Question 1

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

Accepted Answer

A title page is commonly used for formal report formats to provide important information such as the title of the report, author's name, date, and organization. It is not typically necessary for a memo or letter format.

Question 2

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

Accepted Answer

In formal reports, the use of the first-person pronoun "I" is generally avoided as it can make the writing appear less objective and more subjective. It is preferred to use third-person pronouns like "they" or "the researchers" to maintain a professional tone.

Question 3

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

Accepted Answer

A working agreement or contract is typically put in place to ensure that both parties understand and agree to the terms of the project or work resulting from a proposal. This helps to avoid misunderstandings or discrepancies in the intent of the parties involved.

Question 4

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

Accepted Answer

The decision to merge the table of contents with the table of figures on a single page in a formal report depends on the length of each and the formatting guidelines of the specific document or institution. There is no strict rule against it, and in some cases, combining them might be practical to save space and maintain organization, especially in shorter documents.

Question 5

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.

Accepted Answer

A memorandum report format is typically used for internal communication within an organization, while an invitation to other companies would be more appropriately sent in a letter format, which is formal and suitable for external communication.

Question 6

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

Accepted Answer

The answer of Discuss the functions of any two preliminary...

Question 7

Explain the components of report text.

Accepted Answer

The answer of Explain the components of report text....

Question 8

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.

Accepted Answer

The answer of In the context of headings used in...

Question 9

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

Accepted Answer

Proposals can also be written to generate business within an organization, such as proposing a new project or initiative to executives or a new process to colleagues.

Question 10

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

Accepted Answer

Memorandum (memo) reports are typically directed to readers within an organization, while email reports can be directed to both internal and external readers depending on the context.

Question 11

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.

Accepted Answer

Forms are designed to save time and make the process of filling out a report or document more efficient by providing a clear structure and preprinted elements that eliminate the need for additional narrative writing.

Question 12

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

Accepted Answer

A periodic report can be formatted in various ways, including memo format, letter format, or a standard report format, depending on its audience and purpose, not exclusively as a letter for external personnel.

Question 13

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

Accepted Answer

An executive summary of a report is a brief summary of the main points of the report and is also known as an abstract. It is usually placed at the beginning of the report and is intended to provide a quick overview for the reader.

Question 14

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.

Accepted Answer

It is important to define terms that may not be widely understood or have specific meanings in a study. These definitions should be written in the term-family-differentiation sequence in the report to ensure clarity and avoid confusion.

Question 15

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

Accepted Answer

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

Question 16

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

Accepted Answer

These documents all involve filling in standard information in a structured format, making them simple form reports.

Question 17

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

Accepted Answer

The answer of What is the addenda to a report?...

Question 18

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

Accepted Answer

In formal report writing, headings are used to organize content, making it easier for readers to follow the structure of the document. Placing two headings consecutively without any intervening text goes against this purpose, as each heading should introduce a new section or topic that is immediately followed by relevant content.

Question 19

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

Accepted Answer

Emotional terms are subjective and may detract from the objective nature of research. It is important to maintain a neutral tone and rely on well-supported evidence to enhance credibility as a researcher.

Question 20

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.
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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.
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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.
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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.
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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.
​

Accepted Answer

The answer of Explain an executive summary as a preliminary...

Quiz 11: Organizing and Preparing Reports and Proposals

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

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

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

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

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.

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

Explain the components of report text.

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.

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

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

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.

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

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

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.

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

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

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

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

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