Deck 9: Informal Reports

Question 1

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

Answer 1

B

Question 2

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.

Answer 2

C

Question 3

Which statement about digital slide decks is most accurate?

A) Many business writers deliver their informal reports as digital slideshows, which are also called slide decks.
B) Slide decks are more inviting to read than hard copies of informal reports.
C) Slide decks are often used by individuals in marketing, technology, media, entertainment, and consulting.
D) All answer choices are accurate statements about digital slide decks.

Answer 3

D

Question 4

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 5

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 6

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 7

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 8

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 9

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.

Question 10

Reports that present data without analysis or recommendations are

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

Question 11

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 12

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 13

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

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

Question 14

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 15

You work 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 you develop this report?

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

Question 16

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 17

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.

Question 18

Headings that show the sections of a report are called

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

Question 19

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 20

The format of a report depends primarily on

A) its topic, recommendations, and organizational pattern.
B) the writer's command of the English language.
C) its length, topic, audience, and purpose.
D) the amount of time the writer devotes to the writing process.

Question 21

What kind of report condenses the primary ideas from a book, report, article, website, meeting, or convention?

A) Progress report
B) Justification/recommendation report
C) Summary
D) Analytical report

Question 22

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 23

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 24

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 25

Which of the following is a talking heading?

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

Question 26

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 27

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 28

One of the most important steps in writing an informal report is that of

A) gathering information.
B) using the direct organizational strategy.
C) using the indirect organizational strategy.
D) incorporating figurative language.

Question 29

What type of research source provides the best firsthand information?

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

Question 30

Many business writers begin their report research by

A) conducting interviews.
B) observing others.
C) constructing questionnaires and inventories.
D) visiting company records and files.

Question 31

The purpose of most business reports is to

A) present data.
B) answer questions.
C) solve problems.
D) All answer choices provide purposes for business reports.

Question 32

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 33

To help you clarify a report problem, you should write a

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

Question 34

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 35

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 36

When you receive an assignment to write a report, you should begin the report-writing process by

A) determining the appropriate format.
B) analyzing or determining the purpose.
C) beginning your research.
D) looking for someone else to write the report.

Question 37

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 38

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 39

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 40

A record of the proceedings of a meeting is called

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

Question 41

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 42

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

Question 43

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 44

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

Question 45

All reports should be written using a formal writing style.

Question 46

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 47

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 48

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 49

The purpose of a justification/recommendation report is to

A) justify or recommend actions.
B) summarize the progress of an ongoing project.
C) examine the practicality and advisability of following a specific course of action.
D) examine problems with two or more solutions.

Question 50

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

Question 51

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

Question 52

An informational report presents data without analysis and recommendations.

Question 53

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

Question 54

You should use the indirect organizational strategy for all analytical reports.

Question 55

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 56

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 57

Business reports are always presented in writing or orally, but they are not presented digitally.

Question 58

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 59

A formal writing style includes first-person pronouns, contractions, active-voice verbs, shorter sentences, and familiar words.

Question 60

Which of the following should be included in a feasibility report?

A) The background and problem necessitating the proposal
B) Problems that may result from implementation
C) Costs of implementing the proposal
D) All answer choices should be included in a feasibility report.

Question 61

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

Question 62

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 63

Many report writers begin their research with an analysis of company records and files.

Question 64

Minutes summarize the proceedings of meetings.

Question 65

Headings assist the report reader in understanding the organization of a report.

Question 66

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

Question 67

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

Question 68

Surveys provide the richest, most accurate firsthand information.

Question 69

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

Question 70

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

Question 71

Informational reports should be written using the direct organizational strategy.

Question 72

You should include at least one heading per report page.

Question 73

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

Question 74

Progress reports are written for only internal readers.

Question 75

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

Question 76

Preprinted forms are useful for reporting repetitive data.

Question 77

Discussion of Findings is an example of a functional heading.

Question 78

A library is an ineffective source to gather report research.

Question 79

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

Question 80

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.