Deck 13: Writing Recommendation Reports

Question 1

Which of the following recommendation statements is NOT effective?

A) NerveCenter software shows excellent potential in helping us increase our productivity.
B) We should buy NerveCenter software because other companies have successfully used it to address problems similar to ours.
C) We should buy NerveCenter software to address our productivity problem.
D) We should buy new software to fix our productivity problem.

Answer 1

D

Question 2

The results section of a recommendation report is most likely to contain which of the following kinds of information?

A) analyses
B) data
C) suggestions
D) summaries

Answer 2

B

Question 3

Which of these questions does NOT need to be answered in the footnotes or discussion following a decision matrix?

A) Why did you assign that particular weight to each criterion?
B) What are the most significant findings?
C) Why did you choose each criterion-or omit one the reader might have expected to see?
D) Why did you assign that particular rating to each option?

Answer 3

B

Question 4

Which of these would be included in the front matter for a report?

A) the introduction
B) the glossary
C) the executive summary
D) the recommendations

Question 5

The essential questions answered in the introduction of a recommendation report are similar to those answered when introducing what other kind of document?

A) a proposal
B) an incident report
C) meeting minutes
D) a job-application letter

Question 6

What is the name for a table or spreadsheet used to systematically evaluate options according to specific criteria?

A) problem-solving model
B) recommendation generator
C) decision matrix
D) flowchart

Question 7

You are writing a recommendation report about how to improve the quality of your hotel's customer service. You believe that an online system called Star Service will make your hotel's customer service better. Employees log onto Star Service for 15 minutes every two weeks to watch videos and answer quiz questions. Where should you mention your recommendation to purchase access to Star Service?

A) in the executive summary
B) in an appendix
C) in the back matter
D) None of the responses are correct.

Question 8

What is the purpose of providing front matter in a report?

A) to help readers understand the whole report and find the information they seek
B) to give readers answers to questions that the body of the report does not cover
C) to help readers know what sources to consult for additional information
D) All responses are correct.

Question 9

The excerpt below is the beginning of the results section of a recommendation report about exercise equipment for a new fitness center. What is wrong with the excerpt?
RESULTS
In this section, we describe our research into the best exercise equipment for your new fitness center. We consulted Consumer Reports and Health Fitness and interviewed Dr. Hilda Candlish, exercise physiologist, to evaluate the type and quality of equipment that will best meet your needs.
Treadmills
Treadmills are essential equipment for your fitness center, especially with the limited number of outdoor running trails available in your neighborhood. Johnsung Cardio Trainer, TreadTrainer SJ928, and the Pacer Elite 1100 are the most popular models ("Treadmills," Consumer, p. 102). Studies have shown these models to be the most effective for cardio health (Candlish). We also researched the ProTread 44 and Precision Treader models 24 and 28. We found that the SJ928 had the best overall performance ratings ("Treadmills," Consumer, p. 103) and is priced very competitively locally (Sportshoppe, GymTastic). We conclude that your center should purchase a dozen of these treadmills for zone C of our floor diagram, shown below.
Stationary Bicycles
Both types of stationary bicycles, recumbent and upright, should be available at every fitness center (Candlish). Though the TrueFitness 356 has the best fitness rating (Health), it has received low ratings for durability and reliability ("Latest," Consumer), and . . .

A) Conclusions should not be integrated into the results section.
B) The advance organizer is not needed because each section begins with a subhead.
C) Because this is a recommendation report, text citations are not needed.
D) Task lists describing the methodology used should introduce each section.

Question 10

The R&D division of Nickelburg Steel has just completed testing to determine the best high-strength, low-alloy steel to use for a project. Of the five steel samples, labeled A, B, C, D, and E, steel samples A and B satisfy the minimum requirements, while samples C and D are just barely acceptable. Steel sample E failed the tests. How should the recommendation section of the formal report to the CEO be written?
1) Samples A and B should be used to fill all future orders.
2) Samples C and D should be used only if A and B are out of stock.
3) Sample E should not be used.
1) Use samples A and B to fill all future orders.
2) Use samples C and D only if A and B are out of stock.
3) Do not use sample E.

A) We conclude that samples A and B should be used to complete the project.
B) We are confident that the following recommendations will correct the failures of the procedures already developed by the company:

Question 11

The air-conditioning system of Marcus Department Store has not been adequately cooling the store's first-floor office pod. At this point, the problem is not serious because three large shade trees overhang this portion of the building and ceiling fans provide air circulation. Although slumping sales prohibit any large expenditures at this time, the store's owner still wants to find out the reasons for the cooling failure. Consequently, his staff should conduct a study that would provide which of the following?

A) a proposal
B) an informational report
C) a recommendation report
D) an incident report

Question 12

Which of these is a limitation of a decision matrix?

A) It is less effective with decision criteria that are primarily qualitative and not quantitative.
B) It is less effective with decision criteria that are primarily quantitative and not qualitative.
C) Some readers may resist the bottom-line presentation of scores.
D) None of the responses are correct.

Question 13

What is the difference between the conclusions section and the recommendations section of a report?

A) The two sections are interchangeable.
B) Conclusions explain what the collected data mean, whereas recommendations list specific actions to take.
C) Recommendations explain what the collected data mean, whereas conclusions list specific actions to take.
D) Conclusions are directed toward your internal audience, whereas recommendations are directed toward your external audience.

Question 14

Which of these is an example of documentation in a report?

A) a citation for an article that gave you information for the report
B) a title for a table you created
C) a list of symbols you use throughout the report
D) an appendix

Question 15

What is the purpose of providing back matter in a report?

A) to provide information that elaborates on details in the body of the report
B) to help readers know where to go for additional information
C) to give readers answers to questions that the body of the report does not cover
D) All responses are correct.

Question 16

According to Chapter 13, which of the following is NOT an acceptable way to present your conclusions in a recommendation report?

A) Rank all of the options.
B) Refer the reader to an appendix.
C) Present a compound conclusion.
D) Classify the options as either acceptable or unacceptable.

Question 17

You are writing a recommendation report on which vendor of audio-visual services to hire for your company's annual conference. The three vendors you considered are Adams, MicMasters, and Zenith. You concluded that Zenith was by far the best option, followed by Adams and then MicMasters, both of which were barely satisfactory. However, you have just learned that the top two managers at Zenith, with whom you met, have left the company. The personal service provided by these managers was a big factor in your positive assessment of the company. What recommendation should you make now?

A) Recommend Zenith anyway.
B) Recommend the next best company, Adams.
C) Recommend postponing a decision until you know more about the new management at Zenith.
D) Recommend starting over on the report.

Question 18

Which of the following questions would be answered in a feasibility report?

A) Which university has the most prestigious business school?
B) Which truck has more of the options we want, the Ford or the Chevrolet?
C) Is it ethical to pursue this course of action?
D) Is it practical to pursue this course of action?

Question 19

Jan is a technical writer for Endco, Inc., a company that has just completed a study to determine whether to convert to a more advanced type of server software. Jan is now compiling information for a report that will document the study and will be presented to Endco's CEO, budget director, and operations manager. Jan made a table showing the pros and cons of each of the three brands of software under consideration, along with costs. Endco's Computer Services director also gave Jan his conclusions about each brand and suggestions for what the company ought to do next. Which of the following statements is correct?

A) Jan should prepare an informational report.
B) Jan should include the problems that initiated the study.
C) Jan should not include the computer services director's recommendations because the CEO is the final decision maker.
D) Jan's report should not include the table about software because her most important readers are not knowledgeable about server software.

Question 20

A consulting company hired by Best Builders has just completed a study to determine the best fencing for a condominium complex Best Builders will construct. The technical writer preparing a recommendation report of the feasibility study has compiled the following information to be used in the report:
Because the complex will be located in an environmentally sensitive area, the fence must visually enhance the property while blending in with its surroundings, yet at the same time adding a measure of safety. In order to keep monthly condominium dues as low as possible, the fence must not require a high degree of maintenance. Its minimum life should be 25 years, and it should cost under $70,000.
The options researched were stone, vinyl, vinyl-coated iron, and wood.
Both types of vinyl fencing will last up to 25 years, stone up to 50 years, and wood up to 15 years. Wood fencing must be painted or stained periodically. Maintenance for vinyl and stone fencing consists of occasionally washing with water. Based on two bids for each type of fencing, all types fall within the maximum allowable cost. Wood was cheapest, followed closely by vinyl. Stone and vinyl-coated iron were the most expensive.
We think the best course of action is to have a stone wall built by Masonry Builders, Inc., to enclose the new condominium complex.
What additional information is needed for the recommendation report?

A) recommendations for each type of fencing
B) conclusions about each option studied
C) a budget
D) a task schedule

Question 21

According to Chapter 13, the methods section of a recommendation report answers the question "What equipment did you use in conducting this investigation?"

Question 22

A feasibility report is an argument that answers three kinds of questions. One kind is questions of possibility. What is one other kind of question?

Question 23

According to Chapter 13, a report does not need a letter of transmittal if the writer and the reader work in the same organization.

Question 24

In the recommendations section of a recommendation report, you should avoid recommending that the organization take no action, or no action at this time.

Question 25

If your report presents multiple recommendations, how should you consider presenting them?

Question 26

What fundamental question does the conclusions section of a recommendation report answer?

Question 27

The introduction to a recommendation report should never mention your recommendations; only the recommendations section should inform the reader of your recommendations.

Question 28

What fundamental question does the recommendations section of a recommendation report answer?

Question 29

What fundamental question does the results section of a recommendation report answer?

Question 30

In the results section of a recommendation report, you should interpret or comment on the data you have compiled.

Question 31

What fundamental question does the methods section of a recommendation report answer?

Question 32

According to Chapter 13, decision criteria fall into two categories: necessary and imperative.

Question 33

Into what two categories can criteria be classified?

Question 34

According to Chapter 13, the results section of a recommendation report answers the question "What did you see?"

Question 35

The back matter of a recommendation report serves two primary purposes. Identify one.

Question 36

According to Chapter 13, you must establish your decision criteria before you determine your options for addressing the problem.

Question 37

According to Chapter 13, the conclusions section of a typical recommendation report provides a summary of the report.

Question 38

In what order should definitions relevant to a report be presented in a glossary?

Question 39

In a decision matrix, which factor demonstrates a criterion's importance?

Question 40

You should always avoid recommending a course of action that is inconsistent with the conclusions you derived.