Deck 9: Writing Short Reports

Question 1

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

Answer 1

True

Question 2

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

Answer 2

True

Question 3

External problem-solving reports are most often written by consulting companies for their clients.

Answer 3

True

Question 4

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

Question 5

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

Question 6

A weekly sales report requires elaborate introductory material.

Question 7

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

Question 8

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

Question 9

Problem-solving reports are true persuasive messages.

Question 10

Direct-order letters tend not to use a subject line, and they open with brief background information, such as who authorized the report and the topic.

Question 11

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

Question 12

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

Question 13

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

Question 14

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

Question 15

All feasibility studies must end with a recommendation.

Question 16

All short reports in business analyze information and make recommendations.

Question 17

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.

Question 18

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

Question 19

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

Question 20

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

Question 21

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) Here is the report on water pollution that you requested on January 3.
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 22

Jason, a political science student at Tennessee Community College, conducts a survey of the political inclinations of the students on campus. He plans on presenting his findings to "Make It Count," an NGO that works to increase voter participation in elections. Which of the following titles should Jason use for his report?

A) Political Inclinations on Campus
B) Students' Political Inclinations at Tennessee Community College: Results from a 2014 Survey
C) Students Who Like to Vote: Survey Results from a Student Survey
D) What is the Possibility of Increasing Voter Participation at Tennessee Community College?
E) Student Survey for Make It Count

Question 23

_____ refer to a number of pages that come before the actual report itself and are included when the situation is formal and the report is long.

A) Appendices
B) Prefatory pages
C) Proposal notes
D) First-pass pages
E) Supplements

Question 24

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 25

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 table of contents
E) The executive summary and the title page

Question 26

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 a structured coherence plan
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 27

The _____ is the report in miniature.

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

Question 28

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 29

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 30

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 31

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 32

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 33

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) Thank you for giving me the opportunity to work on this assignment.
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 34

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 its introductory section

Question 35

Marco is in the process of preparing an internal report to explain the recent increase in the number of product returns at ZenMark Fashions. Marco's survey reveals that the returned products are of inferior quality and do not meet ZenMark's regular standards. This increase in product returns is found to coincide with the switch to a different raw materials supplier. Marco's suggestion is to revert to the original raw material supplier despite the costs involved being 30% higher. In this scenario, Marco should probably _____.

A) present the report in casual or informal language
B) include all the prefatory elements in his report
C) write his report in the indirect order
D) write his report in the direct order
E) place the recommendations and conclusions at the beginning of the report

Question 36

Which of the following is true of transmittal messages?

A) A transmittal message should be highly formal and not personalized.
B) One 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 37

Which of the following is true of reports?

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 38

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 39

As the need for formality decreases, which of the following is usually the last component to be omitted from the prefatory pages of a formal report?

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

Question 40

As the need for formality decreases, the _____ is the first component to be omitted from a report.

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

Question 41

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 the mechanics 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 their brevity.

Question 42

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 whatever introductory material is needed to prepare the reader for the report

Question 43

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 44

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 45

Carol Elling, a newly recruited sales analyst at Luiz Martines, Wyoming, has been given the responsibility of creating a weekly sales report. Like the previous analyst, Carol has to send the finished report to the sales manager at Luiz. In this scenario, Carol 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 46

Which of the following statements is true about letter reports?

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 47

Which of the following is true about the use of 5-15 reports in organizations?

A) These reports work best for employees with nonroutinized jobs.
B) These reports are typically submitted on a yearly basis.
C) These reports are used by most companies.
D) These reports are primarily used for communication outside an organization.
E) These reports are usually submitted on an as-needed basis and focus on progress toward specific goals.

Question 48

A short report should be written in the indirect order when _____.

A) the reader and the writer share a personal relationship
B) the reader expects the use of such personal pronouns as "I," "we," and "you"
C) the reader is not likely to favor the recommendation in the report
D) the reader needs the report conclusion or recommendation as a basis for a quick action
E) the reader is to use the report to solve day-to-day problems

Question 49

Identify the statement that is most applicable to a structured coherence plan.

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

Question 50

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 51

Instead of using a structured coherence plan to guide readers through a short report, the writer can _____.

A) give a preview of the report in an executive summary or transmittal message
B) give a preview of the report, informally, in an email or orally
C) depend on an impersonal style of writing that utilizes such personal pronouns as "I," "we," and "you"
D) give the reader a detailed reminder of what he or she just read
E) use a report introduction, clear headings, and brief transitional devices

Question 52

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 address day-to-day, routine matters rather than specific problems.

Question 53

Why don't short reports require a structured coherence plan?

A) The readers of short reports do not need 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 impersonal in a business setting.
E) Short reports do not include introductions, clear headings, and brief transitional devices.

Question 54

When one moves to the bottom of the structural ladder of writing reports, 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 gains more importance
D) report is structured more formally, using objective language
E) focus shifts from the reader to the writer's findings

Question 55

Identify the correct statement about letter reports.

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 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 more difficult to prepare than nonroutine reports.
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

Dario Alcalca's work involves creating and submitting sales reports every week. The sales reports have a standardized form and format. Dario 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 58

Kayla is a marketing analyst at Easter Trail, a chain of amusement parks. Following a drastic reduction in business during the holiday season this year, the management commissions Kayla to create a report. Kayla's research reveals that Easter Trail's rides need to be improved and revamped to keep the parks competitive. However, Easter Trail's fragile financial condition does not put it in a position to invest money in revamping its rides. In this scenario, Kayla should _____.

A) state the main conclusion in the opening paragraph
B) use the introduction to warn the reader that bad news is coming
C) present the information in her report using the direct format
D) open the report with a coherent statement of the problem and purpose
E) avoid stating the main recommendation at the end of the report

Question 59

_____ are used primarily to present information to persons outside the organization.

A) Informal reports
B) Direct order reports
C) Email reports
D) Letter reports
E) Memo reports

Question 60

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) The popularity of short reports may be explained by the middle-ground impression of formality that it conveys.
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 61

Samuel works as a supervisor at a tire-manufacturing plant. Last week, one of Samuel's employees sustained severe injuries after handling a faulty machine. The accident slowed down production due to the workers' protests that ensued. The management at the tire company wants Samuel to submit a report regarding the incident. In this scenario, Samuel should create a(n) _____.

A) 5-15 report
B) routine operational report
C) progress report
D) feasibility study
E) incident report

Question 62

Explain the predominance of the direct order in the shorter reports.

Question 63

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 64

What are feasibility studies? Provide an example.

Question 65

What are letter reports? Give two examples.

Question 66

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

Question 67

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

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

Question 68

_____ 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 69

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 70

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 71

Differentiate between progress reports and problem-solving reports.

Question 72

In which of the following situations is it 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 replace its five-day, 40-hour work week with a different schedule

Question 73

For a feasibility report _____.

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

Question 74

What are routine operational reports?

Question 75

List the four main ways in which short reports differ from long ones.

Question 76

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

Question 77

What are some forms of written reports other than short reports, letter reports, and email or memo reports?

Question 78

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 79

What is the most common arrangement of the prefatory pages?

Question 80

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.