Question 1

The letter of transmittal
A)may follow the direct or indirect plan.
B)has a more formal style than the report itself.
C)is usually included as an appendix.
D)should be written in an informal tone.
E)is never written as a memo.

Accepted Answer

The letter of transmittal may follow either the direct or indirect plan, depending on the recommendation of the report writer.

Question 2

The letter of transmittal should
A)discuss how information in the report was gathered.
B)be different for every person receiving the report.
C)minimize controversial issues in the report.
D)introduce the report to the audience.
E)do nothing more than thank readers for their interest in your report.

Accepted Answer

The primary purpose of the letter of transmittal is to introduce the report to the audience. It should provide a brief overview of the purpose of the report and highlight key findings. The letter may also provide background information on how the report was conducted or highlight any limitations. It is important to note that the letter of transmittal should be tailored to the specific audience receiving the report, but it does not need to be different for every person.

Question 3

One of the headings in your report is,"Unexpected Price Increases." In the table of contents,the heading should
A)be worded exactly the same way.
B)not be included.
C)be paraphrased.
D)be in boldface type.
E)be in all caps.

Accepted Answer

In a table of contents, headings should be worded exactly the same way as they appear in the report to maintain consistency and ensure readers can easily locate the information.

Question 4

Information such as the report title,the writer's name,and the submission date are usually found
A)on the title page.
B)on the title fly page.
C)on the cover.
D)in the letter of transmittal.
E)in the letter of authorization.

Accepted Answer

The answer of Information such as the report title,the writer's...

Question 5

A letter of ________ is a specialized cover letter that introduces your report to the audience.
A)authorization
B)acceptance
C)transmittal
D)introduction
E)appreciation

Accepted Answer

A transmittal letter is a specialized cover letter that accompanies and introduces a report to the intended audience. It provides details about the report's content, purpose, and relevance, as well as any special instructions, context, or expectations. A transmittal letter is an essential component of professional communication in academic, scientific, technical, and business contexts. It helps ensure that the report is received and understood as intended, and it sets a positive tone for the reader's engagement with the report.

Question 6

The prefatory parts of a report should
A)help readers decide whether and how they need to read the report.
B)be prepared and written before the text of the report.
C)include an introduction to the report.
D)not require any revision once they are written.
E)be placed at the end of the report.

Accepted Answer

The prefatory parts of a report, such as the title page, table of contents, abstract, and executive summary, should help readers determine if they need to read the report and how to approach it. These sections are usually written before the main text of the report and should include an introduction to the report's purpose and scope. They may require revision as needed to ensure they meet the needs of the intended audience. These parts should be placed at the beginning of the report.

Question 7

In a complex formal report,it is often helpful to include
A)a table of contents that lists every heading in the report plus titles of illustrations and tables.
B)two tables of contents: a high-level table that shows only major headings,followed by a detailed table that includes all headings and subheadings.
C)everything but prefatory parts in the table of contents.
D)everything but supplementary parts in the table of contents.
E)asterisks beside the titles of all key parts in the table of contents.

Accepted Answer

The answer of In a complex formal report,it is often...

Question 8

In a report designed to organize a new task force,the close should
A)identify the report's authors.
B)include an analysis of the data you've presented.
C)list the action that you would like readers to take.
D)discuss why the report was written.
E)describe how tasks will be broken down.

Accepted Answer

The close of a report designed to organize a new task force should clearly list the action that you would like readers to take. This helps to ensure that the report's purpose is clear and that readers know exactly what they need to do next.

Question 9

For printed reports,the letter of transmittal is most often positioned
A)right before the table of contents.
B)just after the table of contents.
C)in between the introduction and first chapter of the report.
D)on the outside of the report cover,usually fastened with a paper clip or staple.
E)at the beginning of the introduction.

Accepted Answer

The letter of transmittal is typically positioned right before the table of contents in printed reports. It serves as a formal introduction of the report to the recipient, outlining the purpose and scope of the document.

Question 10

Formal reports include an extra measure of polish and professionalism and often include ________ that are not used in informal reports.
A)varied sentence length
B)headings and subheadings
C)transitions
D)lists and bullets
E)packaging elements

Accepted Answer

Formal reports often include packaging elements such as title pages, tables of contents, executive summaries, and appendices, which are not typically used in informal reports. These elements add to the report's polish and professionalism.

Question 11

You should include a title fly with business reports when you want to
A)give the name of the company for which the report has been prepared.
B)add a touch of formality to the report.
C)protect the report from dirt and careless handling.
D)provide a page for the reader to make notes on.
E)make it easier for readers to get straight to the text of your report.

Accepted Answer

The answer of You should include a title fly with...

Question 12

The revision process for formal reports and proposals includes all of the following except
A)profiling the audience.
B)evaluating overall organization.
C)adding headings and subheadings.
D)making sure the content responds to audience needs.
E)striving for writing that is clear,concise,and compelling.

Accepted Answer

Profiling the audience is typically part of the initial planning and preparation phase for writing formal reports and proposals, not the revision process. The revision process focuses on evaluating and improving the document's organization, clarity, responsiveness to audience needs, and overall presentation, which includes adding headings and subheadings and striving for clear, concise, and compelling writing.

Question 13

The letter of authorization and the letter of acceptance are used to
A)identify who worked on the report.
B)make sure everyone is clear about the report's intent.
C)introduce the report to the audience.
D)acknowledge the audiences concerns.
E)explain how the report addresses issues for the audience.

Accepted Answer

The letter of authorization and the letter of acceptance are used to ensure that all parties involved understand the purpose and scope of the report.

Question 14

To help ensure accuracy,the table of contents for a formal report should be prepared
A)before the text is written.
B)as you are drafting the text.
C)as you prepare the list of references.
D)along with the footnotes or endnotes.
E)after the report is complete,thoroughly edited,and proofed.

Accepted Answer

The table of contents should be prepared after the report is complete, thoroughly edited, and proofed to ensure it accurately reflects the final structure and content of the report.

Question 15

The four tasks involved in completing business reports and proposals include all of the following except
A)distributing.
B)revising.
C)producing.
D)illustrating.
E)proofreading.

Accepted Answer

The four tasks involved in completing business reports and proposals are typically producing, revising, illustrating, and proofreading. Distributing is not one of the key tasks involved in creating the report or proposal, as it comes after the completion of the document. Therefore, choice A is the best option to eliminate from the listed options.

Question 16

Which of the following is not included in the prefatory parts of a formal report?
A)cover
B)letter of authorization
C)introduction
D)table of contents
E)title page

Accepted Answer

The introduction is part of the main body of a formal report, not the prefatory parts. Prefatory parts typically include elements like the cover, letter of authorization, table of contents, and title page, which are meant to provide preliminary information before the main content of the report.

Question 17

The revision process for business reports is essentially the same as it is for other messages but
A)often requires far less effort.
B)often takes much less time.
C)often takes considerably more time.
D)often can be accomplished entirely by common word processing software.
E)is only rarely required.

Accepted Answer

Business reports typically require a more involved revision process than other messages because they tend to be longer and more complex. The content and organization of the report must be carefully reviewed, and any errors or inconsistencies must be identified and corrected. This process can take quite a bit of time, particularly if the report is lengthy or involves input from multiple authors. While word processing software can assist with the revision process, it cannot replace the need for careful, human review and editing.

Question 18

If you will create a PDF file of a business report for electronic distribution,each entry in the table of contents should be
A)italicized.
B)in boldface type.
C)in all caps.
D)a clickable link that takes readers to the appropriate place in the report.
E)underlined.

Accepted Answer

It is important to make each entry in the table of contents a clickable link that takes readers to the appropriate place in the report for easy navigation and accessibility. Italicized, boldface, all caps, and underlined text can all be used for emphasis in the body of the report, but are not necessary for the table of contents.

Question 19

As you're revising the content of an online report,
A)avoid the use of headings and subheadings.
B)include extraneous details; then let your audience sort them out.
C)scatter essential elements throughout the text of the report.
D)strip out all information that doesn't directly meet audience needs.
E)expand topics through the use of links.

Accepted Answer

As you revise the content of an online report, it's crucial to keep in mind the audience's needs. Stripping out all the information that doesn't directly meet their needs will make it easier for them to comprehend the report quickly.

Question 20

When revising reports and proposals,present your data in a way that
A)requires the reader to read the entire report or proposal.
B)incorporates a variety of styles.
C)incorporates bullets and lists.
D)meets your audience's needs.
E)limits the use of transitions.

Accepted Answer

Presenting data in a way that meets the audience's needs is essential when revising reports and proposals. This ensures that the information is relevant and understandable to the reader, increasing the likelihood of it being well-received and acted upon. Incorporating a variety of styles, bullets, and lists can also be helpful, but ultimately the focus should be on meeting the audience's needs. Similarly, limiting the use of transitions may not necessarily be beneficial if they help to guide the reader through the report or proposal.

Quiz 13: Completing Reports and Proposals

The letter of transmittal

The letter of transmittal should

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

Information such as the report title,the writer's name,and the submission date are usually found

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

The prefatory parts of a report should

In a complex formal report,it is often helpful to include

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

For printed reports,the letter of transmittal is most often positioned

Formal reports include an extra measure of polish and professionalism and often include ________ that are not used in informal reports.

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

The revision process for formal reports and proposals includes all of the following except

The letter of authorization and the letter of acceptance are used to

To help ensure accuracy,the table of contents for a formal report should be prepared

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

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

The revision process for business reports is essentially the same as it is for other messages but

If you will create a PDF file of a business report for electronic distribution,each entry in the table of contents should be

As you're revising the content of an online report,

When revising reports and proposals,present your data in a way that