Deck 15: Writing and Completing Reports and Proposals

Question 1

When you're writing a report,be sure to adapt to your audience by

A)being sensitive to their needs.
B)controlling your style and tone.
C)building strong relationships with them.
D)all of the above.

Answer 1

D

Question 2

Which of the following will help a reader navigate a document more easily?

A)Visuals
B)A formal tone
C)An introduction
D)A strong closing section
E)Headings and links

Answer 2

E

Question 3

________ come after a body of material in a report,and they summarize the information included in that material.

A)Extension sections
B)Review sections
C)Transposition sections
D)Preview sections
E)Tables of content

Answer 3

B

Question 4

If you use the impersonal journalism style to write a business message,your tone will not be

A)objective.
B)unemotional.
C)conversational.
D)businesslike.

Question 5

When is a more formal tone appropriate for an internal audience?

A)When the report is short
B)When you have already established your credibility
C)When you are using online tools to send the message
D)When the topic is complex or controversial
E)When you do not use preview or review sections

Question 6

Transitional words and phrases

A)connect ideas by helping readers move from one thought to the next.
B)should be removed from written material to make it more concise.
C)are essential to analytical reports but unnecessary in informational reports.
D)aren't necessary in a report that uses a system of headings and subheadings.
E)should be used for headings and subheading.

Question 7

When incorporating complex information into a report,how can you introduce new,important topics?

A)Avoid transitions to avoid confusion with previous material
B)Use third level headings
C)Add links to additional information
D)Include review sections
E)Include preview sections

Question 8

In order to help your readers understand and accept your message

A)use headings and links.
B)include smooth transitions.
C)provide previews and reviews.
D)do all of the above.

Question 9

If you're writing a formal business report,you should

A)use the impersonal journalism style.
B)rely on first- and second-person pronouns.
C)focus on similes,metaphors,and colorful language.
D)use contractions to engage your audience.
E)use colorful language to add interest.

Question 10

The writing style for a report should be more formal when

A)you know your readers reasonably well.
B)your report is intended for internal distribution.
C)the subject is controversial or complex.
D)the report is relatively short.
E)the report will be read online.

Question 11

When writing business reports for outsiders (such as customers or suppliers),it is best to

A)use a more formal tone than you would for an internal audience.
B)use a less formal tone than you would for an internal audience.
C)avoid the use of headings,transitions,previews,and reviews.
D)sprinkle your writing with idioms,acronyms,and jargon.
E)start the report by explaining why they need your help.

Question 12

Which of the following is one of the advantages of using headings in a report?

A)They identify the framework of a report
B)They eliminate relationships between subordinate and main ideas
C)They indicate the importance of preview sections
D)They eliminate the need for review sections
E)They minimize style and tone

Question 13

Which of the following can be used to visually indicate shifts from one idea to the next?

A)Paragraphs
B)Headings
C)Charts
D)Tables
E)Preview sections

Question 14

When preparing review sections in a report

A)always write them in narrative form,not as lists.
B)use multiple review sections if the report is long and complex.
C)introduce new facts and information to support the review points.
D)avoid headings and subheadings.
E)avoid restating technical information found in the report.

Question 15

Which of the following would be the most effective preview in a formal report?

A)Our sales in the eastern region have plummeted,but we think we know the cause,and it is definitely not our fault.
B)So far,we have discussed three essential elements: price,service,and performance.
C)The next section will present the advantages of using social media to connect with your customers.
D)Okay,now for the important part.

Question 16

Which of the following can be used to help readers absorb details of complex information while keeping track of the goal of the report?

A)Review sections
B)Headings
C)Transitions
D)Preview sections
E)White space

Question 17

To gain credibility with your audience in a business report,do all of the following EXCEPT

A)research all sides of your topic.
B)use credible sources to support your findings.
C)avoid setting unrealistic expectations.
D)allow your desires to determine the length of the report.

Question 18

Effective business writers use ________ to help readers prepare for upcoming information and ________ to help them verify and clarify what they've just read.

A)introductions; conclusions
B)previews; reviews
C)synopses; executive summaries
D)headings; subheadings
E)executive summaries; reviews

Question 19

Effective transitions in business reports

A)are limited to keywords and short transitions.
B)should not exceed the length of one sentence.
C)may be as long as a paragraph.
D)are included between major sections but never within each section.
E)are cited when they were part of a study.

Question 20

Which of the following can create a message that is formal,businesslike,and unemotional?

A)Use colorful,descriptive language
B)Use humor when possible
C)Add similes to aid explanation
D)Avoid using a journalistic writing style
E)Eliminate words such as "you" and "I"

Question 21

Discuss the value of using headings in reports and proposals.

Question 22

Don't ________ in the closing section of a business report.

A)summarize the key points included in the report
B)introduce new material to expand the scope of the report
C)bring all of the action items together in one place
D)present the benefits of following the report's recommendations

Question 23

In order to help your readers make informed decisions

A)tell them what they need to know-no more,no less.
B)withhold information that doesn't suit your needs.
C)present your raw data,so they can compile it as they see fit.
D)manipulate the data to smooth out negative trends.
E)include copies of all research articles used in compiling the report.

Question 24

How do transitions help a reader move through sections of a report?

Question 25

As stated in your textbook,effective report content is accurate.Therefore,information presented in the report

A)should be positive.
B)must be easy to find.
C)should be relatively precise.
D)must be factually correct.
E)must include all alternatives.

Question 26

Which of the following is a key function of the close of a report?

A)It indicates why the subject matter is important
B)It interprets data
C)It supports your recommendations
D)It analyzes information gathered during research
E)It summarizes key points

Question 27

The introduction (or opening)of a business report should

A)discuss your conclusions or recommendations.
B)include all of your information sources.
C)carry the full weight of your message.
D)help readers understand the context of the report.
E)offer a detailed course of action to be followed.

Question 28

Building a strong relationship with the reader of your reports begins with the planning process.

Question 29

Discuss key points of controlling the style and tone in a message.

Question 30

The detailed proof needed to support your conclusions and recommendations should appear in the ________ of your report.

A)opening
B)body
C)close
D)appendix
E)summary

Question 31

Which of the following is achieved when presenting all information,including information that does NOT support your line of reasoning?

A)Documentation
B)Balance
C)Logic
D)Clarity
E)Accuracy

Question 32

Identify and discuss five elements that characterize credible,professional report content.

Question 33

Which section of a report is used to support conclusions and recommendations?

A)Transition
B)Review
C)Close
D)Body
E)Introduction

Question 34

Which section are readers most likely to read when they are in a hurry and won't read the entire report?

A)Preview
B)Introduction
C)Body
D)Summary
E)Recommendations

Question 35

Which section of a report helps the reader understand the context of the report by tying it to a business problem or an assignment?

A)Conclusion
B)Recommendations
C)Close
D)Body
E)Introduction

Question 36

Which of the following will help make a report clear and logical?

A)Include all essential information even if it doesn't support your line of reasoning
B)Tell the readers what they need to know,but no more,and no less
C)Identify ideas that belong together and organize them so they are easy to understand
D)Use primary and secondary sources and give proper credit to sources
E)Present all sides of the issue fairly and equitably

Question 37

In order to set a formal tone in a report,include first-person and second-person pronouns in your writing.

Question 38

Which section of a report presents and interprets information gathered during an investigation?

A)Transition
B)Review
C)Close
D)Body
E)Introduction

Question 39

List three ways to increase the formality of business reports.

Question 40

In which section of a report should all action items be brought together?

A)Transition
B)Preview
C)Close
D)Body
E)Introduction

Question 41

Which of the following can be used to strengthen your persuasive argument in a proposal?

A)Generalized information
B)Several alternatives the audience can choose from
C)A demonstration of your knowledge of the recipient's challenges or opportunities
D)An indication why your competitors are not qualified
E)Relating the audience's products and services to your needs

Question 42

Why is it important to package your proposal attractively and make it inviting and readable?

A)It is an indication of hands-on experience
B)Readers will prejudge the quality of your products by the quality of the proposal
C)Readers are more likely to be convinced because of the AIDA format
D)It is an indication that you cared enough to create the proposal from scratch instead of using boilerplate text
E)Information from databases will be easier to notice and understand

Question 43

List at least three factors that can help you decide what parts to include in a business report.

Question 44

Which of the following is one of the advantages of using proposal-writing software for routine proposals?

A)It prevents integration with sales databases
B)It prevents solutions from being given away free to the audience
C)It ensures proper structure
D)It explains your unique skills and knowledge needed to solve the problem
E)It emphasizes the "you" attitude in the creation of the document

Question 45

When you're composing a business report,only include the information that supports your line of reasoning.

Question 46

Which of the following is the general purpose of any proposal?

A)To inform
B)To persuade
C)To seek approval
D)To solve a problem
E)To establish need

Question 47

List three functions of the close in a business report.

Question 48

The general purpose of a ________ is to persuade the audience to do something.

A)proposal
B)presentation
C)press release
D)research report
E)report summary

Question 49

Discuss how you can increase your credibility when writing a business report.

Question 50

Using descriptive headings,such as "Effects of Pay Scales on Employee Turnover," will help you maintain a hard-hitting,direct tone in a business report.

Question 51

When you're using a direct approach to present a report,use ________; however,________ will be more effective,if you're using an indirect approach to present a report.

A)descriptive headings; informative headings
B)structured headings; unstructured headings
C)informative headings; descriptive headings
D)parallel headings; decorative headings
E)unstructured headings; subheadings

Question 52

How is the scope and organization of a solicited proposal usually determined?

A)Based only on content
B)Based only on the working relationship with the audience
C)Based only on the motivating action you wish to achieve
D)Based only on whether a direct or indirect format is used
E)Based only on the audience's guidelines in the request for the proposal

Question 53

As it applies to writing a business report,use ________ to compose sentences that are uncluttered,carefully worded,and coherent.

A)accuracy
B)balance
C)clarity and logic
D)proper documentation

Question 54

When you're writing a(n)________ for a report,present the report's main points in the order they appear in the text.

A)executive forecast
B)informative synopsis
C)descriptive synopsis
D)transactional document
E)recommendation

Question 55

What is a synopsis? How does it differ from an executive summary?

Question 56

You don't have to worry about documenting your sources of information when you're writing a report or proposal in the workplace.

Question 57

The general purpose of a proposal is to

A)showcase your writing skills.
B)adorn your company's Facebook page.
C)educate readers about your company.
D)persuade readers to do something.
E)provide results from in-house focus groups.

Question 58

Which of the following will help prove that your proposal is workable and feasible for your audience?

A)Show it is consistent with the audience's capabilities
B)Include a plan of action with a generic task list
C)Make the proposal letter perfect,inviting,and readable
D)Hire management consultants to convince the audience you have the skills and knowledge needed
E)Use proposal-writing software

Question 59

You don't need to verify information that you plan to use in a report.

Question 60

In the workplace,readers will prejudge the quality of your products or services by the proposal you submit.

Question 61

When writing a proposal,where should a review of the situation and an indication of a need for action be discussed?

A)Background or statement of the problem
B)Solution
C)Scope
D)Report organization
E)Limitations

Question 62

The close of a proposal should

A)summarize how your proposed solution will benefit the reader.
B)reemphasize why your firm is the right choice for the job.
C)ask for a decision from the reader.
D)do all of the above.

Question 63

An unsolicited proposal has more latitude in the scope of the document than a solicited proposal.

Question 64

Where should you explain the factors that led you to submit an unsolicited proposal,such as conversations with members of the recipient's organization?

A)In the body
B)In the preview section
C)In the close
D)In the summary section
E)In the introduction

Question 65

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

Question 66

Describing your organization's qualifications in a formal proposal is

A)considered arrogant and should be avoided.
B)appropriate,but only in the introduction.
C)an essential part of the body section of the proposal.
D)a good idea only when your recommendations are controversial.
E)necessary only when you have not worked with the reader in the past.

Question 67

In a proposal to install an air conditioning system,statements such as,"Our company has over 25 years of experience installing heating,plumbing,and air conditioning systems," should appear in what section?

A)Introduction
B)Body
C)Close
D)Appendix
E)Recommendations

Question 68

The introductory section of a formal proposal includes all of the following EXCEPT

A)a statement of your qualifications.
B)the scope or boundaries of the proposal.
C)background information or a problem statement.
D)an overview of how the document is organized.

Question 69

As used in the introductory section of a proposal,the ________ states the boundaries of the proposal.

A)scope
B)purpose
C)index
D)mission
E)limitations

Question 70

Describe six strategies (in addition to using the AIDA format)for strengthening your argument in business proposals.

Question 71

Which of the following should be presented in the introduction of an unsolicited proposal?

A)Requirements specified in the RFP
B)Details on the proposed solution
C)Anticipated results of the solution
D)A summary of the problem you want to solve or the opportunity you want to pursue
E)A confident,passionate expression of your skills and abilities

Question 72

Which of the following is found in the body of a report but NOT the body of a proposal?

A)Analysis of action
B)Facts and evidence to support conclusions
C)Proposed approaches to problem solving
D)Work plan
E)Costs

Question 73

Where should the anticipated results of the proposed solution be indicated in an unsolicited proposal?

A)In the body
B)In the preview section
C)In the close
D)In the summary section
E)In the introduction

Question 74

Which section of an unsolicited proposal should restate why you and your firm are the right organization to provide a solution?

A)The body
B)The preview
C)The close
D)The explanation of your credentials
E)The introduction

Question 75

The writing approach for a proposal is similar to the approach used for persuasive sales messages,so you can

A)follow the AIDA model.
B)follow the good-news message plan.
C)minimize the "you" attitude.
D)open with a buffer statement.
E)follow a journalistic approach.

Question 76

In a formal proposal,the work plan section

A)reviews the situation at hand and explains the need for action.
B)describes your action plan for accomplishing the work that must be done.
C)describes your organization's experience,personnel,and facilities.
D)emphasizes the benefits and advantages of your proposed solution.
E)is only necessary when the report will be sent outside the organization.

Question 77

In a formal report,the index provides a list of secondary sources used to prepare the report.

Question 78

Your writing approach for a proposal should be similar to that used for persuasive messages.

Question 79

Which of the following is found in the close of a proposal,but NOT in the close of a report?

A)An indication of what should happen next
B)A request for a decision
C)Key points you want to remind the reader of
D)A restatement of your conclusions
E)Recommendations

Question 80

Which one of the following is NOT an element of a work plan in the body of an unsolicited proposal?

A)An explanation of the steps you'll take,their timing,and the methods or resources you'll use
B)Persuasive material to convince readers that a problem or an opportunity exists
C)Information about when work will start,how it will be monitored,and when it will end
D)A description of how you'll accomplish what must be done