Deck 12: Creating the Right Type of Report

Question 1

In the context of the levels of report formality, below the short report form is a form that presents the information as a letter report.

Answer 1

True

Question 2

Problem-solving reports are true persuasive messages.

Answer 2

False

Question 3

Coming after the prefatory pages, the first section of a long, formal report is the introduction.

Answer 3

True

Question 4

Since letters are written using the personal style of communication, they should use the direct order.

Question 5

The first two pages of a long, formal report contain identification information.

Question 6

Since letters have been used traditionally as a personal form of communication, letter reports tend to use the personal style.

Question 7

Because email and memos are primarily communication between people who do not know each other, they are usually formal.

Question 8

The more informal the situation, the more elaborate a report is likely to be.

Question 9

The writing in shorter reports tends to be more personal than in long reports.

Question 10

A report written in the direct order presents the supporting information before stating its main conclusion or recommendation.

Question 11

As the need for formality and extensive content decreases, the makeup of the report changes.

Question 12

The majority of the reports written within companies are routine operational reports.

Question 13

In addition to displaying the report title, the title page of a formal report identifies the recipient and the writer.

Question 14

All feasibility studies must end with a recommendation.

Question 15

Because shorter reports usually solve nonroutine, complex problems, such reports are organized indirectly.

Question 16

Since readers of the shorter, informal reports are not likely to understand their context and purpose, the reports require substantial introductory material.

Question 17

All short reports in business analyze information and make recommendations.

Question 18

Internal problem-solving reports are typically assigned to an employee.

Question 19

The boundaries of the investigation you undertook as part of your report are referred to as the facts of authorization.

Question 20

Unlike other reports, the short report does not use graphics, an appendix, or a bibliography.

Question 21

Which of the following is true of short reports?

A) Short reports, such as inventory reports, do not require introductory material.
B) Short reports are intended for relatively large audiences.
C) Short reports are intended for people who aren't likely to understand their context and purpose.
D) Short reports tend to deal with complex, non-routine problems.
E) Short reports are likely to use only the third person rather than personal pronouns.

Question 22

When composing a transmittal letter, you should begin the message by

A) stating the attached report's topic and purpose.
B) emphasizing the key points of the report.
C) highlighting the findings presented in the report.
D) providing a friendly or forward-looking comment.
E) reiterating the recommendations in your report.

Question 23

If a separate table of contents would be too formal for a report, you should

A) present the report in letter form.
B) combine the table of contents with the title page.
C) use the direct order to communicate your research findings.
D) remove this component and move to the executive summary.
E) list the topics that your report will cover in the introduction.

Question 24

A report written in the indirect order

A) first states its main point and then supplies the supporting information.
B) is especially beneficial for readers who are in a hurry to receive the most important information first.
C) is more likely to use personal pronouns than a report written in the direct order.
D) presents the main findings, recommendations, and conclusion in the executive summary.
E) begins with supporting information before stating its main conclusion.

Question 25

Which of the following statements is true of short reports?

A) Short reports tend to use the indirect order in presenting information.
B) Short reports generally require an elaborate coherence plan.
C) Short reports such as weekly sales reports have a greater need for introductory material.
D) Short reports generally use a personal style of writing because of their relatively routine nature.
E) Short reports have long lives and are more likely to be kept on file for longer periods of time.

Question 26

When you prepare short reports with less formal writing, the

A) direct order is more the rule than the exception.
B) report conclusion must not present a recommendation.
C) need to use an introduction becomes more important.
D) report is structured more formally, using objective language.
E) focus shifts from the reader to the writer's findings.

Question 27

Which of the following contains only the report's title and is included solely to give the report a more formal appearance?

A) title page
B) letter of transmittal
C) table of contents
D) executive summary
E) title fly

Question 28

Short reports differ from long reports in that short reports

A) tend to use a more impersonal style of writing.
B) generally require a more elaborate coherence plan.
C) are less likely to use the personal pronouns "I," "we," and "you."
D) have less need for introductory material.
E) are more likely to be written in the indirect order.

Question 29

The pages that come before the actual report itself and that are included when the situation is formal and the report is long are referred to as

A) appendices.
B) prefatory pages.
C) proposal notes.
D) first-pass pages.
E) supplements.

Question 30

Which of the following is the most appropriate opening for a letter of transmittal?

A) It is my pleasure to inform you that the report has finally been completed.
B) Thank you for permitting me to work on this report.
C) This environmental impact report was compiled in response to your request on January 14.
D) On January 3, you gave me the task of studying the effects of water pollution.
E) The effects of water pollution are serious and deserve our attention.

Question 31

Which of the following information is not included on the title page of a report?

A) the title
B) a subject line
C) the recipient's name
D) the writer's name
E) the date

Question 32

Which of the following statements about reports is true?

A) All reports have a consistent format and an equal number of components.
B) As the need for formality decreases, the number of components in a report increases.
C) When the situation is informal and the report is short, prefatory pages are included.
D) A business writer should decide the makeup of a report on the basis of its topic and cost.
E) Less complex problems and less formal situations will require less elaborate reports.

Question 33

Which of the following differentiates short reports from long reports?

A) Short reports often need more elaborate introductory material.
B) Short reports are less likely to use a personal style of writing.
C) Short reports are more likely to be written in the direct order.
D) Short reports, unlike long reports, typically concern complex, nonroutine problems.
E) Short reports, unlike long reports, usually present supporting information before the main conclusion.

Question 34

The _____ is the report in miniature.

A) executive summary
B) title page
C) table of contents
D) transmittal message
E) title fly

Question 35

A report's form and contents should be based on _____ to meet the reader's needs.

A) its cost and format
B) its writing style and topic
C) its formality and length
D) the writer's knowledge and skill level
E) its material and cost

Question 36

The difference between a title fly and a title page is that a

A) title fly only contains the report title.
B) title page is only included to give the report a formal appearance.
C) title fly is used to identify the reader, the writer, and the date.
D) title fly also contains a summary.
E) title page does not contain a subtitle.

Question 37

Which of the following is true of transmittal messages?

A) A transmittal message should be highly formal and not personalized.
B) You should avoid using personal pronouns and conversational language when writing a transmittal message.
C) The transmittal message and the executive summary should be presented separately in an informal report.
D) A transmittal message should end with a pleasant, forward-looking comment.
E) In informal situations, the transmittal message usually takes letter form.

Question 38

Which of the following is an appropriate ending for a transmittal message in a report?

A) If you had given me more time, I could've submitted a better report.
B) I hope that the management decides to implement my suggestions.
C) Once you decide how to proceed, I would be happy to help implement the chosen solution.
D) Would it be okay if I cited this report in my list of accomplishments?
E) There are several ways in which this report can be utilized.

Question 39

Which of the following parts of the prefatory pages are sometimes combined in a report?

A) the table of contents and the title fly
B) the executive summary and the letter of transmittal
C) the table of contents and the letter of transmittal
D) the title page and the table of contents
E) the executive summary and the title page

Question 40

Business writers use the _____ in short reports when the readers' main concern is to get the information needed to make a decision.

A) indirect order
B) direct order
C) formal order
D) informal order
E) personal order

Question 41

Which of the following is true of progress reports?

A) They typically discuss resolved problems.
B) They do not use the you-viewpoint.
C) They are strictly formal and use third-person narration.
D) They are always intended for internal audiences.
E) They follow no set form.

Question 42

Dina and Ephraim have been working on a project for work. Every so often, they provide their boss with a report that explains what tasks they have completed, any issues they have encountered, and a summary of what they plan to accomplish in the future. The reports Dina and Ephraim and submitting are ______ reports.

A) progress
B) problem-solving
C) meeting minute
D) letter
E) routine operational

Question 43

A progress report is a

A) standardized form that requires standard information to be filled in.
B) routine operational report except that it tends to be submitted on an as-needed basis.
C) report format that is intended to be read in 5 minutes and written in 15 minutes.
D) report that offers a detailed analysis of a problem and makes recommendations.
E) report that provides a written account of a meeting.

Question 44

Shabri's work involves creating and submitting market analysis reports every week. The market analysis reports have a standardized form and format. Shabri should use a(n) _____ to increase the efficiency of his task.

A) structured coherence plan
B) informal structure
C) template macro or merge document
D) title fly and table of contents
E) theme

Question 45

Which of the following statements about letter reports is true?

A) Letter reports should avoid headings.
B) Indirect-order letter reports open with the main point or recommendation.
C) Indirect-order letter reports tend not to use a subject line.
D) Direct-order letter reports generally avoid using personal pronouns.
E) Direct-order letter reports are generally longer than indirect-order letter reports.

Question 46

Why do short reports require only a few coherence helpers?

A) The readers of short reports do not need detailed reminders or previews of information in the report.
B) The short report format does not support the use of individual sections or transitional phrases.
C) Short reports are mostly used to solve complex business problems.
D) The relationship between the writer and the reader is highly intuitive in short reports.
E) Short reports do not include introductions, clear headings, or brief transitional devices.

Question 47

Which of the following is true about short reports?

A) Short reports are highly formal business reports located at the top of the hierarchical structure of reports.
B) Short reports consist of only a title page, which may be combined with a transmittal message/summary, and the text.
C) In very short reports, an incidental reference to the problem or authorization of the investigation does not provide sufficient introduction.
D) Readers of short reports will need many reminders of what they just read or previews of what they are about to read.
E) External short reports should not state the main findings in the transmittal message.

Question 48

Which of the following reports is the best example of an unsolicited problem-solving report?

A) a report recommending a change in policy or procedure
B) a report appraising the performance of a subordinate
C) a report describing the details of an assigned project
D) a report explaining the causes for the failure of a product
E) a report analyzing the core strengths of competitors

Question 49

Luciana, a newly recruited apartment leasing assistant, has been given the responsibility of creating a weekly occupancy report. Like the previous analyst, Luciana has to send the finished report to the property manager. In this scenario, Luciana should

A) create multiple sections in her report and bridge each section with transitional summaries.
B) place an elaborate introduction at the beginning of her report.
C) write her report in the indirect order.
D) draft her report using a structured coherence plan.
E) use the direct order to present the information in her report.

Question 50

Which of the following is true of problem-solving reports?

A) They are written regularly about routine operations.
B) Internal problem-solving reports are usually assigned to employees.
C) They always end with a recommended solution.
D) They focus on employees' progress toward particular goals.
E) Standardized forms and template merge documents are used to present problem-solving reports.

Question 51

Which of the following is true about letter reports?

A) Letter reports are always written in the indirect order.
B) Letter reports are rarely written personally using I, you, and we references.
C) Letter reports are usually not more than three to four pages in length.
D) Letter reports are used primarily to present information to people inside an organization.
E) Letter reports are usually written in the third-person narrative style.

Question 52

When using standardized forms for periodic reports, a template merge document

A) fills in all the standard parts for you, pausing to let you fill in the variable information.
B) prompts you for the variables first, incorporating them into the primary document later.
C) fills in all the variable information as well as the standard parts of the document.
D) depends on your input to fill in the variables as well as the standard parts of the document.
E) will save your reader time.

Question 53

Ovsanna is the advertising manager at her company. She has noticed that Gerard, one of her employees, regularly arrives late to work and doesn't turn work in on time. She has talked to him about it, but he has not made any progress. Ovsanna believes it is time to speak with her superiors about firing Gerard. To do this, she will most likely write a ______ report.

A) problem-solving
B) feasibility
C) progress
D) routine operational
E) meeting minutes

Question 54

Which of the following is true about email reports?

A) Email reports directed to readers high in the administration of an organization should be informal.
B) As email reports are primarily used to communicate with people outside an organization, they are usually formal.
C) Unlike the longer forms, email reports do not use headings or graphics.
D) Longer email reports are mailed as attachments, with the email message acting as a transmittal message.
E) Email reports are primarily used to provide information on complex issues that require lengthy and in-depth research.

Question 55

Which of the following is true of short reports?

A) Shorter reports addressed to internal audiences are less likely to use the direct order.
B) Shorter reports are constructed using mechanics that are very different from those used to construct the more formal, longer types.
C) Unlike longer reports, shorter reports have a great need for introductory information.
D) Unlike longer reports, a shorter report does not include graphics, an appendix, and a bibliography.
E) Shorter reports, like longer reports, use headings, though usually only one or two levels because of the report's brevity.

Question 56

Which of the following is true of routine operational reports?

A) Routine operational reports constitute the majority of the reports written within companies.
B) Routine operational reports are generally longer than problem-solving reports.
C) Routine operational reports are among the most difficult reports to prepare.
D) Routine operational reports are not influenced by organizational culture.
E) Routine operational reports cannot be created using standardized forms or template macros.

Question 57

Which type of short report is used primarily to present information to people outside the organization?

A) informal reports
B) direct order reports
C) email reports
D) letter reports
E) memo reports

Question 58

Which of the following statements about letter reports is correct?

A) Letter reports written in the indirect order begin with the main finding or recommendation.
B) Letter reports written in the indirect order should always contain a subject line.
C) Letter reports generally do not open with any background information.
D) Letter reports generally use personal pronouns such as I, we, and you.
E) Letter reports are primarily used to present information to people within an organization.

Question 59

Which of the following best describes the purpose of coherence helpers?

A) They enable the reader to understand each section's importance relative to the report's overall goal.
B) They allow the writer to present the report in a personal, informal manner of communication.
C) They reduce the length of the report.
D) They enable the writer to present information directly without the use of summaries or introductions.
E) They avoid the use of such transitional devices as "second," "next," and references to previous points.

Question 60

Short reports differ from long reports in that short reports

A) are more likely to be written in the indirect order.
B) have less need for coherence helpers.
C) are more likely to give their readers previews of what they are about to read.
D) have a greater need for introductory material.
E) tend to use a more impersonal style of writing.

Question 61

In which of the following situations would it be prudent to conduct a feasibility study?

A) when asked to appraise the performance of a non-performing employee
B) when asked to create an inventory report for the previous quarter
C) when asked to present the sales reports of previous years
D) when asked to determine the cause of failure of a newly launched product
E) when asked to determine if the company should change its workweek to a new schedule

Question 62

If your report uses published sources, you should include

A) a bibliography.
B) an appendix.
C) a summary.
D) a recommendations section.
E) a report preview.

Question 63

Information about when, how, and by whom the report was authorized, referred to as the ______, may be included in the introduction.

A) meeting minutes
B) facts of authorization
C) purpose statement
D) scope
E) limitations

Question 64

Which of the following statements about the introduction of a long, formal report is true?

A) It should use the we-viewpoint.
B) It is usually quite simple as the readers likely know the problem well and do not need an introduction.
C) Whatever will help prepare readers to receive the report is an appropriate inclusion.
D) It is usually prepared for a small number of readers.
E) It is rarely kept for more than the amount of time needed to address the associated issue or problem.

Question 65

Differentiate between progress reports and problem-solving reports.

Question 66

Which of the following provide a written record of a group's activities and decisions, a history that includes announcements, reports, significant discussions, and decisions?

A) feasibility studies
B) prefatory pages
C) checklists
D) minutes
E) agendas

Question 67

For a feasibility report, a writer

A) should consider developing a template macro or merge document.
B) does not have a choice regarding the tone to use when presenting the information.
C) studies several courses of action and then proposes the most desirable one.
D) should follow a standardized form.
E) should focus on the progress toward a particular goal.

Question 68

What are the factors that account for the use of a personal writing style in short reports?

Question 69

Briefly explain why shorter reports typically use the direct order.

Question 70

Define a transmittal message. What are the forms it takes?

Question 71

Summarize the characteristics of each of the three ways of ending a long, formal report.

Question 72

What is the most common arrangement of the prefatory pages?

Question 73

Problem-solving reports are not considered to be true persuasive messages because they

A) may be written by employees or by consulting companies for clients.
B) may offer detailed analysis, but they stop short of making a recommendation.
C) help solve company problems but not completely.
D) usually have interested readers who are receptive to the facts.
E) usually propose an action or make a recommendation.

Question 74

Keith is writing a long, formal report on market response to his company's newest product. However, he had only enough time to conduct and analyze the results of an email survey, rather than the focus groups he thinks would have yielded more in-depth and accurate information. This constraint on time is a ______ that Keith should explain in his report so his readers know how to evaluate his information.

A) limitation
B) scope
C) fact of authorization
D) purpose
E) method

Question 75

What are routine operational reports?

Question 76

Which of the following is true about meeting minutes?

A) Minutes include only subjective data.
B) Minutes are primarily verbatim transcripts.
C) Minutes include only descriptive data.
D) Minutes vary in format across organizations.
E) Minutes do not have any legal significance.

Question 77

Which of the following statements about feasibility studies is true?

A) They may stop short of making a recommendation.
B) They are always written by external sources.
C) They are typically unsolicited.
D) They always used the indirect order.
E) Unlike most problem-solving reports, they are true persuasive messages.

Question 78

What are feasibility studies? Provide an example.

Question 79

What is meant by the "scope" of a report?

Question 80

What are letter reports? Give two examples.