Deck 14: Writing Reports and Proposals

Question 1

In a proposal, the work plan

A) is contractually binding if the proposal is accepted.
B) is presented in the conclusion.
C) outlines the costs of the proposed actions.
D) involves all of the above.

Answer 1

A

Question 2

Which of the following is not an element normally included in the introduction of a proposal?

A) The scope of the report
B) Background/statement of the problem or opportunity
C) Proposed solution to the problem
D) Statement of qualifications

Answer 2

D

Question 3

Generally speaking, an effective proposal can

A) be as vague as possible.
B) follow the AIDA model.
C) follow the plan for good-news messages.
D) avoid the "you" attitude.

Answer 3

B

Question 4

In the introduction to a report on how to establish a paperless office, explaining the historical conditions or factors that led up to the report

A) diminishes your credibility by wasting readers' time.
B) enables readers to understand how the opportunity developed.
C) is necessary only in very formal reports.
D) is unnecessary in internal reports.

Question 5

"Delimitations" refer to

A) market conditions that allow a company to adopt your proposal.
B) the scope of your proposal.
C) employee restraints that have recently been lifted.
D) harsh realities that may prevent your audience from adopting your proposal.

Question 6

In the close of a report intended to prompt sales personnel to meet specific goals, you should

A) provide hints on what the audience should do so you don't sound like you're giving orders.
B) imply that they will be fired if the goals are not achieved.
C) instruct your audience to contact you about what they should do next.
D) make sure your readers understand exactly what's expected of them and when it's expected.

Question 7

Describing your organization's qualifications in a formal proposal is

A) an essential part of the body.
B) a good idea only when your recommendations are controversial.
C) appropriate, but only in the introduction.
D) considered arrogant and should be avoided.

Question 8

The writing style for a report should be more formal if

A) the subject is controversial or complex.
B) you know your readers reasonably well.
C) the report is relatively short.
D) your report is internal.

Question 9

A public health expert is writing a report on lead hazards for a widespread audience. Any terms in the report that are unfamiliar to her audience should be defined in the

A) explanatory notes.
B) introduction.
C) body.
D) any of the above.

Question 10

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

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

Question 11

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

A) use a less formal tone than you would for an internal audience.
B) include personal references such as "you" and "us."
C) use a more formal tone than you would for an internal audience.
D) use a great deal of idiomatic language.

Question 12

In the body of a proposal, the section describing the concept, product, or service you have to offer can be called

A) Research Design.
B) Issues for Analysis.
C) Technical Proposal.
D) any of the above.

Question 13

The introduction (or opening) of a business report or proposal should always

A) outline your conclusions or recommendations.
B) provide a detailed description of your qualifications to write the report.
C) indicate why the subject of the report is important.
D) list all the sources from which you draw information.

Question 14

When you write in a formal style, you should

A) open with a humorous anecdote.
B) still include contractions such as "We've" to retain a conversational tone.
C) use many colorful adjectives or adverbs.
D) eliminate references to I and me.

Question 15

The close of a report should

A) emphasize the main points of the message.
B) bring all action items together and give details about who should do what, when, where, and how.
C) summarize reader benefits if the document suggests a change.
D) achieve all of the above.

Question 16

To gain credibility with your audience in business reports, do all of the following except

A) research all sides of your topic.
B) document your findings with credible sources.
C) make the report lengthy.
D) avoid setting unrealistic expectations.

Question 17

If you end up with a large number conclusions, recommendations, or actions in your report, it is a good idea to

A) leave them out of the report itself and include them in an appendix.
B) combine similar items to make it easy on your readers.
C) number and list them.
D) go back to the drawing board and cut them down to one or two, at the most.

Question 18

Whereas a(n) ________ file in a report requires readers to be online so the file can be updated, a(n) ________ file does not.

A) embedded; linked
B) Microsoft Word; pdf
C) linked; embedded
D) pdf; Microsoft Word

Question 19

Which of the following statements has the most formal tone?

A) I think we should buy TramCo.
B) In my opinion, we should consider the purchase of TramCo.
C) The financial analysis clearly shows that buying TramCo is the best alternative.
D) We therefore conclude that acquiring TramCo would (based on information we have gathered) be in our company's best interest.

Question 20

The introduction of a solicited proposal

A) need not be as detailed as that of an unsolicited proposal.
B) should refer specifically to the RFP that initiated it.
C) is expected to be much longer than that of an unsolicited proposal.
D) should downplay the magnitude of the problem you're addressing.

Question 21

Any formal business report should include all of the following elements in the introduction: authorization, problem/purpose, scope, background, sources/methods, definitions, limitations, and report organization.

Question 22

When writing content to post on the web, keep in mind that readers can be ________ of online content.

A) respectful
B) skeptical
C) receptive
D) none of the above

Question 23

Transitional words and phrases

A) help overcome poor organization.
B) are essential to analytical reports but unnecessary in informational reports.
C) tie ideas together and show how one thought is related to another.
D) do all of the above.

Question 24

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

A) Okay, now for the important part.
B) First, let me begin by introducing our team.
C) Our sales in the eastern region have plummeted but we think we know the cause and it is definitely not our fault.
D) The next section discusses the advantages of Internet advertising, something that can make or break your company.

Question 25

Using words such as I and we decreases the formality of your report.

Question 26

When drafting content for online reports, it is helpful to use the inverted pyramid style of organization in which you

A) cover the least important information first and work your way to the main idea.
B) walk readers through arguments you don't support, and then explain why.
C) make readers believe you are headed in one direction, and reveal your true intentions at the end.
D) cover the most important information first and then gradually reveal more detail.

Question 27

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

A) Now that the body of the report is finished, supporting evidence needs to be provided.
B) The next segment illustrates potential challenges that our company faces in the coming decade.
C) Having outlined the details, I will now offer a few other points.
D) As this section has shown, our current marketing strategy is highly effective.

Question 28

Effective transitions in business reports

A) are included only between major sections-never within each section.
B) may be as long as a paragraph.
C) may be as long as a sentence.
D) should never be longer than a short phrase.

Question 29

Your report contains a spreadsheet with figures that are updated daily. To ensure currency, you should include the spreadsheet as a(n) ________ file.

A) encrypted
B) embedded
C) linked
D) none of the above

Question 30

In an online report regarding your region's potential for market growth, the best way to include a spreadsheet containing last year's sales figures would be to

A) embed the spreadsheet in your report.
B) link the spreadsheet to your report.
C) include the spreadsheet in an appendix.
D) simply insert the spreadsheet using Microsoft Word.

Question 31

When preparing review sections in a report,

A) use multiple review sections if the report is long and complex.
B) introduce new facts and information to support the review points.
C) always write them in narrative form, not as lists.
D) do all of the above.

Question 32

Linking a spreadsheet to your report will help ensure that readers are always seeing the most up-to-date information.

Question 33

Smooth transitions between sections and links to other documents and sources of information are important

A) whether your report appears in print or online.
B) in online reports, but not usually necessary in written ones.
C) in any report longer than 2 pages.
D) in print reports, but not in those published online.

Question 34

In an online report, headlines

A) complicate the organization of your report by enabling readers to jump from section to section.
B) are considered trendy and should usually be avoided.
C) should rarely be used.
D) can be used to provide links to other sections of the report and other websites.

Question 35

Communicating with people within your organization usually calls for more formality than one would use in reports for customers or suppliers.

Question 36

The close of a proposal should

A) avoid restating why you or your firm are the ones to perform the service in question.
B) be extremely low key to avoid your audience thinking you are overconfident.
C) make clear that your company is not desperate for business.
D) do all of the above.

Question 37

The primary value of a wiki stems from

A) its focus on a single, expert perspective.
B) its revolutionary technology.
C) the collective insight of all its contributors.
D) none of the above.

Question 38

Documenting your sources is important for reports you write in school, but it is not necessary in business reports.

Question 39

Using templates in preparing reports

A) is costly and time-consuming.
B) saves time by providing a format and identifying the specific sections required for the type of report you are writing.
C) limits your creativity and makes your report look ordinary.
D) is a sign of incompetence.

Question 40

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) Close
B) Introduction
C) Body
D) Appendix

Question 41

Most RFPs spell out exactly what you should cover in your report and in what order.

Question 42

If your report is intended to prompt others to action, in the close you should specify exactly what should happen next.

Question 43

In formal proposals, the close should be the longest section.

Question 44

Once your proposal is accepted, you can start altering the work plan to make the schedule and costs more realistic.

Question 45

The body of a proposal on health insurance would be the best place to mention that your staff includes several individuals with MD degrees.

Question 46

In solicited proposals, you have more freedom in terms of scope and organization than you do in unsolicited proposals.

Question 47

If your proposal is solicited, its introduction should refer to the RFP specifically.

Question 48

In the close of a proposal to install energy-saving light fixtures at a local hospital, it is not necessary to emphasize client benefits if you think they are obvious.

Question 49

Using the "you" attitude is inappropriate when writing proposals.

Question 50

The general purpose of any proposal is to get your audience members to change their minds about some important issue.

Question 51

The close of a proposal is the right place to discuss any costs associated with your recommendations.

Question 52

In a business report, you should not introduce new facts as part of a conclusion or recommendation.

Question 53

Combining conclusions and recommendations under one heading is not acceptable in business reports.

Question 54

When it comes to formal proposals, it is impossible to oversell your message.

Question 55

Statements such as "The advantage of Cyberdyne over other companies is that a contract with Cyberdyne automatically includes a service plan in which we are available for advice on a 24/7 basis" are inappropriate for formal proposals.

Question 56

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

Question 57

In a formal proposal, it is unprofessional to point out your company's advantages over its competitors.

Question 58

If your proposal involves providing replacement machine parts that your company regularly stocks, it is not necessary in the Work Plan section to describe how you'll accomplish what must be done.

Question 59

In a proposal to upgrade a potential client's phone system, it would be arrogant to include information about your company's extensive experience with that type of work.

Question 60

In a basic proposal, you should define the problem and summarize the solution you propose.

Question 61

A file that is ________ to a report will get updated automatically when you or someone else updates the file.

Question 62

Headings and subheadings are especially vital for online reports.

Question 63

In the ________ of a business report, include only enough detail to support your conclusions and recommendations.

Question 64

The general purpose of any ________ is to persuade readers to do something, such as purchase goods or services, fund a project, or implement a program.

Question 65

In business environments, you can usually assume that most members of your audience will read your entire report.

Question 66

Using a variety of formats for typefaces makes it easy for readers to navigate your proposal.

Question 67

In a long report, including review sections at the end of every major section block is redundant and distracting.

Question 68

The introduction of a proposal should state the ________ or boundaries of the proposal-what you will and will not do.

Question 69

A more ________ tone is generally appropriate for longer reports, those dealing with controversial or complex information, and those that will be sent to other parts of the organization or to outsiders.

Question 70

Including transitional phrases such as "As you can see" in a business report is helpful to readers as they seek to understand the document.

Question 71

The ________ ________ of a proposal describes (among other things) how you'll accomplish what must be done, when the work will begin, and when it will be completed.

Question 72

When it comes to wikis, it is not necessary to think through a long-term purpose in the planning step.

Question 73

Report templates often identify the specific format recommended for headings.

Question 74

In a business proposal, the section describing the ________ you propose can be called "Preliminary Analysis," "Overview of Approach," or something similar.

Question 75

Words or phrases that tie ideas together and show how one thought relates to another are known as ________ and are useful for keeping readers on track as they read your report.

Question 76

Files that are ________ in a report are not connected to their original versions and will not be updated automatically.

Question 77

Providing smooth transitions is necessary only when you're writing a report for audiences from other cultures who have difficulty tying different parts of your presentation together.

Question 78

The introduction or opening of a business report should outline its ________-the factors beyond your control that affect report quality.

Question 79

A well-run wiki encourages participants to edit and improve each other's work.

Question 80

Reviews can be written in a sentence format or in bulleted lists, but you should never combine the two.