Deck 20: Writing Long Reports

Question 1

According to Turk and Kirkman (1989), most reports will be best organised into

A) a traditional outline.
B) a tree outline.
C) a chronological structure.
D) a pyramid structure.

Answer 1

D

Question 2

Which is a bad report writing habit?

A) Writing fast and making recommendations in the conclusion
B) Using an indirect order of presentation
C) Using the direct order of presentation
D) Writing with confidence and without an outline

Answer 2

D

Question 3

An analytical report does not make recommendations.

Answer 3

False

Question 4

Informational reports deliver data and information but do not make recommendations.

Question 5

Even though writers and readers are referring to the same document, each has different needs. Which of the following is a need of the reader?

A) To determine the purpose and scope of the report
B) To analyse the information in the report
C) To explain the limitations of the report
D) To determine to which purpose the long report's findings will be put

Question 6

In writing an analytical scientific report, it would be necessary to

A) ensure that adequate time and resources are available to complete the report in the time-frame available.
B) consider ways in which qualitative data may be presented to persuade the readers.
C) use an indirect order of presentation.
D) accompany the written report with an oral presentation of the findings.

Question 7

When you write a report, you should

A) appeal to readers' reasoning abilities.
B) write the body of the report to support your conclusion.
C) present all available information for the reader's consideration.
D) avoid making recommendations in the conclusion.

Question 8

How a report is organised affects

A) how it is received and whether action is taken.
B) the purpose of the message.
C) the nature of the message.
D) the final conclusion.

Question 9

An analytical report will provide feedback about sales, inventories, expenses, and workplace health and safety.

Question 10

If the purpose of a report is to implement policies, procedures or processes, it should be

A) an analytical report.
B) an informational report.
C) a combination of analytical and informational.
D) a strategic report.

Question 11

Formal reports

A) convey subjective information in a variety of ways that may include graphs, charts and appendices.
B) focus on the conclusion of the document so as to achieve conciseness and rapid comprehension.
C) are major documents written for a specific purpose and which provide expert opinion and comprehensive information.
D) are an alternative to a formal oral presentation.

Question 12

One characteristic of an informational report is that it justifies past decisions or actions.

Question 13

What is the purpose of an informational report? Show the difference between an analytical and an informational report by providing business examples of each type.

Question 14

Which of the following is a way to order information logically?

A) Cause to effect
B) Chronological order and order of importance
C) Inductive and deductive order
D) All of the above

Question 15

What is the person who commissioned the report likely to do?

A) Ask other experts to validate the scope of the report
B) Assess the practicality of the conclusions and recommendations
C) Check the validity of the evidence and methodology used
D) All of the above

Question 16

A project status report is an analytical report rather than an informational report.

Question 17

Which of the following is not a necessary part of the planning stage to create a long report?

A) Writing the letter of transmittal
B) Defining the problem and the purpose
C) Collecting, sorting and evaluating information
D) Preparing an outline

Question 18

The difference between analytical and informational reports is determined on the basis of

A) whether or not the writer defines the purposes of the report clearly.
B) whether or not the report meets the demands of the current business environment.
C) whether or not the report is written using the indirect or direct order of organisation.
D) whether or not the report includes critical analysis or persuasion.

Question 19

Critical thinking skills are required to evaluate findings and reach conclusions by asking critical questions about what has happened, what is likely to happen and how.

Question 20

What is the indirect sequence in report writing?

A) The reader is introduced to what the writer is about to do and why, and to the limits of the report, then the body, conclusions and recommendation
B) The reader is led through the introduction and then to the conclusion and recommendations
C) The reader is provided with the conclusion first
D) The readers are presented with the body and the findings first

Question 21

The signature block contains

A) the bibliography.
B) the conclusion and recommendations.
C) the report writer's signature, name and job title.
D) management decisions.

Question 22

In the direct sequence, the conclusion appears before the body.

Question 23

The planning of a report is complete once a writer has determined the report's purpose and audience.

Question 24

What is the central aim in writing a long report?

A) To present a balanced and comprehensive view and substantiate the content and findings with documented evidence
B) To pique the readers' attention and to persuade them to act in a particular way
C) To define and explain technical terms and concepts
D) To justify a course of action that has been taken

Question 25

Factual and objective information is always presented in the

A) conclusion and recommendations.
B) executive summary.
C) centre section of the main body.
D) introductory section of the body.

Question 26

In a long report, the 'letter of transmittal'

A) identifies the report's title, the receiver's name and title, the writer's name and title and date.
B) records the name of each part of the report and the name of each first and second order heading within the body, and the page on which each occurs.
C) is a formal covering letter naming the instigator of the report, terms of reference, scope, problems addressed, the author(s) and acknowledgements.
D) is a covering letter mentioning briefly the report's purpose, findings, conclusion and recommendations.

Question 27

All reports, short and long, need to maintain objectivity, with information being up to date, factual and relevant. The best strategy for maintaining objectivity is

A) checking the facts.
B) sound reasoning.
C) analysing the information.
D) arguing convincingly for and against the case.

Question 28

What is the purpose of effective planning in long-report writing? What are the different needs of the report writer and those who read the report? Explain four ways to order information in a long report.

Question 29

Which parts of the introductory section in the body of a long report are always used?

A) Purpose, scope, methodology and limitations
B) Authorisation, problem, purpose, scope and methodology
C) Purpose, scope, methodology and sources
D) Purpose, scope and methodology

Question 30

With reference to writing style in long reports, the use of the 'you' approach

A) is not considered suitable as the language in long reports should be impersonal.
B) will add impact and involve and engage the reader fully in the report material.
C) is considered suitable as personal pronouns are useful ways of ensuring that the report remains factual, business-like and non-emotive.
D) will help to limit the use of the passive voice and make the document more vibrant and less likely to be sluggish in tone.

Question 31

What is the preferred report-writing style?

A) The 'you' approach
B) A personal style
C) An impersonal style
D) The 'I' approach

Question 32

Where should the 'authorisation document' section of a long report be included?

A) The front matter
B) The centre
C) The end matter
D) None of the above

Question 33

In many cases, a report is written in response to a request from another person who has expectations about the final document, its purpose and what it will achieve.

Question 34

In a long report, the role of the executive summary is to provide

A) a brief outline of the report's purpose, methods, findings and conclusions.
B) a brief introduction to the report's instigator.
C) an outline of special points and further work needed.
D) an outline of the report's limitations.

Question 35

Setting out or formatting the material in an appropriate way in the long report is important because

A) there may be a wide range of report readers with varying degrees of literacy.
B) the use of headings and spaces makes for more readable information.
C) the report needs to look friendly and impersonal.
D) it makes arguments put forward by the report more convincing.

Question 36

After collecting information, you should get rid of irrelevant information before the report is finished.

Question 37

When a long report is expanded and developed, it is easy to become mired or 'lost'. In such a situation, it is most helpful to

A) write according to the outline and to the order of information decided upon as well as asking continuously 'What is it that I am reporting on?'
B) meet together as a writing team and update each other on progress to date, seeking feedback as to whether each of the team are 'on track'.
C) keep looking at the executive summary or précis to determine that you are maintaining the direction that you had originally set.
D) check back to ensure that you are staying within the terms of reference and the scope and limitations that have been set for the report.

Question 38

Which of the following best describes 'front matter'?

A) The material appearing before the main text of the report, which typically includes table of contents, list of tables and executive summary
B) A colloquial reference to the amount of thinking (frontal lobe) that has gone into the report prior to writing commencing
C) The preparatory work such as personnel clearance for participation, team meetings, research and interviews
D) The abstract and the introduction of the report

Question 39

A sequence of Introduction, Conclusion, Recommendations and Body is called

A) an indirect sequence.
B) a direct sequence.
C) a logical sequence.
D) an illogical sequence.

Question 40

In the indirect sequence, recommendations follow the conclusion.

Question 41

Graphics should be placed in an appendix when they

A) do not add meaning to the findings of the report.
B) do not make the writing inviting.
C) reflect the authors' reasoning.
D) detract from the argument or interfere with the logical progression of ideas.

Question 42

What can be placed in appendices?

A) Statistics, surveys or questionnaires used in research, additional graphs, and extracts from journals and newspapers
B) Notations and signature block
C)

Question 43

The page numbers for the body of a report are shown as Arabic numerals.

Question 44

The final section of a long report

A) contains the conclusion and recommendations.
B) must not introduce new material.
C) links the conclusion with introduction.
D) all of the above.

Question 45

The intentions in writing the report should be stated in the introductory part of the body and the conclusion.

Question 46

What does the 'end matter' include?

A) Table of contents and executive summary
B) Headings and findings
C) The appendix, bibliography, index and glossary of terms after the body or text
D) Signature block and graphics

Question 47

Report-writing style uses personal pronouns and unemotional language.

Question 48

Which of the following best describes a bibliography?

A) It summarises and closes off the whole report.
B) It contains only the sources of information referred to in the report.
C) It includes the appendix, glossary of terms and bibliography.
D) It is a list of all the sources of information used in a report as well as further recommended reading.

Question 49

How the report writer uses words, sentences, paragraphs and layout to present ideas and connect with the reader is defined as the 'writing style'.

Question 50

In avoiding the use of personal pronouns in writing a report, writers will find they use active voice more often.

Question 51

The introduction is the part of the front matter that sets the framework and helps readers outside the area of expertise to recognise the starting point and the direction to be taken by the report.

Question 52

The introduction identifies the report's purpose, scope, structure and conclusion.

Question 53

In a formal report, the page numbers for the front matter are shown in Roman numerals.

Question 54

A new page should be used for the list of tables if a large number have been included.

Question 55

The purpose of footnotes and endnotes in a long report is to

A) point readers to more information or different views on the topic.
B) ensure that author-date references are accurately presented.
C) expand on concepts in the final section of the main body of the report.
D) summarise the central arguments and findings in a report.

Question 56

In long-report writing, if the information cannot be traced and checked through citations

A) you may be penalised for plagiarism.
B) your results may be questioned or even disbelieved.
C) you may be accepted as an original thinker.
D) your writing will not be accepted.

Question 57

Why or when should graphics be used in a report?

A) When they add meaning or emphasis to the argument
B) To detract from the main flow of the argument
C) To repeat and reinforce the subject matter
D) When the report content is too 'heavy'

Question 58

A definitive formatting rule is to vary the format to suit the purpose and nature of the report.

Question 59

The table of contents is the covering letter for the report. It should state who authorised the report, when it was authorised and its purpose and scope.

Question 60

Headings and numbering systems in long reports

A) highlight the main ideas and give order to the information.
B) are helpful to the reader as they divide up the text so it takes less time to read.
C) can enable different team members to each contribute discrete sections.
D) strengthen the relationship between the introduction and conclusion.

Question 61

The substantive edit

A) verifies that the content is meaningful and the document's parts are coherent.
B) reviews the way ideas are expressed within the document.
C) ensures that the mechanics of text and figures conform to the specified style.
D) verifies that the document conforms to established layout, topographical and design standards.

Question 62

Explain this statement: 'A long report's conclusions are more than a summary.' What is the difference between a long report's synopsis and its conclusion? How are recommendations presented? What are the differences between a long report's conclusions and its recommendations?

Question 63

Subjectivity is based on opinion rather than thinking.

Question 64

Discuss two ways in which you can sequence the introduction, body, conclusion and recommendations in a long report.

Question 65

A mechanical edit is useful for which of the following purposes?

A) To ensure the report's structure flows meaningfully
B) To ensure the report conforms to the required style
C) To ensure the report is formatted appropriately
D) To check for appropriate expression

Question 66

As you write the report, think of it as a link between the writer and the reader.

Question 67

What is the purpose of editing the long report?

A) To remove problems of subject, style, organisation and presentation
B) To create a more personalised report
C) To enhance the appeal of the document and grab the attention of the reader
D) To ensure all the writing uses the 'you' approach

Question 68

Which editing approach reviews the way ideas are expressed?

A) Format edit
B) Mechanical style edit
C) Language edit
D) Substantive edit

Question 69

What writing style would you use in a long analytical report? Name the parts of the report that belong in the front matter.

Question 70

The glossary is an essential component of a long business report because it states the reasons for writing the report and identifies the scope, research methods used, findings and conclusions.

Question 71

A reference list contains all the sources of information referred to in the report and recommended readings.

Question 72

What are the steps in the editing process? Discuss the different types of editing, and explain why each is important, based on concepts discussed in Chapter 20.

Question 73

One of the main reasons for editing is to clarify the report's purpose and focus.

Question 74

Provide an outline indicating the structure of a long report. Specify those sections that must be included in all reports prior to indicating those that may be optional or dependant on the attendant circumstances.

Question 75

In the editing process, the purpose of eliminating communication blocks-such as unclear, obscure or abstract words-is to create a more concise and readable report.

Question 76

Readers will expect to see how the ideas develop throughout the body of the report. This requires effective persuasive skills.

Question 77

Removing any subjective opinions is the first step in the editing process.

Question 78

What are the reasons for using different orders when presenting information? What advantages do you gain by ordering information to suit the report's purpose, task and audience?

Question 79

The imperative voice is used for the recommendations section.