format would be most appropriate?

A)Letter format
B)Memo or e-mail format
C)Manuscript format
D)Preprinted form

Question 20

Reports that present data without analysis or recommendations are

A)informational reports.
B)analytical reports.
C)cost-benefit analysis reports.
D)justification reports.

Question 21

As chairperson of a customer service task force, you must update management on your team's progress. What kind of report will you write?

A)Justification/recommendation report
B)Trip report
C)Progress report
D)Feasibility report

Question 22

A(n)______________________ summary provides the key points of a long report, proposal, or business plan.

A)top-line
B)technical
C)executive
D)analytical

Question 23

Which of the following situations might require a progress report?

A)The work of a committee preparing for an open house when a new wing of a hospital is completed
B)The reporting of monthly sales figures for all divisions
C)A study of whether a company should provide on-site childcare
D)A one-page summary of a long article in The Wall Street Journal

Question 24

Progress reports should include

A)any background information if it gives the reader a better perspective.
B)the purpose and nature of the project in the opening of the report.
C)an explanation of the work currently in progress, including names, activities, methods used, and locations.
D)A progress report should include all these elements.

Question 25

Primary data

A)result from reading what others have experienced or observed and recorded.
B)come from firsthand experience and observation.
C)are the only type of factual information that should be included in informal reports.
D)include printed materials found in libraries or through electronic resources.

Question 26

What type of research source provides the best firsthand information?

A)Web pages or articles
B)Interviews
C)Company records
D)Databases

Question 27

Reports that describe periodic, recurring activities or situational, nonrecurring events are

A)justification/recommendation reports.
B)informational reports.
C)analytical reports.
D)yardstick reports.

Question 28

Your first step to writing an effective business report is

A)collecting data.
B)determining its purpose.
C)selecting its format.
D)creating headings.

Question 29

Which of the following is the best statement of purpose for a report?

A)A wellness program will improve the health of all employees.
B)Most companies offer voluntary wellness programs.
C)Wellness programs have proven to be effective in improving the health of individuals.
D)Establish a wellness incentive program for all employees.

Question 30

Which of the following would you not  want to do when taking meeting minutes?

A)Record the names of those present and those absent.
B)Paraphrase motions made.
C)Record discussions of old business, new business, and reports.
D)State whether the previous minutes are approved or revised.

Question 31

Thomas is in charge of taking formal minutes during an Institute of Internal Auditors chapter meeting. Which of the following is the best advice for him to follow as he prepares these minutes?

A)Record only new business because old business will appear in previous minutes.
B)Avoid using the exact wording of motions because that would be too time consuming.
C)Record voting results and actions taken.
D)Omit his name and signature as the person recording the minutes because he is acting on behalf of the organization.

Question 32

Factual information for reports falls into which two broad categories?

A)Primary and secondary
B)Direct and indirect
C)Informational and analytical
D)Literal and figurative

Question 33

A report that gives status updates on a current project is called

A)the minutes of a meeting.
B)an analytical report.
C)a progress report.
D)a summary.

Question 34

The most efficient means of investigating past performance and methods used to solve previous problems in your workplace is to

A)conduct interviews.
B)observe others.
C)construct questionnaires and inventories.
D)visit company records and files.

Question 35

To help you clarify your reason for writing a report, you should write a

A)thesis statement.
B)transitional sentence.
C)problem statement.
D)topic sentence.

Question 36

Most informational reports are written

A) using the indirect organizational strategy.
B)by only top business executives.
C)using a formal writing style.
D)for a neutral or receptive audience.

Question 37

Katherine must use headings in a report. What should she do to make sure that her headings are effective?

A)Place first- and second-level headings in all capital letters.
B)Use a period after each stand-alone bolded heading.
C)End a page with a heading to entice her audience to read the report further.
D)Include at least one heading per report page.

Question 38

Kendra just attended a sales conference in Baltimore. She must now write a report summarizing her conference. What advice should she follow?

A)Mention every topic that was discussed at the conference.
B)Begin her report by identifying the event.
C)Use a chronological organizational pattern.
D)Avoid the use of headings or bullets so that the reader does not become distracted.

Question 39

Which of the following is a talking heading?

A)IT Outsourcing
B)Savings
C)Cost Savings
D)Projected Cost Savings for IT Outsourcing

Question 40

Which of the following is considered an appropriate information source for an informal report?

A)Company records
B)Observation
C)Survey results
D)All of these are considered effective sources of information.

Question 41

Your company currently processes its payroll internally but is considering the use of an external accounting firm. You are in charge of determining whether your company should proceed with this plan. What kind of report would you most likely write?

A)Feasibility report
B)Progress report
C)Informational report
D)Summary

Question 42

An informational report presents data without analysis and recommendations.

Question 43

Reports should be organized using the direct strategy when the readers are informed or supportive of the topic.

Question 44

To show your respect for the reader, reports should always be written using a formal style.

Question 45

How do informational reports and analytical reports differ?

A)Informational reports emphasize facts; analytical reports emphasize reasoning and conclusions.
B)Informational reports are intended for internal audiences; analytical reports are intended for external audiences.
C)Informational reports are written using a formal writing style; analytical reports are written using an informal writing style.
D)Informational reports emphasize reasoning and conclusions; analytical reports emphasize facts.

Question 46

The format for a report relies solely on the intended audience.

Question 47

Your department needs a new copier, and your job is to research the options. Based on your research, you have selected an all-in-one machine that you believe will be cost effective and will perform well. What kind of report would you write to present your findings?

A)Feasibility report
B)Justification/recommendation report
C)Yardstick report
D)Progress report

Question 48

The memo or e-mail format is appropriate for short informal reports that stay within organizations.

Question 49

Yardstick reports

A)are long formal reports used only in the manufacturing industry.
B)do not include researched data.
C)are rarely written or used in businesses today.
D)examine problems with two or more solutions against set criteria.

Question 50

Based on their function, business reports typically fall into one of two categories: instructional or persuasive.

Question 51

A summary should condense a report or article by what percentage?

A)5 percent
B)25 percent
C)85 to 90 percent
D)50 percent

Question 52

The direct organizational strategy presents the purpose for writing near the beginning of a report.

Question 53

In what order should you organize your ideas when you believe your audience will be agreeable to the suggestions in your justification/recommendation report?

A)Announce the recommendation, explain the recommendation, identify the problem or need, and provide necessary action.
B)Provide necessary action, identify the problem or need, announce the recommendation, and explain the recommendation.
C)Identify the problem or need, announce the recommendation, explain the recommendation, and provide necessary action.
D)Identify the problem or need, provide necessary action, announce the recommendation, and explain the recommendation.

Question 54

In which of the following types of reports should you announce your decision immediately in the opening?

A)Summary
B)Justification
C)Yardstick
D)Feasibility

Question 55

First-person pronouns and contractions are acceptable in business reports.

Question 56

Your current assignment is to condense a 200-page government policy report on oil drilling in Alaska into a shorter report for Sierra Club members to read. What kind of informational report would you most likely write?

A)Trip report
B)Summary
C)Meeting minutes
D)Progress report

Question 57

Analytical reports should always follow the indirect organizational strategy.

Question 58

Which of the following is the best advice to follow when writing a summary?

A)Include specific examples from the report, article, or book you are summarizing.
B)Copy passages word for word to ensure that you cover the main ideas.
C)Avoid headings or lists to prevent reader distraction.
D)State the main idea or purpose as well as the source of the document being summarized.

Question 59

E-mail, PDF files, and PowerPoint sides are all examples of digital means of submitting reports.

Question 60

Justification/recommendation reports are sometimes called ______________________________

A)internal proposals.
B)executive summaries.
C)feasibility reports.
D)yardstick reports.

Question 61

Informational reports often describe periodic, recurring activities as well as situational, nonrecurring events.

Question 62

When you write a purpose statement for a report, you should use action verbs.

Question 63

Primary data result from reading what others have experienced or observed and recorded.

Question 64

Meeting minutes should include the precise wording of motions, including a count of votes and actions taken.

Question 65

Progress reports are written for only internal readers.

Question 66

One of the most important steps in the writing of a report is researching the report topic.

Question 67

Because they are primarily visual, infographics are not considered an effective report format type.

Question 68

Discussion of Findings is an example of a functional heading.

Question 69

Observation can be considered a valuable form of data collection for a business report.

Question 70

The manuscript format is appropriate for longer, more formal reports.

Question 71

Surveys provide the richest, most accurate firsthand information.

Question 72

Business writers often use electronic resources such as government sites, news media, periodicals, nonprofit organizations, social networking sites, and blogs to conduct research for business reports.

Question 73

The first step in preparing a report is to sit down and begin writing immediately; this technique allows you to capture your best ideas quickly.

Question 74

The first letter of each word in a heading should always be capitalized.

Question 75

Most informational reports have one thing in common: a neutral or receptive audience.

Question 76

The minutes of a meeting should identify the names of individuals present and absent.

Question 77

When creating talking headings, it is best to write a few paragraphs first and then determine the heading.

Question 78

Informational reports should be written using the direct organizational strategy.

Question 79

Surveys are considered a source of secondary data.

Question 80

You should include at least one heading per report page.