Deck 15: Completing Reports and Proposals

Question 1

An executive summary

A) gives a fully developed "mini" version of the report.
B) is unnecessary if the report is not intended for executives.
C) is shorter than a synopsis.
D) provides additional information (not covered in the report) that executives will need.

Answer 1

A

Question 2

Which of the following is not a typical function of the introduction to a report?

A) Outlining how the report is organized
B) Documenting sources
C) Telling the audience what the report is about
D) Explaining to readers why they should be concerned about the topic

Answer 2

B

Question 3

One of the section headings in your report is, "Unexpected Price Increases." In the table of contents, the section heading should

A) not be included.
B) be in boldface type.
C) be paraphrased.
D) be worded exactly the same way.

Answer 3

D

Question 4

The letter of transmittal

A) may follow the direct or indirect plan.
B) is usually included as an appendix.
C) should be written in an informal, chummy tone.
D) has a more formal style than the report itself.

Question 5

You've prepared a 7-page report for a local government official outlining the potential for your company's involvement with downtown revitalization. In this short report it would be reasonable to

A) not include a synopsis or an executive summary.
B) not include an executive summary.
C) combine the executive summary with the letter of transmittal.
D) do any of the above.

Question 6

You're preparing a report on how to reduce network problems at your company's home office. Since the report is organized using the direct approach, the close should

A) not mention a specific course of action you want the reader to take.
B) present the conclusions and recommendations for the first time.
C) be relatively brief.
D) be relatively long.

Question 7

You should include a title fly with business reports when you want to

A) add a touch of formality to the report.
B) protect the report from dirt and careless handling.
C) give the name of the company for which the report has been prepared.
D) provide a page for the reader to make notes on.

Question 8

The letter of transmittal should

A) thank the reader for the assignment, if appropriate.
B) discuss the scope and methods of the project.
C) highlight important sections of the report.
D) do all of the above.

Question 9

The synopsis of a formal report is

A) a short summary containing subheadings and visual elements.
B) never more than five lines in length.
C) a concise overview of the report's most important points.
D) usually anywhere from two to five pages.

Question 10

Which of the following is not included in the prefatory parts of a formal report?

A) Introduction
B) Cover
C) Letter of authorization
D) Table of contents

Question 11

The best way to decide what to include in an introduction is to

A) put in as many standard topics as you can cover in 10 pages or less.
B) consult with more-experienced report writers.
C) focus on the information that will most help your readers follow and comprehend the report.
D) do a quick survey of potential readers.

Question 12

In a report designed to organize a new task force, the close should

A) list the action that you would like readers to take.
B) discuss why the report was written.
C) identify the report's authors.
D) include your analysis of the data you've presented.

Question 13

The four tasks involved in completing business reports and proposals include all of the following except

A) distributing.
B) revising.
C) composing.
D) producing.

Question 14

The prefatory parts of a report should

A) help readers decide whether and how they need to read the report.
B) include an introduction to the report.
C) be prepared and written before the text of the report.
D) do all of the above.

Question 15

The authors of an informational report have referred to a multitude of data on the spending habits of 18- to 25-year-old Americans. They want to provide readers with access to this information, but realize it's too lengthy to include as a footnote and only some readers will find it relevant. Where should they place it?

A) Nowhere-it should simply be left out.
B) In the body of the report
C) In an appendix
D) In the introduction

Question 16

An executive summary

A) is never longer than a few paragraphs.
B) comes before the synopsis in the prefatory section of a report.
C) may contain headings and visual elements.
D) is always included with reports longer than 10 pages.

Question 17

The recommended format for a table of contents for a complex formal report should include

A) every level of heading in the report plus all illustration and table titles.
B) everything but prefatory parts.
C) two tables: a high-level table with only major headings, and a detailed table with all other headings.
D) everything but supplementary parts.

Question 18

A letter of ________ is a specialized cover letter that introduces your report to the audience.

A) introduction
B) authorization
C) transmittal
D) acceptance

Question 19

Suppose you work for the Angstrom Corporation. What would be the most concise and compelling title for a formal report on your company's proposed acquisition of Freedman Fasteners?

A) "Why Angstrom Should Focus on Its Core Issues and Abandon Its Ancillary Efforts"
B) "A Study of the Feasibility of Angstrom Corporation Inc. Acquiring the Concern Currently Operating as Freedman Fasteners"
C) "The Pros and Cons of Acquiring Freedman"
D) "To Acquire or Not to Acquire"

Question 20

Materials in an appendix are not incorporated into the text because

A) they are boring.
B) they are controversial.
C) they are too long, or not relevant to everyone in the audience.
D) they include bad news.

Question 21

Unlike reports, most proposals

A) contain many supplementary parts.
B) contain few supplementary parts.
C) are never analytical.
D) never contain an appendix.

Question 22

You've used information from several websites to support your argument in a formal report. You should

A) not worry about documenting the sources since that's only necessary in school-not in business.
B) clearly document the sources in the report.
C) determine whether the websites are copyrighted, and then decide whether or not to document them.
D) provide information on your sources only if the audience requests it.

Question 23

If your report will be posted online, you should be especially careful to make the report easy to skim.

Question 24

The body of a proposal should

A) capture the reader's attention.
B) make whatever promises it takes to win the contract.
C) explain the complete details of how the job will be done.
D) do all of the above.

Question 25

The list of secondary sources at the end of a report is labeled "Works Cited" when it contains

A) all the secondary sources consulted in preparing the report.
B) only those secondary works that were mentioned in the report.
C) anonymous sources.
D) more than ten entries.

Question 26

The number of components a report contains varies according to the type of report you are writing.

Question 27

The text of a proposal

A) should be less than six pages.
B) consists of the introduction, body, and close.
C) must always follow the AIDA plan.
D) is usually presented in outline form.

Question 28

All appendixes should be

A) mentioned in the text of the report and listed in the table of contents.
B) included in the index but not listed in the table of contents.
C) mentioned in the text of the report, but not listed in the table of contents.
D) listed in the table of contents, but not mentioned in the text of the report.

Question 29

Proofreading reports is different from proofreading other kinds of business messages in that

A) reports often have elements that aren't included in other business messages.
B) the visual elements in reports don't usually need proofing.
C) reports usually have more typographical errors.
D) none of the above-reports do not differ significantly from other business messages.

Question 30

An index

A) lists the names of things and ideas, but not individual people or authors of works.
B) lists only the names of authors cited in the report.
C) may include the names of important persons or subjects mentioned in your report.
D) involves all of the above.

Question 31

Covers for business reports are typically blank sheets of card stock that serve to protect the contents.

Question 32

You're sending an unsolicited proposal to a local restaurant in an effort to become their primary food vendor. The letter of transmittal to accompany the proposal should follow the format for

A) persuasive messages.
B) good-news messages.
C) bad-news messages.
D) routine messages.

Question 33

Three weeks ago you sent a proposal to a client who had asked for information on upgrading his company's security system. You've heard nothing in response. You should

A) take it as a sign that the client agrees with what you had to say and is likely to hire you.
B) assume that the report has not been read.
C) demand to know why you haven't received a response yet.
D) inquire politely about your proposal and offer to answer any questions regarding what you offered.

Question 34

All prefatory parts (such as the table of contents) should always start on their own page.

Question 35

The prefatory parts of a formal proposal may include

A) visual elements.
B) a copy of the RFP.
C) a letter of authorization.
D) an index.

Question 36

In a formal, unsolicited proposal, a synopsis or executive summary may be

A) useful if the proposal is fairly short.
B) placed in an appendix.
C) essential for highlighting your competitive advantage.
D) unnecessary.

Question 37

Because they fall at the beginning of a report, the prefatory parts are usually written first.

Question 38

Proposals addressed to potential customers and investors

A) should never include visuals.
B) are less formal than those addressed to internal audiences.
C) are nearly always formal.
D) rarely include a copy of the RFP.

Question 39

When proofreading formal reports and proposals, you should

A) go back and use the most impressive words you can find to describe key concepts.
B) not worry about typos-only content.
C) simply rely on your software's spelling and grammar checkers to find any errors.
D) proof your visuals thoroughly.

Question 40

The approach taken with letter of transmittal should be

A) friendly in tone if the proposal is lengthy.
B) persuasive if the proposal is solicited.
C) friendly in tone if the proposal is short.
D) persuasive if the proposal is unsolicited.

Question 41

Every business report should include a title fly, but only the most formal require a title page.

Question 42

The close of a report may be called the "Summary" or "Conclusions and Recommendations."

Question 43

The most common supplementary parts to include in a formal report are the appendix, the bibliography, and the index.

Question 44

The introduction is a good place to tell readers why they should be concerned with your topic.

Question 45

Many reports, especially short ones, require neither a synopsis nor an executive summary.

Question 46

A synopsis of a 15-page report should usually be at least four pages long.

Question 47

A report title should always begin with "A Study of" or "A Report on."

Question 48

The introduction to a formal business report should always exist as a separate section.

Question 49

Reports do not need an introduction if they have a synopsis and a letter of transmittal.

Question 50

The table of contents should always include all levels of headings for the report.

Question 51

Unlike a synopsis, an executive summary may contain headings and visual elements.

Question 52

In reports that are intended to lead to action, the recommendations section may be fairly extensive because it spells out exactly what should happen next.

Question 53

For reports organized in the indirect approach, you should use an informative synopsis instead of a descriptive one.

Question 54

Acknowledging sources in the body of a report is appropriate for academic work, but never in business.

Question 55

The letter of transmittal says what you would say if you were handing the report directly to someone.

Question 56

It is sometimes acceptable for the title page to serve as the report cover.

Question 57

The letter of transmittal should always use the indirect approach, especially if the report is an analytical one.

Question 58

If you received written authorization to prepare a business report, you should respond with a letter of acceptance.

Question 59

If a report does not have a synopsis, the letter of transmittal can be used to summarize the major findings, conclusions, and recommendations.

Question 60

A synopsis is generally more comprehensive than an executive summary.

Question 61

The components of a formal proposal are entirely different from those of other formal reports.

Question 62

Proposals addressed to external audiences, including potential customers and investors, are nearly always formal.

Question 63

By the time you are ready to check visual elements in the completing step for formal reports, you can normally assume that all the data are correct.

Question 64

Most proposals have few supplementary parts.

Question 65

A(n) ________ synopsis simply tells what the report is about.

Question 66

The writer's analysis, logic, and interpretation of the information are usually included in the ________ of the report.

Question 67

The ________ ________ is a single sheet of paper with only the title of the report on it.

Question 68

A(n) ________ synopsis presents the main points of a report in the order in which they appear in the text.

Question 69

A bibliography and an index are the ________ parts of a formal report.

Question 70

The three categories of report components are ________ parts, ________ parts, and the supplementary parts.

Question 71

The cover, title page, and table of contents are among the ________ parts of a formal report.

Question 72

After sending your report, you should wait at least six weeks before contacting the audience if you don't receive a response.

Question 73

A(n) ________ ________ is a fully developed "mini" version of the report itself.

Question 74

If a proposal is unsolicited, the letter of transmittal should follow the format for persuasive messages.

Question 75

The letter of ________ conveys the essence of the report to the readers in a manner that can be less formal than the rest of the report.

Question 76

A letter of ________ is a written acknowledgment of the letter of authorization.

Question 77

When you proofread the text part of a report, you should essentially look for the same types of mistakes as you would look for in any business message.

Question 78

The close of a formal proposal emphasizes the benefits that readers will realize from your solution.

Question 79

A synopsis or executive summary is usually less useful in a formal proposal than in other types of formal reports.

Question 80

An index is necessary only if your report is going to be published.