Deck 13: Completing Reports and Proposals

Question 1

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.

Answer 1

B
Explanation: B)A title fly is a single sheet of paper containing only the title of the report or proposal.It adds a more formal touch to the report,but it is not necessary.

Question 2

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, chummy tone.
E) is never written as a memo.

Answer 2

A
Explanation: A)The style of the letter of transmittal can use either the indirect or the direct approach,depending on the nature and needs of the report's audience.

Question 3

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

Answer 3

D
Explanation: D)The steps to prepare and complete a business report or proposal are producing,revising,proofreading,and distributing.Ensure your final product is clean and professional.

Question 4

An executive summary

A) is never longer than a few paragraphs.
B) may contain headings and visual aids.
C) comes before the synopsis in the prefatory section of a report.
D) is always included with reports longer than 10 pages.
E) is the same thing as a synopsis.

Question 5

You've prepared a 7-page report for a local government official outlining the potential for your company's involvement with downtown revitalization.In this short report it would be reasonable to

A) not include an executive summary.
B) not include a synopsis.
C) combine the executive summary with the letter of transmittal.
D) do any of the above.
E) none of the above.

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) do all of the above.

Question 7

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.

Question 8

The primary difference between an informative synopsis and a descriptive synopsis is

A) the descriptive synopsis is more detailed.
B) the informative synopsis is more detailed.
C) the informative synopsis omits the report findings.
D) the descriptive synopsis is preferable if your report is organized using the direct approach.
E) none of the above-there are no significant differences.

Question 9

The revision process for business reports is essentially the same as it is for other messages,except that it

A) requires far less effort.
B) takes much less time.
C) may take considerably more time.
D) can be accomplished entirely by common word processing software.
E) is only rarely required.

Question 10

The synopsis of a formal report is

A) a concise overview of the report's most important points.
B) a short summary containing subheadings and visual aids.
C) usually anywhere from two to five pages.
D) never more than five lines in length.
E) never longer than a single sentence.

Question 11

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.

Question 12

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) Any of the above locations are acceptable.

Question 13

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

Question 14

An executive summary

A) is shorter than a synopsis.
B) gives a fully developed "mini" version of the report.
C) provides additional information (not covered in the report) that executives will need.
D) is unnecessary if the report is not intended for executives.
E) should be written in a tone that is much less formal than the report itself.

Question 15

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.

Question 16

What would be the most concise and compelling title for a formal report analyzing your company's proposed acquisition of Freedman's Nuts & Bolts?

A) "To Acquire or Not to Acquire"
B) "A Study of the Feasibility of Angstrom Hardware Inc. Acquiring the Concern Currently Operating as Freedman Fasteners"
C) "The Pros and Cons of Acquiring Freedman Fasteners"
D) "Why Angstrom Should Forget About Acquiring Freedman"
E) "An Easy Decision"

Question 17

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

Question 18

The synopsis of a formal report may also be called a(n)

A) abstract.
B) thesis.
C) snapshot.
D) quick view.
E) outline.

Question 19

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

A) a table of contents that lists every level of heading in the report plus all illustration and table titles.
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.

Question 20

The letter of transmittal should

A) discuss the scope and methods of the project.
B) highlight important sections of the report.
C) thank the reader for the assignment, if appropriate.
D) do all of the above.
E) do nothing more than thank readers for their interest in your report.

Question 21

Materials in an appendix are not incorporated into the text because

A) they are controversial.
B) they include bad news.
C) they are too long, or not relevant to everyone in the audience.
D) they are boring.
E) they are completely unrelated to the report.

Question 22

You're sending an unsolicited proposal to a local restaurant in an effort to become its primary food vendor.The letter of transmittal to accompany the proposal should follow the format for

A) persuasive messages.
B) bad-news messages.
C) good-news messages.
D) routine messages.
E) operational reports.

Question 23

Which of the following is the best heading for the close of a formal report?

A) Ending
B) Take-Aways
C) Final Thoughts
D) The Point
E) Summary

Question 24

Which of the following is not a typical function of the introduction to a report?

A) Telling the audience what the report is about
B) Explaining to readers why they should be concerned about the topic
C) Outlining how the report is organized
D) Documenting sources
E) All of the above are typical functions.

Question 25

The text of a proposal

A) must always follow the AIDA plan.
B) is usually presented in outline form.
C) consists of the introduction, body, and close.
D) should be italicized.
E) is always organized using the direct approach.

Question 26

All appendixes should be

A) listed in the table of contents, but not mentioned in the text of the report.
B) mentioned in the text of the report, but not listed in the table of contents.
C) mentioned in the text of the report and listed in the table of contents.
D) included in the index, but not listed in the table of contents.
E) printed in a font that is different than that of the report text.

Question 27

You're preparing a report on how to reduce network problems at your company's home office.Since the report is organized in the direct approach,the close should

A) present the conclusions and recommendations for the first time.
B) be relatively long.
C) be relatively brief.
D) end by asking readers what they think is the best course of action.
E) make it clear that it would be foolish and irresponsible to ignore your recommendations.

Question 28

The best way to decide what to include in an introduction is to

A) consult with more-experienced report writers.
B) figure out what kinds of information will most help your readers follow and comprehend the report.
C) put in as many standard topics as you can cover in 10 pages or less.
D) do a quick survey of potential readers.
E) skim the report quickly, and list what you remember.

Question 29

The prefatory parts of a formal proposal may include

A) a letter of authorization.
B) a copy of the RFP.
C) an index.
D) visual aids.
E) an appendix.

Question 30

The list of secondary sources at the end of a report is labeled "Works Cited" when it contains

A) all the secondary sources consulted in preparing the report.
B) more than ten entries.
C) only those secondary works that were mentioned in the report.
D) anonymous sources.
E) sources that you feel uncertain about.

Question 31

Unlike reports,most proposals

A) contain many supplementary parts.
B) contain few supplementary parts.
C) never contain an appendix.
D) are never analytical.
E) are written in an informal tone.

Question 32

An index

A) may include the names of important persons mentioned in your report.
B) lists only the names of authors cited in the report.
C) is never necessary in business reports.
D) should always be prepared by someone other than the author of the report.
E) All of the above are true.

Question 33

An RFP usually includes

A) detailed instructions on referring to the RFP itself in your proposal.
B) a list of companies that have submitted failed proposals in the past.
C) any negative information about the company that might affect the project.
D) a standard disclaimer that any costs mentioned in the report may increase after the proposal is accepted.
E) all of the above.

Question 34

In a formal proposal,a synopsis or executive summary may be

A) essential for highlighting your competitive advantage.
B) useful if the proposal is fairly short.
C) placed in an appendix.
D) unnecessary.
E) most effective if it does not mention the RFP to which you are responding.

Question 35

Proposals addressed to potential customers and investors

A) are nearly always formal.
B) rarely include a copy of the RFP.
C) are less formal than those addressed to internal audiences.
D) should never include visuals.
E) should always be single-spaced.

Question 36

You've used information from several websites to support your argument in a formal report.You should

A) not worry about documenting the sources since that's only necessary in school-not in business.
B) provide information on your sources only if the audience requests it.
C) clearly document the sources in the report.
D) determine whether the websites are copyrighted, and then decide whether or not to document them.
E) do none of the above.

Question 37

In a proposal designed to persuade clients to order surge protection equipment from your company,the close should

A) outline the report's key findings.
B) include your analysis of the data you've presented.
C) describe the action(s) you would like readers to take.
D) answer the questions that led to the report.
E) tell readers they can choose not to make a purchase, but they will regret it.

Question 38

The list of secondary sources at the end of a report can be labeled "References" when

A) it contains fewer than 10 items.
B) it contains more than 50 items.
C) it is incomplete.
D) you want the tone of your report to be conversational.
E) you include works consulted but not mentioned in your report.

Question 39

Placing detailed supporting materials online instead of in a traditional appendix

A) can make it much more convenient for readers to access.
B) suggests that you are lazy and unprofessional.
C) is not acceptable unless your report is highly technical.
D) is a great inconvenience for your audience.
E) often leads to legal problems.

Question 40

The authors of an informational report have referred to a multitude of data on the spending habits of 18- to 25-year-old Americans.They want to provide readers with access to this information,but realize it's too lengthy to include in the body of the report.Where should they place it?

A) Nowhere-it should simply be left out.
B) In an appendix.
C) After the letter of transmittal.
D) Between the prefatory parts and the introduction.
E) At the very end of the report, in a section labeled "Extras."

Question 41

If your report will be posted online,you should be especially careful to make the report easy to skim.

Question 42

For electronic distribution of reports and proposals,you should

A) always send documents as word-processor files, unless the audience requests otherwise.
B) always send documents as PDF files, unless the audience requests otherwise.
C) send the documents multiple times as email attachments, just to make sure they get there.
D) send WordPerfect files, rather than Microsoft Word or PDF.
E) do none of the above.

Question 43

An ideal approach to proofreading a formal report or proposal is to

A) skim it quickly as soon as you finish drafting it, and then send it as soon as possible.
B) have two people review it-one who is an expert on the topic and one who is not.
C) never rely on anyone other than yourself.
D) completely avoid using spell checkers, grammar checkers and other software tools.
E) send the draft to a competing company, and ask for their feedback.

Question 44

Lengthy,complex reports often include two tables of contents: one that is very detailed and another that lists only major headings.

Question 45

Because they fall at the beginning of a report,the prefatory parts are usually written first.

Question 46

Three weeks ago you sent a proposal to a client who had asked for information on upgrading his company's security system.You've heard nothing in response.You should

A) inquire politely as to whether the report arrived or offer to answer any questions regarding its subject.
B) take it as a sign that the client agrees with what you had to say.
C) assume that the report has not been read.
D) call the client and demand to know why you haven't received a response yet.
E) call the client's office, give a fictional reason for calling, and then casually ask about the report as if you had forgotten about it, as well.

Question 47

If you received written authorization to prepare a business report,you should respond with a letter of acceptance.

Question 48

The body of a proposal should

A) capture the reader's attention.
B) explain the complete details of the solution.
C) make whatever promises it takes to win the contract.
D) aggressively attack any other companies competing for the audience's business.
E) do all of the above.

Question 49

The table of contents should always include all levels of headings for the report.

Question 50

It is never appropriate to submit a business report without a title fly.

Question 51

Distributing reports and proposals via a web-based content management system,intranet,or extranet

A) has become completely obsolete now that email is so widespread and easy to use.
B) is impossible without special training and expensive software.
C) requires verifying that your document displays correctly after you have uploaded it.
D) is far more expensive than delivering printed copies.
E) should be avoided at all costs-even when the audience requests it.

Question 52

Urging readers to act in the close of a proposal

A) is considered a hard-sell tactic, and should be avoided.
B) is acceptable if you know the audience well, but inappropriate for new clients.
C) is an effective and reasonable strategy.
D) generally works well, but never when responding to government RFP's.
E) is effective only when your text is organized in the direct approach.

Question 53

It is sometimes acceptable for the title page to serve as the report cover.

Question 54

Using FedEx or UPS to deliver a formal report or proposal

A) is a waste of money-first-class mail is almost always preferable.
B) is necessary only when sending the document overseas.
C) will, in most cases, make you appear desperate.
D) will not provide the kind of online tracking service offered by the U.S. Postal Service.
E) allows you to track the report and ensure that it is delivered on time.

Question 55

One important step in proofreading formal reports and proposals is to

A) go back and use the most impressive words you can find to describe key concepts.
B) proof your visuals thoroughly and make sure they are positioned correctly.
C) not worry about typos-only content.
D) simply rely on your software's spelling and grammar checkers to find any errors.
E) keep in mind that speed is often more important than accuracy.

Question 56

Sending reports and proposals as PDF files

A) reduces the likelihood of inadvertently spreading macro viruses and other contaminations.
B) increases the chances of inadvertently spreading macro viruses and other contaminations.
C) gives you less control over how the document is displayed on the audience's computer.
D) is likely to frustrate audiences, since they require expensive software to open.
E) makes it especially difficult to gather comments and other input on the document from reviewers.

Question 57

Proofreading reports is different from proofreading other kinds of business messages in that

A) reports usually have more typographical errors.
B) the visual aids in reports don't usually need proofing.
C) reports often have elements that aren't included in other business messages.
D) audience expectations are usually lower when it comes to reports.
E) none of the above-reports do not differ significantly from other business messages.

Question 58

The letter of transmittal should always use the indirect approach,especially if the report is an analytical one.

Question 59

If a report does not have a synopsis,the letter of transmittal can be used to summarize the major findings,conclusions,and recommendations.

Question 60

A synopsis of a 15-page report should usually be at least two pages long.

Question 61

Reports do not need an introduction if they have a synopsis and a letter of transmittal.

Question 62

Many reports,especially short ones,require neither a synopsis nor an executive summary.

Question 63

When you proofread the text part of a report,you should essentially look for the same types of mistakes as you would look for in any business message.

Question 64

Acknowledging sources in the body of a report is appropriate for academic work,but never in business.

Question 65

After sending your report,you should wait at least three weeks before contacting the audience if you don't receive a response.

Question 66

The close of a report may be called the "Summary" or "Conclusions and Recommendations."

Question 67

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

Question 68

The introduction is a good place to tell readers why they should be concerned with your topic.

Question 69

The introduction to a formal business report should never be longer than a paragraph or two.

Question 70

The most common supplementary parts to include in a formal report are the appendix,the bibliography,and the index.

Question 71

In reports that are intended to lead to action,the recommendations section may be fairly extensive because it spells out exactly what should happen next.

Question 72

A synopsis or executive summary is usually less useful in a formal proposal than in other types of formal reports.

Question 73

The close of a formal proposal emphasizes the benefits that readers will realize from your solution.

Question 74

Proposals addressed to external audiences,including potential customers and investors,are nearly always formal.

Question 75

Unlike a synopsis,an executive summary may contain headings and visual aids.

Question 76

Most proposals have few supplementary parts.

Question 77

For reports organized in the indirect approach,you should use an informative synopsis instead of a descriptive one.

Question 78

An index is necessary only if your report is going to be published.

Question 79

By the time you are ready to check visual aids in the completing step for formal reports,you can normally assume that all the data are correct.

Question 80

If a proposal is unsolicited,the letter of transmittal should follow the format for persuasive messages.