Informal Reports PDF

Chapter 09 Informal Reports 1. Reports in today’s business environment range widely in length and purpose, help organizations sift through data and make decisions, and _______. a. can be delivered orally or digitally b. should never be stored on cloud servers off-site for security purposes c. are nevertheless becoming obsolete d. are used strictly for providing information ANSWER: a RATIONALE: Although business reports range widely in length, purpose, and delivery mode, they help organizations sift through data and make major decisions. They can be presented orally or also delivered digitally in e-mails, PDF files, websites, or slide decks. Reports today are commonly stored on off-site cloud servers. Some reports provide information only; others analyze and make recommendations. 2. Reports that present data without analysis or recommendations are _______. a. informational reports b. analytical reports c. cost-benefit analysis reports d. justification reports ANSWER: a RATIONALE: An informational report presents data without analysis or recommendations. 3. Which of the following should be written as an informational report? a. A recommendation from the Information Technology Department that your company install a wireless network b. A feasibility study addressing possible tuition reimbursement for employees c. A comparison of five handheld communication devices that your company might purchase d. A summary of information presented at a recent conference for technical writers ANSWER: d RATIONALE: An informational report presents data without analysis or recommendations. A report summarizing information presented at a conference for technical writers is most likely to be written as an informational report. All other examples would require analysis or recommendations. 4. Reports that provide data or findings with analyses and conclusions are _______. a. informational reports b. analytical reports c. summaries d. progress reports ANSWER: b Copyright Cengage Learning. Powered by Cognero. Page 1 RATIONALE: Analytical reports provide data, analyses, conclusions, and, if requested, recommendations. Analytical reports may also intend to persuade readers to act or to change their beliefs. 5. Which of the following reports is an example of an analytical report? a. A report summarizing the details of a recent seminar you attended b. A report recommending an antiterrorism security system for mass transit c. A report outlining the new company procedure for reporting workplace injuries d. A report showing state budget allocations for education ANSWER: b RATIONALE: An analytical report provides data, analyses, conclusions, and recommendations. A report recommending an antiterrorism security system for mass transit is an analytical report. All other examples represent informational reports. 6. The direct strategy of organization is appropriate for a business report when readers _______. a. need to be educated b. must be persuaded c. are informed d. may be disappointed or hostile ANSWER: c RATIONALE: The direct strategy is helpful when readers are informed, supportive, or eager to have the results first. Other answer choices reflect reasons to use the indirect strategy. 7. When you organize an informational report directly, in what order should the ideas be presented? a. Introduction/background, facts/findings, and summary b. Introduction/background, summary, and facts/findings c. Summary, introduction/background, and facts/findings d. The direct strategy presents ideas in any order for maximum effectiveness and flexibility. ANSWER: a RATIONALE: When the organizational strategy is direct, reports open with an introduction/background, followed by the facts/findings and a summary. 8. The indirect strategy of organization is appropriate for a business report when readers _______. a. are supportive of the topic b. must be persuaded c. are familiar with the topic d. want to know the results immediately ANSWER: b RATIONALE: The indirect strategy is helpful when readers must be persuaded or educated. The indirect strategy is also useful when readers may be disappointed in or hostile toward the findings. Other answer choices reflect reasons to use the direct strategy. Copyright Cengage Learning. Powered by Cognero. Page 2 9. When you organize an analytical report indirectly, in what order should the ideas be presented? a. Introduction/problem, conclusions/recommendations, facts/findings, and discussion/analysis b. Introduction/background, facts/findings, and summary c. Introduction/problem, facts/findings, discussion/analysis, and conclusions/recommendations d. The indirect strategy does not follow a set order of ideas ANSWER: c RATIONALE: When the conclusions and recommendations, if requested, appear at the end of the report, the organizational strategy is indirect. Such reports usually begin with an introduction or description of the problem, followed by facts and explanations. They end with conclusions and recommendations. 10. An informal writing style includes _______. a. contractions (for example, wouldn't, don't, they're) b. second-person pronouns (for example, you and your) c. mainly passive-voice verbs d. longer sentences ANSWER: a RATIONALE: An informal writing style includes first-person pronouns, contractions, active-voice verbs, short sentences, and familiar words. 11. Which of the following sentences uses an informal writing style for an informal report? a. James, Deloitte, and Wilts, Inc., after extensive review of references and credentials of contractors, has elected to contract with Peck Builders for the new office complex. b. We're pleased to announce the selection of Peck Builders as general contractor for our new office complex. c. After conducting an exhaustive search of building design elements and cost-efficiency data, the company has verified the qualifications of Peck Builders. d. The findings demonstrate the imperative of selecting a fully qualified and bonded contractor for the new building project of James, Deloitte, and Wilts, Inc.; that contractor is Peck Builders. ANSWER: b RATIONALE: An informal writing style includes first-person pronouns, contractions, active-voice verbs, short sentences, and familiar words. The answer choice that demonstrates this style is We're pleased to announce the selection of Peck Builders as general contractor for our new office complex. 12. Which of the following sentences demonstrates active-voice verbs? a. Superior writing skills are required by many employers. b. Employee use of e-mail was monitored by management. c. Research indicates a correlation between strong writing skills and promotions. d. The proposals were carefully reviewed by the screening committee. ANSWER: c RATIONALE: Using active-voice verbs is one way you can demonstrate an informal writing style. Only "Research indicates a correlation between strong writing skills and promotions" demonstrates active-voice verbs. Copyright Cengage Learning. Powered by Cognero. Page 3 13. The format of a report depends primarily on its length, topic, audience and _______. a. delivery mode b. purpose c. formality level d. writing style ANSWER: b RATIONALE: The format of a report is governed by its length, topic, audience, and purpose. 14. In which format should a short informal report to a customer be written? a. Letter format b. Memo or e-mail format c. Manuscript format d. Preprinted form ANSWER: a RATIONALE: Use letter format for short informal reports addressed outside an organization. Letter reports usually are longer than regular correspondence and show more careful organization. They also include headings and may come with attachments. 15. In which format should a short informal report that will stay inside your organization be written? a. Letter format b. Memo or e-mail format c. Manuscript format d. Preprinted form ANSWER: b RATIONALE: Memo or e-mail format would be most appropriate for a short informal report that will stay within your organization. 16. Sondra works for a development firm and must explain to a customer the results of a year-long study of potential sites for new stores. In what format should she develop this report? a. Memo or e-mail format b. Preprinted form c. Letter format d. Manuscript format ANSWER: d RATIONALE: Manuscript format is appropriate for longer, more formal reports such as the results of a year-long study. 17. You are an inventory specialist for a retail store. Your boss has asked you to compile a year-end report listing the merchandise sold each month through the company's website. In what format should you present this data? a. Memo or e-mail format b. Preprinted form Copyright Cengage Learning. Powered by Cognero. Page 4 c. Letter format d. Manuscript format ANSWER: b RATIONALE: Preprinted forms are often used for repetitive data, such as monthly sales reports, performance appraisals, merchandise inventories, and personnel and financial reports. Standardized headings on these forms save time for the writer, make similar information easy to locate, and ensure that all necessary information is provided. 18. Visual representations of data or information that can easily be embedded into blogs and posts on social media are referred to as _______. a. PDF files b. digital slide decks c. infographics d. report templates ANSWER: c RATIONALE: Infographics are visual representations of data or information and often go viral when viewers embed them into blogs and social media posts. They display complex information quickly and clearly. 19. Headings that show the sections of a report are called _______. a. talking headings b. signposts c. functional headings d. cross-sectional divisions ANSWER: c RATIONALE: A functional heading (such as "Findings" or "Recommendations") shows the sections of a report. 20. Headings that provide specific information about the content of a report section are called _______. a. talking headings b. signposts c. functional headings d. cross-sectional divisions ANSWER: a RATIONALE: Talking headings describe content and provide more information to the reader than functional headings ("Workers Learn About Healthy Lifestyles" vs. "Lifestyles"). 21. Which of the following is a talking heading? a. IT Outsourcing b. Savings c. Cost Savings d. Projected Cost Savings for IT Outsourcing Copyright Cengage Learning. Powered by Cognero. Page 5 ANSWER: d RATIONALE: Projected Cost Savings for IT Outsourcing is a talking heading. Talking headings describe content and provide more information to the reader than functional headings. 22. Katherine must use headings in a report. What should she do to make sure that her headings are effective? a. Place first- and second-level headings in all capital letters. b. Use a period after each stand-alone bolded heading. c. End a page with a heading to entice her audience to read the report further. d. Include at least one heading per report page. ANSWER: d RATIONALE: To make her headings effective, Katherine should use appropriate heading levels, use parallel construction in all levels, capitalize and underline headings carefully, keep headings short but clear, punctuate headings appropriately, and include at least one heading per report page. 23. Your first step to writing an effective business report is _______. a. collecting data b. understanding the problem c. selecting its format d. creating headings ANSWER: b RATIONALE: The first step in writing a report is clearly understanding the problem or assignment. You must first make sure your report's purpose is clear before gathering data or determining its format. 24. Appropriate sources of information for an informal report include company records, observation, and _______. a. blogs b. personal experience c. survey results d. television shows ANSWER: c RATIONALE: Company records, observation, surveys and questionnaires, and interviews are all considered effective sources of factual information for informal reports. Blogs, television shows, and personal experience may not be appropriate sources of factual information. 25. To help you clarify your reason for writing a report, you should write a _______. a. thesis statement b. transitional sentence c. problem statement d. topic sentence ANSWER: c Copyright Cengage Learning. Powered by Cognero. Page 6 RATIONALE: Preparing a problem statement helps report writers clarify the task. The problem statement can be further refined by developing a statement of purpose that defines the report's purpose and scope. 26. Which of the following is an example of a statement of purpose for a report? a. A wellness program will improve the health of all employees. b. Most companies offer voluntary wellness programs. c. Wellness programs have proven to be effective in improving the health of individuals. d. Establish a wellness incentive program for all employees. ANSWER: d RATIONALE: Establish a wellness incentive program for all employees is a statement of purpose because it defines the focus of the report and begins with an action verb (“establish”). 27. Factual information for reports falls into which two broad categories? a. Primary and secondary b. Direct and indirect c. Informational and analytical d. Literal and figurative ANSWER: a RATIONALE: Factual information for reports falls into two categories: primary and secondary data. 28. Primary data _______. a. result from reading what others have experienced or observed and recorded b. come from firsthand experience and observation c. are the only type of factual information that should be included in informal reports d. include printed materials found in libraries or through electronic resources ANSWER: b RATIONALE: Primary data result from firsthand experience and observation. Secondary data come from reading what others have experienced or observed and recorded. 29. The most efficient means of investigating past performance and methods used to solve previous problems in your workplace is to _______. a. conduct interviews b. observe others c. construct questionnaires and inventories d. visit company records and files ANSWER: d RATIONALE: Many business reports begin with an analysis of company records and files. From these records report writers can observe past performance and methods used to solve previous problems and collect pertinent facts to determine a course of action. Copyright Cengage Learning. Powered by Cognero. Page 7 30. What type of research source produces excellent firsthand information? a. Web pages or articles b. Interviews c. Company records d. Databases ANSWER: b RATIONALE: Interviews provide accurate firsthand information because interviewers can explain the questions and ideas to elicit the most accurate information from experts in their fields. 31. Reports that describe periodic, recurring activities or situational, nonrecurring events are _______. a. justification/recommendation reports b. informational reports c. analytical reports d. yardstick reports ANSWER: b RATIONALE: Reports that describe periodic, recurring activities or situational, nonrecurring events are informational reports. These types of reports generally deliver nonsensitive data without analysis or recommendations. 32. Most informational reports are written _______. a. using the indirect organizational strategy b. by only top business executives c. using a formal writing style d. for a neutral or receptive audience ANSWER: d RATIONALE: Most informational reports are organized directly using an informal writing style and are intended for a neutral or receptive audience. In addition, informational reports may be written by employees at all levels within a company. 33. Kendra just attended a sales conference in Baltimore. She must now write a report summarizing her conference. What advice should she follow? a. Mention every topic that was discussed at the conference. b. Begin her report by identifying the event. c. Use a chronological organizational pattern. d. Avoid the use of headings or bullets so that the reader does not become distracted. ANSWER: b RATIONALE: Instead of being organized chronologically, trip, conference, or convention reports should focus on three to five main topics in which the reader will be most interested. In addition, the report should begin by identifying the event, summarize the main topics that might benefit others, include headings and bullets to enhance readability, close with appreciation, and include an itemized expense list, if requested. 34. A report that gives status updates on a current project is called _______. Copyright Cengage Learning. Powered by Cognero. Page 8 a. the minutes of a meeting b. an analytical report c. a progress report d. a summary ANSWER: c RATIONALE: Continuing projects often require progress, or interim, reports to give status updates on the project. 35. Which of the following situations might require a progress report? a. The work of a committee preparing for an open house when a new wing of a hospital is completed b. The reporting of monthly sales figures for all divisions c. A study of whether a company should provide on-site childcare d. A one-page summary of a long article in The Wall Street Journal ANSWER: a RATIONALE: The work of a committee preparing for an open house is likely to require a progress report. 36. Which of the following sequences of sections is recommended for progress reports? a. background; purpose; work completed so far; work in progress; current and potential problems and remedies; future activities and expected completion date b. purpose; background; work completed so far; work in progress; current and potential problems and remedies; future activities and expected completion date c. current and potential problems and remedies; purpose; background; work completed so far; work in progress; future activities and expected completion date d. purpose; background; work completed so far; work in progress; current and potential problems and remedies; future activities and expected completion date ANSWER: d RATIONALE: A progress report should specify the purpose and nature of the project in the opening. The body should provide background information if relevant, describe the work completed, explain work currently in progress, and describe current or anticipated problems. The report closing should discuss future plans and completion dates. 37. As chairperson of a customer service task force, you must update management on your team's progress. What kind of report will you write? a. Justification/recommendation report b. Trip report c. Progress report d. Feasibility report ANSWER: c RATIONALE: You would most likely write a progress report. Progress reports monitor the headway of unusual or nonroutine activities such as those of a task force. 38. When writing up meeting minutes, how should one begin? Copyright Cengage Learning. Powered by Cognero. Page 9 a. State whether the previous minutes were approved or revised. b. Record briefly the discussions of old business. c. Identify the person recording the meeting. d. Record the name of the group, date, time, and place of meeting. ANSWER: d RATIONALE: When taking meeting minutes, you should begin with the name of the group, as well as the date, time, and place of the meeting. 39. Mathias is in charge of taking formal minutes during an Institute of Internal Auditors chapter meeting. Which of the following suggestions will help Mathias record accurate and complete meeting minutes? a. Record only new business because old business will appear in previous minutes. b. Avoid using the exact wording of motions because that would be too time consuming. c. Record voting results and actions taken. d. Omit his name and signature as the person recording the minutes because he is acting on behalf of the organization. ANSWER: c RATIONALE: An accurate and complete set of meeting minutes will include a record of the votes and actions taken, as well as the precise wording of motions. Formal minutes should also refer to both old business and new business and include the name and signature of the person recording the minutes. 40. What type of summary provides the key points of a long report, proposal, or business plan? a. Top-line summary b. Technical summary c. Executive summary d. Analytical summary ANSWER: c RATIONALE: An executive summary summarizes a long report, proposal, or business plan. It covers only what management needs to know. 41. A summary should condense a report or article by what percentage? a. 5 percent b. 25 percent c. 85 to 90 percent d. 50 percent ANSWER: c RATIONALE: A summary saves time by reducing a report or article by 85 to 95 percent. 42. Which of the following guidelines should be followed when preparing a summary report? a. Include specific examples from the report, article, or book you are summarizing. b. Copy passages word for word to ensure that you cover the main ideas. Copyright Cengage Learning. Powered by Cognero. Page 10 c. Avoid headings or lists to prevent reader distraction. d. State the main idea or purpose as well as the source of the document being summarized. ANSWER: d RATIONALE: A summary should state the main idea or purpose as well as the source of the document being summarized. Other helpful advice when writing a summary includes using headings or lists; omitting illustrations, examples, and references; and paraphrasing. 43. A report that condenses a 200-page government policy report on oil drilling in Alaska into a shorter report for Sierra Club members to read is a _______. a. trip report b. summary c. meeting minutes report d. progress report ANSWER: b RATIONALE: Summaries condense the primary ideas, conclusions, and recommendations of a longer report or publication. A summary saves time by reducing a report or article by 85 to 95 percent. 44. How do informational reports and analytical reports differ? a. Informational reports emphasize facts; analytical reports emphasize reasoning and conclusions. b. Informational reports are intended for internal audiences; analytical reports are intended for external audiences. c. Informational reports are written using a formal writing style; analytical reports are written using an informal writing style. d. Informational reports emphasize reasoning and conclusions; analytical reports emphasize facts. ANSWER: a RATIONALE: Although both informational and analytical reports seek to collect and present data clearly, informational reports emphasize facts. Analytical reports, on the other hand, emphasize reasoning and conclusions. 45. Justification/recommendation reports are sometimes called _______. a. internal proposals b. executive summaries c. feasibility reports d. yardstick reports ANSWER: a RATIONALE: Justification or recommendation reports are sometimes called internal proposals because of their persuasive nature. 46. In what order should you organize your ideas when you believe your audience will be agreeable to the suggestions in your justification/recommendation report? Copyright Cengage Learning. Powered by Cognero. Page 11 a. Announce the recommendation, explain the recommendation, identify the problem or need, and provide necessary action. b. Provide necessary action, identify the problem or need, announce the recommendation, and explain the recommendation. c. Identify the problem or need, announce the recommendation, explain the recommendation, and provide necessary action. d. Identify the problem or need, provide necessary action, announce the recommendation, and explain the recommendation. ANSWER: c RATIONALE: For nonsensitive topics and recommendations that will be agreeable to readers, organize directly: identify the problem or need, announce the recommendation, explain the recommendation, and provide necessary action. 47. Your department needs a new copier, and your job is to research the options. Based on your research, you have selected an all-in-one machine that you believe will be cost effective and will perform well. What kind of report would you write to present your findings? a. Feasibility report b. Justification/recommendation report c. Yardstick report d. Progress report ANSWER: b RATIONALE: Because you are to research options and present your findings, you will write a justification/recommendation report. 48. A report that determines whether your company should proceed with a plan for using an external accounting firm is a(n) _______. a. feasibility report b. progress report c. informational report d. summary ANSWER: a RATIONALE: A report that examines the practicality and advisability of following a course of action is a feasibility report. Feasibility reports are prepared when a company must decide whether to proceed with a plan of action. 49. In which of the following types of reports should you announce your decision immediately in the opening? a. Summary b. Justificatio n c. Yardstick d. Feasibility ANSWER: d Copyright Cengage Learning. Powered by Cognero. Page 12 RATIONALE: Feasibility reports should announce the decision being advised immediately in the opening. They should then provide a description of the background and problem if necessary, discuss the benefits of the proposal, describe the problems that may result, include the costs associated with the proposal, and show the time frame necessary for implementing the proposal. 50. Yardstick reports _______. a. are long formal reports used only in the manufacturing industry b. do not include researched data c. are rarely written or used in businesses today d. examine problems with two or more solutions against set criteria ANSWER: d RATIONALE: Yardstick reports examine problems with two or more solutions. To determine the best solution, the writer establishes criteria by which to compare the alternatives. The criteria then act as a yardstick against which all the alternatives are measured. 51. E-mail, PDF files, and PowerPoint sides are all examples of digital means of submitting reports. a. True b. False ANSWER: True RATIONALE: Many reports today are delivered digitally in e-mail messages, PDF files, or slide decks. 52. Based on their function, business reports typically fall into one of two categories: instructional or persuasive. a. True b. False ANSWER: False RATIONALE: The two broad categories of business reports are informational reports and analytical reports. 53. An informational report presents data without analysis and recommendations. a. True b. False ANSWER: True RATIONALE: An informational report presents the data only. If a report includes analysis and recommendations, it is an analytical report. 54. The direct organizational strategy presents the purpose for writing near the beginning of a report. a. True b. False ANSWER: True RATIONALE: The direct strategy presents the purpose for writing near the beginning of a report. Reports organized directly open with an introduction, followed by the facts/findings and a summary. Copyright Cengage Learning. Powered by Cognero. Page 13 55. Reports should be organized using the direct strategy when the readers are informed or supportive of the topic. a. True b. False ANSWER: True RATIONALE: The direct strategy is appropriate when the readers are informed or supportive of the topic. The direct strategy is also appropriate when the readers are eager to have the results first. 56. Analytical reports should always follow the indirect organizational strategy. a. True b. False ANSWER: False RATIONALE: Although you may organize analytical reports indirectly, you may also organize them directly, especially when readers are supportive of or are familiar with the topic. Many readers prefer this strategy because it follows the normal thought process: problem, alternatives (facts), solution. 57. To show your respect for the reader, reports should always be written using a formal style. a. True b. False ANSWER: False RATIONALE: Like other business messages, reports can use either an informal or formal writing style, depending on their purpose, audience, and setting. 58. First-person pronouns and contractions are acceptable in business reports. a. True b. False ANSWER: True RATIONALE: Informal reports can—and should—include first-person pronouns and contractions. Increasingly, even more formal reports use contractions. 59. The format for a report relies solely on the intended audience. a. True b. False ANSWER: False RATIONALE: The format of a report depends on its length, topic, audience, and purpose. 60. The memo or e-mail format is appropriate for short informal reports that stay within organizations. a. True b. False ANSWER: True Copyright Cengage Learning. Powered by Cognero. Page 14 RATIONALE: For short informal reports that stay within organizations, the memo format is appropriate. Today, writers rarely distribute memo reports in hard copy. Instead, they attach them to e-mails or, if short, place them in the body of e-mail messages. 61. The manuscript format is appropriate for longer, more formal reports. a. True b. False ANSWER: True RATIONALE: For longer, more formal reports, use the manuscript format. These reports are usually printed on plain paper without letterhead. 62. Because they are primarily visual, infographics are not considered an effective report format type. a. True b. False ANSWER: False RATIONALE: Infographics can display complex information quickly and clearly and are sometimes easier to understand than written text; therefore, they can be effective as a report format for certain types of information. 63. When creating talking headings, it is best to write a few paragraphs first and then determine the heading. a. True b. False ANSWER: True RATIONALE: To ensure that they contribute to the overall organization and flow of ideas, the best strategy for creating talking headings is to write a few paragraphs first and then determine the heading. 64. Discussion of Findings is an example of a functional heading. a. True b. False ANSWER: True RATIONALE: Functional headings show the outline of a report. Examples of functional headings include "Discussion of Findings," "Background," and "Projected Costs." 65. The first letter of each word in a heading should always be capitalized. a. True b. False ANSWER: False RATIONALE: You should capitalize the first letter of main words in a heading. Do not capitalize articles (a, an, the), conjunctions (and, but, or, nor), and prepositions with three or fewer letters (in, to, by, for) unless they are the first or last words in the heading. Copyright Cengage Learning. Powered by Cognero. Page 15 66. You should include at least one heading per report page. a. True b. False ANSWER: True RATIONALE: Headings increase the readability and attractiveness of report pages. If used correctly, headings help the reader grasp the report structure quickly. Therefore, use at least one per page to break up blocks of text. 67. The first step in preparing a report is to sit down and begin writing immediately; this technique allows you to capture your best ideas quickly. a. True b. False ANSWER: False RATIONALE: Your natural tendency in preparing a report is to sit down and begin writing immediately. If you follow this urge, you will very likely have to backtrack and start again. Reports take planning, beginning with determining the problem the report will address and then writing a clear problem statement. 68. When you write a purpose statement for a report, you should use action verbs. a. True b. False ANSWER: True RATIONALE: Preparing a written purpose statement is a good idea because it limits the scope of a report and provides a standard that keeps the project on target. In writing useful purpose statements, choose action verbs telling what you intend to do. 69. One of the most important steps in the writing of a report is researching the report topic. a. True b. False ANSWER: True RATIONALE: Gathering research is one of the most important steps in writing a report because a good report is based on solid, accurate, verifiable facts. 70. Primary data result from reading what others have experienced or observed and recorded. a. True b. False ANSWER: False RATIONALE: Secondary data come from reading what others have experienced or observed and recorded. Primary data result from firsthand experience and observation. 71. Observation can be considered a valuable form of data collection for a business report. a. True b. False Copyright Cengage Learning. Powered by Cognero. Page 16 ANSWER: True RATIONALE: Observation alone might yield incomplete results, but it is nonetheless a valid form of data collection. 72. Surveys are considered a source of secondary data. a. True b. False ANSWER: False RATIONALE: Surveys and questionnaires are considered sources of primary data because it is generated from firsthand experience and observation. 73. Business writers often use electronic resources such as government sites, news media, periodicals, nonprofit organizations, social networking sites, and blogs to conduct research for business reports. a. True b. False ANSWER: True RATIONALE: Business writers use electronic resources from government sites, news media, periodicals, nonprofit organizations, social networking sites, and blogs to conduct research for business reports. Most research generated for short informal reports will probably be gathered from online resources. 74. Surveys provide the richest, most accurate firsthand information. a. True b. False ANSWER: False RATIONALE: Interviews, not surveys, provide rich, accurate firsthand information because questions can be explained. 75. Informational reports often describe periodic, recurring activities as well as situational, nonrecurring events. a. True b. False ANSWER: True RATIONALE: Informational reports often describe periodic, recurring activities such as monthly sales or weekly customer calls, as well as situational, nonrecurring events such as trips, conferences, and projects. 76. Most informational reports have one thing in common: a neutral or receptive audience. a. True b. False ANSWER: True RATIONALE: Most informational reports are written for neutral or receptive audiences. The readers of informational reports do not need to be persuaded; they simply need to be informed. Copyright Cengage Learning. Powered by Cognero. Page 17 77. Informational reports should be written using the direct organizational strategy. a. True b. False ANSWER: True RATIONALE: Because informational reports generally deliver nonsensitive data, they are written directly. 78. Progress reports are written for only internal readers. a. True b. False ANSWER: False RATIONALE: Continuing projects often require progress reports to describe their status. These reports may be external (advising customers how their projects are advancing) or internal (informing management of the status of activities). 79. Meeting minutes should include the precise wording of motions, including a count of votes and actions taken. a. True b. False ANSWER: True RATIONALE: Meeting meetings should include the precise wording (not paraphrases) of motions and record the votes and actions taken. 80. The minutes of a meeting should identify the names of individuals present and absent. a. True b. False ANSWER: True RATIONALE: Some items that should be included in meeting minutes are the names of attendees and absentees, along with the name of the group, date, time, and place of the meeting. 81. Summary reports are typical in academic settings but rarely used in business settings. a. True b. False ANSWER: False RATIONALE: Summary reports are common in both academic and business settings. Employees are sometimes asked to write summaries that condense technical reports, periodical articles, or books so that a reader can skim the main ideas quickly. Students often write summaries of articles to sharpen their writing skills and to confirm their knowledge of reading assignments. 82. A summary should be as long as necessary to ensure that all illustrations, examples, and references used in the report or document are included within the summary. a. True b. False Copyright Cengage Learning. Powered by Cognero. Page 18 ANSWER: False RATIONALE: A summary saves time by reducing a report or article by 85 to 95 percent. They are significantly shorter than the original document because illustrations, examples, and references are not included in a summary. 83. Informational reports emphasize reasoning and conclusions; analytical reports emphasize facts. a. True b. False ANSWER: False RATIONALE: Informational reports emphasize facts; analytical reports emphasize reasoning and conclusions. 84. When discussing alternative solutions in a recommendation report, you should begin with the alternative most likely to succeed. a. True b. False ANSWER: False RATIONALE: When providing alternatives in a recommendation report, begin with the least likely to succeed. 85. Most analytical reports answer questions about specific problems and aid in decision making. a. True b. False ANSWER: True RATIONALE: Most analytical reports answer questions about specific problems and aid in decision making. Three of the most common analytical reports include justification/recommendation reports, feasibility reports, and yardstick reports. 86. Feasibility reports analyze a problem, discuss options, and present a recommendation, solution, or action to be taken. a. True b. False ANSWER: False RATIONALE: Justification/recommendation reports analyze a problem, discuss options, and present a recommendation, solution, or action to be taken. 87. When your reader may oppose your recommendation, you should begin the report by announcing the recommendation directly. a. True b. False ANSWER: False RATIONALE: When a reader may oppose a recommendation or when circumstances suggest caution, don't be in a hurry to reveal your recommendation. Instead, use the indirect organizational strategy and present your recommendation near the end. Copyright Cengage Learning. Powered by Cognero. Page 19 88. Feasibility reports answer such questions as Will this plan or proposal work? a. True b. False ANSWER: True RATIONALE: Feasibility reports examine the practicality and advisability of following a course of action. As a result, they often answer the question "Will this plan or proposal work?" 89. Feasibility reports are typically written for internal audiences. a. True b. False ANSWER: True RATIONALE: Feasibility reports typically are internal reports written to advise readers on courses of action a company should take such as consolidating departments, offering a wellness program to employees, or hiring an outside firm to handle a company's accounting or computing operations. 90. Yardstick reports examine problems using differing sets of criteria. a. True b. False ANSWER: False RATIONALE: Yardstick reports consistently measure alternatives using the same criteria. 91. What type of report presents data without analysis or recommendations? a. Informational report b. Analytical report c. Justification report d. Proposal ANSWER: a RATIONALE: Informational reports present data without analysis or recommendations. 92. What kind of report provides data or findings, analyses and conclusions, and may also provide recommendations if requested? a. Informational report b. Analytical report c. Progress report d. Sales report ANSWER: b RATIONALE: Reports that provide data or findings, and analyses and conclusions are analytical. If requested, writers also supply recommendations. Copyright Cengage Learning. Powered by Cognero. Page 20 93. Which report format is used for short (usually eight or fewer pages) informal reports addressed outside an organization? a. Letter b. Email or memo c. Infographic d. Digital slide decks ANSWER: a RATIONALE: Use letter format for short (usually eight or fewer pages) informal reports addressed outside an organization. 94. What type of report format appears as a visual representation of data or information and can tell compelling stories that help businesses attract and inform consumers? a. Infographic b. Slide deck c. Email or memo d. Letter ANSWER: b RATIONALE: Many business writers deliver their reports as digital slideshows, also called slide decks. These slides can be sent via e-mail, embedded on the Web, or posted on a company's intranet. Because they are heavier on text than typical presentation slides, they are often more inviting to read. 95. Use Empowered Team Decision-Making Without Losing Control is an example of a _______ heading. a. functiona l b. logical c. bulleted d. talking ANSWER: d RATIONALE: Because this heading describes content and provides information to the reader, it is an example of a talking heading. 96. Data that is the result of firsthand experience and observation is considered _______. a. primary data b. secondary data c. illegitimate data d. first-person data ANSWER: a Copyright Cengage Learning. Powered by Cognero. Page 21 RATIONALE: Primary data result from firsthand experience and observation. Some examples of primary data include observation, surveys and questionnaires, and interviews. 97. Data that come from reading what others have experienced or observed and recorded is called _______ data. a. primary b. secondar y c. printed d. electronic ANSWER: b RATIONALE: Secondary data come from reading what others have experienced or observed and recorded. Some examples of secondary data are company records, printed sources, and electronic resources. 98. What type of report provides a status update on a project? a. Progress report b. Summary report c. Meeting minutes d. Executive summary ANSWER: a RATIONALE: Continuing projects often require progress reports, also called interim reports. Progress reports can notify customers about the headway of their projects or inform management about the status of activities. 99. What type of report covers only what management needs to know about a longer report, proposal, or business plan? a. A regular summary b. An executive summary c. An analytical report d. A progress report ANSWER: b RATIONALE: An executive summary covers only what management needs to know about a longer report, proposal, or business plan, using headings and brief paragraphs to create high “skim value.” 100. What type of report attempts to solve problems by evaluating options and offering recommendations? a. A justification report b. A feasibility report c. A yardstick report d. A proposal ANSWER: a RATIONALE: Justification or recommendation reports are similar to informational reports in that they present information. However, they offer analysis in addition to data. They attempt to solve problems by evaluating options and offering recommendations. Copyright Cengage Learning. Powered by Cognero. Page 22 Copyright Cengage Learning. Powered by Cognero. Page 23 Chapter 10 Proposals and Formal Reports 1. Which of the following statements regarding business proposals is correct? a. A proposal is a persuasive document used to solve problems, provide services, or sell products. b. A proposal is always solicited. c. A proposal is an informative document used to share problems, identify emerging issues, and categorize available resources for resolution. d. A proposal is developed for external audiences only. ANSWER: a RATIONALE: Proposals, which can be solicited or unsolicited, are persuasive––not informative––documents used to solve problems, provide services, or sell products. They are also written for internal and external audiences. 2. Lisa works for a nonprofit agency seeking funding for a community project. What type of proposal is she likely to write to the local foundation that supports the same cause within the community? a. A purchase request b. A grant request c. An RFP d. An internal request ANSWER: b RATIONALE: A grant request is a type of external proposal written to obtain funding from agencies that support various causes. 3. In which of the following situations should a business write a request for proposal in order to solicit competitive bids? a. Advertising openings for two sales positions b. Attracting new clients c. Renovating offices d. Interviewing job candidates ANSWER: c RATIONALE: The renovation of offices would most likely result in the writing of a request for proposal (RFP). An RFP specifies the service, equipment, or problem-solving needs of an organization or business and solicits competitive bids. 4. An effective proposal should showcase the writer's expertise and build credibility, emphasize how the writer's methods and products will benefit the reader, present ideas clearly and logically, and _______. a. inform by providing data but without analysis or recommendations b. make recommendations regarding the feasibility of a plan c. get the reader's attention d. analyze findings, draw conclusions, and make recommendations intended to solve a problem Copyright Cengage Learning. Powered by Cognero. Page 1 ANSWER: c RATIONALE: Proposals must get the reader's attention, emphasize how your methods and products will benefit the reader, showcase your expertise and build credibility, and present ideas clearly and logically. Formal reports, not proposals, analyze findings, draw conclusions, and make recommendations intended to solve a problem. Informational reports are reports that provide data without analysis or recommendations. Feasibility reports examine the practicality and advisability of following a course of action. 5. You can make the introduction of a proposal more persuasive if you _______. a. explain in great detail how much better you are than your competitors b. hint at the problem you will solve but avoid explaining the reasons for the proposal c. remain as vague as possible to keep the reader intrigued d. provide a "hook" such as mentioning a remarkable resource available exclusively to the writer ANSWER: d RATIONALE: Effective proposal openers are persuasive if they "hook" readers by mentioning a remarkable resource available exclusively to the writer. Other effective "hooks" include promises of solutions with details revealed later, key benefits of the proposal, and a promise of low costs or speedy results. 6. In which part of an informal proposal should you convince your reader that you understand the problem completely? a. Introduction b. Background c. Authorizatio n d. Budget ANSWER: b RATIONALE: The background section of an informal proposal is where you identify the problem, discuss the goals of the project, and convince your reader that you understand the problem completely. 7. All proposals share two significant characteristics: they show the value and benefits of the product or service being recommended and _______. a. they use formal, academic language b. they are very long in length c. they use easy-to-understand language d. they are printed on hard copy because they are official documents ANSWER: c RATIONALE: The two significant characteristics that all proposals share is that they show the value and benefits of the product or service being recommended, and they use easy-to-understand language. 8. What should be included in the staffing section of an informal proposal? a. Credentials and expertise of project leaders b. List of projected costs c. Copy of the RFP Copyright Cengage Learning. Powered by Cognero. Page 2 d. Schedule or timetable of activities ANSWER: a RATIONALE: The staffing section of a proposal describes the credentials and expertise of the project leaders. It may also identify the size and qualifications of the support staff and other resources. 9. The budget in a proposal should _______. a. reflect careful research because once a proposal is accepted, it is legally binding b. provide only rough estimates so that you can raise the price later if costs increase c. never itemize hours and costs, but offer only a total sum d. include a disclaimer to ensure that the budget is not legally binding ANSWER: a RATIONALE: The budget must be carefully researched because once a proposal is accepted, it is legally binding. 10. Jeremy has decided to include a deadline for acceptance in his proposal to install energy-efficient workstations for a local manufacturer. In which section should Jeremy place the deadline? a. Introduction b. Background c. Conclusion and authorization d. Proposal ANSWER: c RATIONALE: The closing section is often the authorization request, which includes a deadline for acceptance. 11. Although formal reports are similar to formal proposals, a primary difference is that formal reports _______. a. are the product of thorough research and data analysis b. use a more conversational tone c. are longer than formal proposals d. are organized indirectly ANSWER: a RATIONALE: Formal reports are similar to formal proposals in length, organization, and tone. However, instead of solving problems, proposing changes, or responding to an RFP, formal reports are the product of thorough investigation and analysis. 12. What is the first step in writing a formal report? a. Selecting an appropriate layout and format b. Researching primary and secondary data c. Writing a purpose statement d. Determining the length of the report ANSWER: c Copyright Cengage Learning. Powered by Cognero. Page 3 RATIONALE: When writing a formal report, you should begin by constructing a purpose statement that defines the focus of the report and provides a standard that keeps the project on target. 13. Which of the following is recommended when writing a purpose statement for a formal report? a. Write purpose statements only for external formal reports. b. Omit limitations to avoid a negative tone. c. Use action verbs that tell what you intend to do. d. Use vague language to allow for flexibility. ANSWER: c RATIONALE: In writing useful purpose statements, choose action verbs describing what you intend to do (analyze, investigate, evaluate, explain, determine, etc.). 14. Which type of statement can help you define the focus of your report and keep you on target? a. Scope b. Proposa l c. Purpose d. Method s ANSWER: c RATIONALE: Writing a formal report should begin with crafting a clear purpose statement to define your focus and keep you on target. 15. Chronological organization arranges ideas by _______. a. time b. order of importance c. physical location d. simple to complex ANSWER: a RATIONALE: Information sequenced along a time frame is arranged chronologically. This plan is effective for presenting historical data or for describing a procedure. 16. Tanika must prepare a formal report detailing the findings of a year-long study of her company's new wellness program. In this report she must discuss employee absenteeism before and after the program's implementation. What type of organizational pattern will she likely use? a. Chronological b. Spatial c. Compare/Contras t d. Importance ANSWER: c Copyright Cengage Learning. Powered by Cognero. Page 4 RATIONALE: Tanika should write her report using a compare and contrast pattern. This pattern works well for "before and "after" scenarios or for problems with clear alternatives. 17. Tyler is writing a report that analyzes the GlobalCom, Inc., market share of cell phone subscriptions worldwide by region. He will probably organize his report _______. a. chronologically by the date the cell phone subscriptions reached their maximums b. around extensive secondary data to assure the reader that he conducted adequate research before he wrote the report c. using a functional arrangement to show types of subscriptions globally d. geographically with sections representing each region's market share ANSWER: d RATIONALE: Since Tyler's purpose is to analyze market share by region, he would most likely arrange his report geographically. 18. Reviewing a report's mechanics before submission refers to checking it for _______. a. format b. content accuracy c. grammar and usage d. audience-oriented tone ANSWER: c RATIONALE: After a report has been written, it must be edited and proofread carefully for mechanics; this includes checking for errors in grammar, punctuation, and usage. 19. Primary research data can be defined as _______. a. information that comes from reading what others have experienced and observed b. information gained from firsthand experience and observation c. statistics collected during the first stage of research d. data received from the World Wide Web ANSWER: b RATIONALE: Primary data result from firsthand experience and observation; secondary data come from reading what others have experienced and observed. 20. A newspaper article citing student input about the growing popularity of caffeinated energy drinks on college campuses would be considered what type of information source? a. Primary b. Secondary c. Tertiary d. Scholarly ANSWER: b RATIONALE: While interviews with students about energy drinks would be considered primary data, this data would be considered secondary after it has been published for others to read. Copyright Cengage Learning. Powered by Cognero. Page 5 21. The benefit of consulting with a reference librarian is they will _______. a. do your research for you b. direct you to only print resources c. steer you in the right direction d. explain how the library is organized ANSWER: c RATIONALE: Reference librarians will guide you and point you in the right direction for getting started on your research, but they won’t do your research for you. 22. What type of print resource provides excellent in-depth, historical data? a. Periodicals b. Bibliographic indexes c. Databases d. Books ANSWER: d RATIONALE: Although quickly outdated, books provide excellent historical, in-depth data. You can locate books through print or online catalogs. 23. Which of the following are considered secondary research sources? a. Magazines b. Interviews c. Surveys d. Systematic observation ANSWER: a RATIONALE: Of these, only magazines are considered secondary research sources; the others are primary sources because they are types of data gathered from firsthand experience. 24. In order to assess the credibility of a Web page, review the Web page for accuracy in content, verify the credentials of the publishers or sponsors of the web page, and _______. a. feel free to disregard errors in grammar or spelling because such errors are not related to issues of credibility b. identify print versions of the content c. evaluate the overall content of a Web page and see how it compares with other resources on the same topic d. make sure that the Web page has a publication date ANSWER: c RATIONALE: Because information found on the Web can be published by anyone, you must assess the credibility of a Web page by examining its currency, authority, content, and accuracy. Credible sources tend to be well-edited so the content should be free of errors. Although the Web page may have print versions of its content, the existence of print versions is not necessary for establishing the Web page’s credibility. Though a publication date can contribute to enhancing the Web page’s credibility, it is not necessary. Copyright Cengage Learning. Powered by Cognero. Page 6 25. Which of the following is an example of an open-ended survey question? a. What should the bookstore do about plastic bags? b. How many times have you visited the bookstore this semester? c. Would you be willing to change to another method of ordering books? d. All of these are open-ended questions. ANSWER: a RATIONALE: What should the bookstore do about plastic bags? is the only open-ended question; while it may yield some interesting perceptions, the responses would be difficult to quantify and tabulate. 26. Surveys, which are used to collect firsthand data, have many advantages. One advantage is that ______. a. those who respond to mailed or online surveys exactly represent the overall population b. respondents can be relied on to respond openly and truthfully to anonymous surveys c. data can be gathered economically and efficiently d. return rates for online and mailed surveys are typically over 90 percent ANSWER: c RATIONALE: Surveys gather data economically and efficiently, but response rates may be very low, respondents may distort the truth, and those who respond may not represent an accurate sample of the general population. 27. Brittany is writing a business report about protecting workplace data and will be conducting an interview with a data security expert. She should call before the interview to confirm the arrangements, learn about the individual she is interviewing, and _______. a. make her questions biased to the answers she hopes to receive b. use dominant body language to show that she is in charge of the interview c. ask open-ended questions rather than yes-or-no questions to draw out responses from the expert d. take notes rather than recording the interview because a recorder may inhibit the expert from speaking openly ANSWER: c RATIONALE: In developing her questions, Brittany should use open-ended questions so as to draw out the responses from the expert. She should also be prepared to take notes should the recording device fail, dress professionally, use her body language to convey respect, adopt a courteous and respectful attitude, watch the time, and end graciously. 28. Documenting data properly in business reports is important because it strengthens your argument, protects you from charges of plagiarism, and _______. a. makes your report longer b. establishes your skill as a researcher c. makes your report more concise d. saves time. ANSWER: d RATIONALE: Documenting data can strengthen your argument, protect you from charges of plagiarism, help the reader pursue the topic further, and save time. The world of business moves quickly, so words and ideas must often be borrowed, which is acceptable when credit is given to sources. Copyright Cengage Learning. Powered by Cognero. Page 7 29. Which of the following describes what plagiarism is? a. Plagiarism involves using good data from reputable sources to increase your credibility and to enhance the logic of your reasoning. b. Plagiarism only happens in academic settings. c. Plagiarism is the act of using others’ ideas without proper documentation or by paraphrasing poorly. d. Plagiarism occurs when writers acknowledge the sources of their researched information. ANSWER: c RATIONALE: Plagiarism is the act of using others’ ideas without documenting properly or by paraphrasing poorly. It happens in both academic and business settings. However, you can avoid charges of plagiarism by knowing what to document and by developing good research habits. 30. Which of the following statements would need to be documented in a report? a. Tornadoes caused extensive loss of property and lives in Missouri. b. You can get an idea of how dangerous a tornado is by its rating. c. Damaging winds, common in strong tornadoes, caused problems for the residents of Missouri. d. The Fujita-Pearson tornado scale rates tornadoes with wind speeds of 261 to 318 miles per hour as F5 storms. ANSWER: d RATIONALE: You must document information that is not common knowledge. The statement that is not common knowledge is "The Fujita-Pearson tornado scale rates tornadoes with wind speeds of 261 to 318 miles per hour as F5 storms." 31. Which of the following is an effective strategy when paraphrasing? a. Read the original material intently to make sure that you can use the same vocabulary. b. Write your own version without looking at the original. c. Repeat the grammatical structure of the original, replacing words with synonyms. d. Borrow specific language to make sure that you covered the main points. ANSWER: b RATIONALE: When paraphrasing, you should avoid repeating the grammatical structure of the original. 32. Which of the following is a valid purpose for using direct quotation? a. To duplicate exact wording before criticizing an idea b. To avoid giving your own opinion c. To add length to a researched document d. To provide subjective background information ANSWER: a RATIONALE: Use quotations only to provide objective background data, to cite experts, to repeat precise phrasing, or to duplicate exact wording before criticizing. 33. Which of the following will help you avoid common problems when using direct quotations in a report? a. Beware of overusing quotations because you may appear as if you have no ideas of your own. b. If you use a direct quotation, don't dilute its impact by summarizing it or introducing it in your own words. Copyright Cengage Learning. Powered by Cognero. Page 8 c. Place the direct quotation in quotation marks but change a few words to show you have your own ideas. d. Avoid using any direct quotations in a report. ANSWER: a RATIONALE: You should beware of overusing quotations because readers may think that you have few ideas of your own. In addition, always summarize a direct quote before you present it and keep its exact wording. 34. When you must use a long quotation, which of the following guidelines should you follow? a. Put it directly at the start of the paragraph b. Summarize and introduce it in your own words c. Put another long quotation after it. d. Put the long quotation as the first sentence of the introduction ANSWER: b RATIONALE: When you need to use a long quotation, try to summarize and introduce it in your own words so that readers can know the gist of the quotation before they read it. 35. To avoid charges of copyright infringement, you should _______. a. include a footnote to all information b. use information only from Internet sites c. ask permission only when using information from a legal publication d. assume that all intellectual property is copyrighted ANSWER: d RATIONALE: To avoid charges of copyright infringement, assume that all intellectual property is copyrighted, realize that Internet items and resources are not in the public domain, observe fair-use restrictions, and ask for permission. Also, remember that including a footnote will prevent charges of plagiarism but not copyright infringement. 36. Graphics are important in business reports because _______. a. they save the writer time b. readers grasp meaning from visuals more quickly than from text c. they allow for the distortion of data d. written text is becoming outdated ANSWER: b RATIONALE: Graphics are important in business reports primarily because readers grasp meaning from visuals more quickly than they do from written text. 37. Which of the following is the first element to consider when selecting an appropriate graphic for a report? a. The length of your report b. Your word processing abilities c. Your report's organizational pattern Copyright Cengage Learning. Powered by Cognero. Page 9 d. Your objective ANSWER: d RATIONALE: When selecting a graphic for a report, you must consider your objective, and then select a graphic that will convey this information most effectively. 38. Yolanda must include a long table in a report she is preparing on employee Internet use. What advice should she follow when creating the table? a. Avoid distracting her readers with shading. b. Place the table as close as possible to its text discussion. c. Leave missing data blank. d. Because the emphasis is on the data, avoid the use of headings for each row. ANSWER: b RATIONALE: Yolanda should place the table as close as possible to its text discussion. She should also use "N/A" to note missing data, use clear headings for each row and column, and shade alternate lines in longer tables. 39. What type of graphic illustrates changes in data over time? a. Line chart b. Flowchart c. Pie chart d. Table ANSWER: a RATIONALE: Line charts are useful for demonstrating changes in quantitative data over time. 40. The major advantage of line charts is that they _______. a. compare related items b. present large amounts of data c. show the proportion of parts to a whole d. demonstrate trends ANSWER: d RATIONALE: The major advantage of line charts is that they can demonstrate trends. 41. Which statement about pie charts is correct? a. Pie charts are most appropriate for technical audiences. b. Pie charts are most useful for showing percentages. c. Pie charts are more flexible than bar or line charts. d. Pie charts can be confusing to readers because of the use of multiple colors. ANSWER: b RATIONALE: Pie charts, or circle graphs, enable readers to see a whole and the proportion of its components. Although less flexible than bar or line charts, pie charts are useful for showing percentages. Copyright Cengage Learning. Powered by Cognero. Page 10 42. In her letter to policyholders, Min Yi needs to include a graphic depicting the procedure a policyholder follows when filing a claim. Which of the following graphics would help her achieve her objective? a. Organizational chart b. Flowchart c. Illustration d. Table ANSWER: b RATIONALE: Procedures are simplified and clarified by diagramming them in a flowchart, because flowcharts help the reader visualize a process. 43. Which of the following pieces of advice regarding the use of graphics in a report is accurate? a. Use restraint when using color. b. Don't introduce a graphic; a good graphic should communicate information clearly by itself. c. Avoid summarizing the main point of the graphic. d. Avoid the use of headings on a graphic. ANSWER: a RATIONALE: Use some restraint with color––too much color or decorations can be distracting or confusing to readers. 44. The front matter components of a formal report typically include: report cover, title page, letter of transmittal, table of contents, and _______. a. budget b. list of figures or tables c. appendix d. schedule ANSWER: b RATIONALE: Although some front matter components of a formal report are optional, these components typically appear in the following order when they are included within a formal report: report cover, title page, letter or memo of transmittal, table of contents, list of figures or tables, and executive summary. 45. What is the purpose of a letter or memo of transmittal? a. To announce the topic of the report b. To provide a list of sources used within the report c. To introduce the writer of the report d. To designate the parts of the report ANSWER: a RATIONALE: A letter or memo of transmittal announces the topic of the report and tells how it was authorized; briefly describes the project; highlights the report's findings, conclusions, and recommendations; and closes with appreciation for the assignment or instruction for follow-up actions. 46. What advice should you follow when preparing a table of contents? a. Avoid leaders (spaced dots) on a table of contents to avoid confusing the reader. Copyright Cengage Learning. Powered by Cognero. Page 11 b. Include only the front matter components and the main body headings and subheadings. c. Center all major headings. d. Title the page Contents or Table of Contents. ANSWER: d RATIONALE: Label this page "Contents" or "Table of Contents" and include all front matter components, the body section's main headings and subheadings, and any back matter sections. In addition, left-align all major headings, and include leaders to help the reader locate the appropriate page numbers. 47. The purpose of an executive summary is to _______. a. announce the topic of the report and tell how it was authorized b. secure funding c. present an overview of a longer report for people who may not have time to read the entire document d. show the main sections of a report ANSWER: c RATIONALE: The purpose of an executive summary is to present an overview of a longer report for people who may not have time to read the entire document. 48. What information should be included in the introduction of a formal report? a. Copies of surveys b. A discussion of the report findings c. Conclusions and recommendations d. Explanation of the problem ANSWER: d RATIONALE: The introduction of a formal report typically includes an explanation of the problem, relevant background information, the significance and scope of the report, and an organizational preview. It may also incorporate the name of the individual who commissioned the report, a literature review, a definition of terms, and a description of primary and secondary sources 49. The body of a formal report should _______. a. define important and unfamiliar terms b. identify the individuals responsible for commissioning the report c. discuss, analyze, interpret, and evaluate the research findings or solution to the problem d. include a description of all secondary and primary data collected during the research phase of writing the report ANSWER: c RATIONALE: The body of a formal report should discuss, analyze, interpret, and evaluate the research findings or solution to the problem. 50. When developing a bibliographic list of sources for a formal report, the writer should _______. a. include only published sources within your bibliographic list b. label the page "Works Cited" when using either the APA or MLA format Copyright Cengage Learning. Powered by Cognero. Page 12 c. list the sources in alphabetical order d. omit the bibliographic list of sources because the in-text citations will identify each source used within the report ANSWER: c RATIONALE: When developing a bibliographic list of sources, arrange all published and unpublished sources in alphabetical order. In addition, title the page "Works Cited" when using the MLA format or "References" when using the APA format. Regardless of the documentation format, include the author, title, publication, date of publication, page number, and other significant data for all ideas or quotations used in the report. 51. In crafting the introduction to a proposal, you should make the proposal more persuasive by including a hook that either hints at extraordinary results, promises low costs, or _______. a. mentions a remarkable resource b. keeps results general to avoid liability c. mentions past successes with other companies d. gives information from easily available resources ANSWER: a RATIONALE: Effective proposal openers state the reasons for the proposal and highlight the writer's qualifications. They also "hook" readers by focusing on the audience's specific needs and benefits through hints of extraordinary results, promises of low costs or speedy results, or references to remarkable resources available exclusively to the writer. 52. To help busy decision makers quickly understand the qualifications of the team who will complete the work, the staffing section of a business report should _______. a. attach copies of their full resumes b. provide a summary highlighting their credentials c. include letters of recommendations from other clients d. include links to their LinkedIn profiles ANSWER: b RATIONALE: A proposal should include a staffing section that describes the qualifications, credentials, and expertise of the project leaders. This information not only promotes the writer's staff but also proves to the potential client that qualified people will be on board to implement the project. To make the information more readily accessible to busy decision makers, provide a summary highlighting their credentials. 53. Proposals are informative documents used to educate readers. a. True b. False ANSWER: False RATIONALE: Proposals are persuasive offers to solve problems, provide services, or sell products. 54. All proposals should use easy-to-understand language and show the value and benefits of the product or services being recommended. Copyright Cengage Learning. Powered by Cognero. Page 13 a. True b. False ANSWER: True RATIONALE: All proposals share two significant characteristics: they use easy-to-understand language, and they show the value and benefits of the product or services being recommended. 55. Because proposals are often selling products and services, they should always be written using a formal tone. a. True b. False ANSWER: False RATIONALE: Proposals may be formal or informal depending on the purpose and audience. They may also be internal or external and solicited or unsolicited. 56. In a solicited proposal, your goal is to convince the reader that a problem exists. a. True b. False ANSWER: False RATIONALE: In an unsolicited proposal, your goal is to convince the reader that a problem exists. In a solicited proposal, your aim is to persuade the reader that you understand the reader's issues and that you have a realistic solution. 57. In the proposal, plan, and schedule section of a business proposal, your goal is to explain your plan for solving the problem. a. True b. False ANSWER: True RATIONALE: In the proposal, plan, and schedule section of a business proposal, your goal is to explain your plan for solving the problem. This section may also include an implementation plan that specifies research methods and a schedule or timetable of activities. 58. A proposal could become legally binding if accepted by the customer. a. True b. False ANSWER: True RATIONALE: Because a proposal could become legally binding if accepted by the customer, the budget must be carefully researched; you can't raise the price later even if your costs increase. 59. The conclusion of a proposal should remind the reader of the proposal's key benefits and make it easy for the reader to respond. a. True b. False Copyright Cengage Learning. Powered by Cognero. Page 14 ANSWER: True RATIONALE: The closing section of a proposal should remind the reader of the proposal's key benefits and make it easy for the reader to respond. It may also include a project completion date as well as a deadline date beyond which the proposal offer will no longer be in effect. 60. Unlike a business proposal, a formal business report presents findings and recommendations based on research and data analysis. a. True b. False ANSWER: True RATIONALE: Formal business reports are similar to formal proposals in length, organization, and tone. However, formal business reports present findings and recommendations based on research and data analysis. 61. The first step in preparing a report is to conduct research. a. True b. False ANSWER: False RATIONALE: The first step of every report should begin with the writing of a purpose statement that defines the focus of the report and provides a standard that keeps the project on target. Purpose statements include action verbs that tell the reader what you intend to do. 62. A primary goal of business report writing should be to present key findings that are relevant to your audience. a. True b. False ANSWER: True RATIONALE: Effective report writers know the information their readers want and need; your goal is to present key findings that are relevant to your target audience. 63. Formal report writers conduct most of their research using primary sources. a. True b. False ANSWER: False RATIONALE: Formal report writers conduct most of their research using secondary, not primary, sources. Secondary information has been previously analyzed and compiled in books, articles, Web documents, podcasts, correspondence, and annual reports. 64. A report discussing the correct procedure to process customer complaints should be organized using a chronological order. a. True b. False Copyright Cengage Learning. Powered by Cognero. Page 15 ANSWER: True RATIONALE: Information sequenced along a time frame is arranged chronologically. This plan is effective for presenting historical data or for describing a procedure such as the process for handling customer complaints. 65. Focusing on the mechanics of a business report during the proofreading stage involves assessing its overall visual appeal. a. True b. False ANSWER: False RATIONALE: The final step in preparing a formal business report involves proofreading its mechanics, which involves looking for errors in grammar, punctuation, and spelling (not visual appeal). 66. Secondary data come from reading what others have published, experienced, or observed. a. True b. False ANSWER: True RATIONALE: Data fall into two broad categories, primary and secondary. Primary data result from firsthand experience and observation. Secondary data come from reading what others have published, experienced, or observed. 67. An advantage of secondary data over primary data is that secondary data are easier and cheaper to develop. a. True b. False ANSWER: True RATIONALE: Secondary data sources are easier and cheaper to gather than primary data sources. 68. Because of the vast amount of information available online, print resources are no longer considered credible sources for business reports. a. True b. False ANSWER: False RATIONALE: Although most report writers look first online for resource material, print material such as books and periodicals can also be very useful for historical or scholarly information. 69. A database is a collection of information stored digitally so that it is accessible by computers and mobile electronic devices. a. True b. False ANSWER: True RATIONALE: A database is a collection of information stored digitally so that it is accessible by computers and mobile electronic devices. Databases provide bibliographic information and full-text documents. Copyright Cengage Learning. Powered by Cognero. Page 16 70. Information about who sponsors a Web page is important to look for in assessing its authority and, in turn, its credibility. a. True b. False ANSWER: True RATIONALE: Web content isn't always reliable. Anyone posting a website is a publisher without any quality control or guarantee. Therefore, you should always evaluate the currency, authority, content, and accuracy of a Web page. To determine its authority, look for who publishes or sponsors the page and whether the author can be contacted. 71. Surveys can generate primary data economically and efficiently from large groups of people. a. True b. False ANSWER: True RATIONALE: Surveys can generate primary data economically and efficiently from large groups of people. However, a survey must be constructed carefully to produce useful and accurate information. 72. When you conduct an interview, prepare closed-ended questions to ensure a variety of responses. a. True b. False ANSWER: False RATIONALE: Using open-ended questions will produce more useful report data than closed-ended (yes-or-no) questions. 73. One reason to document sources in a report is to help the reader learn more about the topic. a. True b. False ANSWER: True RATIONALE: Although documenting sources in a report will likely prevent charges of plagiarism, you should also document sources to strengthen your argument and credibility and to help readers learn more about the topic. Documenting sources is also important to provide proper credit in an ever-changing world where words and ideas are often borrowed. 74. The only item that you must document in a report is a quotation of another person's actual spoken or written words. a. True b. False ANSWER: False RATIONALE: You must document the quotations and paraphrases of another person's actual spoken or written words. However, you must also document another person's ideas, opinions, examples, or theories; any facts, statistics, graphs, and drawings that are not common knowledge; and visuals, images, and any kind of electronic media. Copyright Cengage Learning. Powered by Cognero. Page 17 75. Information that is common knowledge requires no documentation. a. True b. False ANSWER: True RATIONALE: Information that is common knowledge requires no documentation. However, you must cite sources for proprietary information such as statistics organized and reported by another source, direct quotations, and summarized ideas. 76. You can avoid plagiarism by using the grammatical structure of the original source and replacing select words with synonyms. a. True b. False ANSWER: False RATIONALE: To paraphrase effectively, read the original to comprehend its full meaning; then write your own version without looking at the original. Don't repeat the grammatical structure, and don't merely replace words with synonyms. 77. Direct quotations are often useful to provide objective data and to establish the severity of a problem as seen by experts. a. True b. False ANSWER: True RATIONALE: Effective communicators use direct quotations for three purposes only: to provide objective data and establish the severity of a problem as seen by experts; to repeat identical phrasing because of its precision, clarity, or aptness; or to duplicate exact wording before making critical statements. 78. You should assume that all intellectual property is copyrighted. a. True b. False ANSWER: True RATIONALE: You should assume that all intellectual property is copyrighted because nearly everything created privately and originally after 1989 is copyrighted and protected whether or not it has a copyright notice. 79. If your report contains complex data and numbers, using graphics can help you simplify complex ideas, emphasize key data, and _______. a. make key information easier to remember b. make subjective data look objective c. distract the reader from reading the report by focusing only on the graphics d. make the report itself irrelevant because of the clarity of the graphics ANSWER: a Copyright Cengage Learning. Powered by Cognero. Page 18 RATIONALE: Graphics clarify data, create visual interest, and make numerical data meaningful. By simplifying complex ideas and emphasizing key data, well-constructed graphics make key information more understandable and easier to remember. 80. Probably the most frequently used visual aid in reports is the table. a. True b. False ANSWER: True RATIONALE: The most frequently used visual aid in reports is the table. Because a table presents quantitative or verbal information in systematic columns and rows, it can clarify large quantities of data in small spaces. 81. The major advantage of line charts is that they show changes over time, thus indicating trends. a. True b. False ANSWER: True RATIONALE: Use line charts when you want to show changes over time or trends. 82. Pie charts are an effective visual to demonstrate a procedure. a. True b. False ANSWER: False RATIONALE: Flowcharts, not pie charts, are effective visuals to explain procedures. Pie charts are useful in showing percentages. 83. In order to help ensure that your reader will understand your graphic, tell your audience what to look for, summarize the main point of the graphic, and _______. a. place the graphic in the appendix b. place the graphic next to the point it supports c. assume the reader will reach the same conclusions you reached from the set of data d. use general directives such as The Findings are shown in Figure 3 ANSWER: b RATIONALE: Every graphic should be meaningfully introduced in the text and placed next to the point where it is mentioned. In addition, help the reader understand the significance of the graphic by telling your audience what to look for or by summarizing the main point of the graphic. Do not assume the reader will automatically reach the same conclusions from the data presented. 84. Report graphics should include a caption or title. a. True b. False ANSWER: True Copyright Cengage Learning. Powered by Cognero. Page 19 RATIONALE: You should choose an appropriate caption or title for each graphic. The caption or title may be a talking title that tells the reader what to think or a functional title that makes general references using nouns without interpreting data. 85. The front matter of a formal report refers to the preliminary sections before the body section. a. True b. False ANSWER: True RATIONALE: The front matter of a formal report refers to the preliminary sections before the body section. Some front matter components are optional, but they typically appear in this order when they are included: report cover, title page, letter or memo of transmittal, table of contents, list of figures or tables, and executive summary. 86. If included with a report, a letter or memo of transmittal should be written using the indirect strategy. a. True b. False ANSWER: False RATIONALE: A transmittal letter or memo follows the direct strategy and is usually less formal than the report itself. 87. The purpose of a table of contents is to present an overview of the report for people who may not have time to read the entire report. a. True b. False ANSWER: False RATIONALE: The purpose of an executive summary, not the table of contents, is to present an overview of a longer report for people who may not have time to read an entire report. The purpose of a table of contents is to show the main sections in a report and their page numbers. 88. The introduction should be the principal section of a formal report. a. True b. False ANSWER: False RATIONALE: The body is the principal section in a formal report. It discusses, analyzes, interprets, and evaluates the research findings or solution to the problem. It also contains the evidence that justifies the conclusion. 89. The most important section of a report to a reader is the conclusions and recommendations. a. True b. False ANSWER: True RATIONALE: The conclusions and recommendations section is important to a reader because this section explains what the findings mean. Copyright Cengage Learning. Powered by Cognero. Page 20 90. Regardless of the documentation format used, sources should be alphabetized in the bibliographic section of a report. a. True b. False ANSWER: True RATIONALE: Always alphabetize all sources within the bibliographic section of a report. 91. In which part(s) of a proposal should you state the project completion date? a. Proposal, Plan, and Schedule, and Conclusion and Authorization b. Proposal, Plan, and Schedule, and Budget c. Proposal, Plan, and Schedule d. Conclusion and Authorization ANSWER: a RATIONALE: Most writers include a schedule or timetable of activities showing the proposal’s estimated completion. Additionally, the closing section might include a project completion date. 92. A document that specifies a business or agency's requirements and solicits competitive bids from vendors is known as an RFP, which stands for _______. a. request for plan b. request for proposal c. research for proposal d. research for plan ANSWER: b RATIONALE: When government organizations or businesses have a specific need, they prepare a request for proposal (RFP), a document that specifies their requirements and solicits competitive bids from vendors. 93. How do formal reports differ from formal proposals? a. A formal report has an authorization section. b. A formal report presents thorough investigation and analysis. c. A formal report makes an offer. d. A formal report has fewer sections. ANSWER: b RATIONALE: Formal business reports are similar to formal proposals in length, organization, and tone. But instead of making an offer, formal reports present ordered information to decision makers in business, industry, government, and education and are the product of thorough investigation and analysis. 94. Preparing a written purpose statement is helpful because it defines the focus of the report and _______. a. determines the scope of the budget Copyright Cengage Learning. Powered by Cognero. Page 21 b. provides a detailed schedule c. provides a standard that keeps the project on target d. details the important deadlines ANSWER: c RATIONALE: It describes the goal, significance, and limitations of a formal report. The statement of purpose, developed in the planning stage, defines the focus of a report and provides a standard that keeps the project on target. 95. You need to write a formal report that compares different alternatives, showing before and after scenarios. Which strategy type for data arrangement should you use? a. Chronological b. Simple/Complex c. Compare/Contras t d. Importance ANSWER: c RATIONALE: Formal report writers should organize their information logically. Formal reports that aim to compare different scenarios and show before and after scenarios should use the Compare/Contrast data arrangement. 96. A collection of information stored digitally so that it is accessible by computers and mobile electronic devices is a _______. a. database b. survey monkey c. Wikipedia d. Google doc ANSWER: a RATIONALE: A database is a collection of information stored digitally so that it is accessible by computers and mobile electronic devices. Databases provide bibliographic (titles of documents and brief abstracts) and full-text documents. 97. Which of the following sources found on the Internet would be considered credible enough to include in a formal report? a. Wikipedia and other online encyclopedias b. Information found in discussion forums c. A personal blog d. Library databases ANSWER: d RATIONALE: Library databases are an extremely credible source, providing a wide array of articles, business reports, company profiles, government data, reviews, and directories. Information on the Internet is less reliable than information from traditional sources. Blogs and discussion forums, for example, change constantly and may disappear altogether, preventing your source from being verified. Wikipedia is generally crowdsourced, providing uneven and too general quality of information. Copyright Cengage Learning. Powered by Cognero. Page 22 98. Information that is common knowledge requires no documentation. Which of the following is an example of common knowledge? a. The Wall Street Journal is a popular business newspaper. b. Bangladesh is the fastest growing c

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