Deck 13: Completing Reports and Proposals

Question 1

A synopsis is generally more comprehensive than an executive summary.

Answer 1

False

Question 2

A report title always starts with "A Study of" or "A Report on."

Answer 2

False

Question 3

For a skeptical or hostile audience,you use an informative synopsis instead of a descriptive one.

Answer 3

False

Question 4

Even when you use computers to generate your reports,you need to allow extra time for formatting and production.

Question 5

The letter of acceptance is the reply to the letter of authorization.

Question 6

Unlike a synopsis,an executive summary may contain headings and visual aids.

Question 7

The table of contents should always include all levels of headings for the report.

Question 8

An introduction is never longer than a paragraph or two.

Question 9

Many reports,especially short ones,do not require a synopsis or executive summary.

Question 10

Every component of a formal report should start on a new page.

Question 11

A synopsis of a 15-page report is at least two pages long.

Question 12

If a report does not have a synopsis,the letter of transmittal can be used to summarize the major findings,conclusions,and recommendations.

Question 13

It is sometimes acceptable for the title page to serve as the report cover.

Question 14

The letter of transmittal says what you would say if you were handing the report directly to someone.

Question 15

Length,audience expectations,and organizational traditions all dictate what is included in formal reports.

Question 16

The more formal a report,the greater number of components it is likely to contain.

Question 17

The letter of transmittal should use the indirect approach,especially if the report is an analytical one.

Question 18

Covers for reports are usually blank sheets of card stock that serve to protect the contents.

Question 19

Because they fall at the beginning of a report,the prefatory parts are usually written first.

Question 20

With the advent of sophisticated computer tools for producing reports,more and more employees are turning over the production of their reports to a special department set up for that purpose.

Question 21

When checking over your report,you shouldn't consult others because they do not know your work.

Question 22

When you proofread the text part of a report,you should look for the same types of mistakes as you would look for in any business message.

Question 23

To complete a successful business report ???????___________________

A) subcontract the work to a business writing firm.
B) revise, produce, proofread, and distribute.
C) evaluate the design elements, revise, and distribute.
D) Produce, revise, and distribute.

Question 24

The close of the report should always be very detailed and lengthy because it is the last chance you have to communicate with the reader.

Question 25

An appendix contains materials related to the report but not included in the text because they are too lengthy,are too bulky,or perhaps not relevant to everyone in the audience.

Question 26

A formal report ______________

A) must be at least 10 pages long.
B) is always for outsiders; internal reports are always informal.
C) is informational as opposed to analytical.
D) has a professional appearance and an impersonal tone.

Question 27

The letter of transmittal ___________________

A) introduces your report to your audience.
B) has a more formal style than the report itself.
C) is usually included as an appendix.
D) is all of the above.

Question 28

The organization of an unsolicited proposal is loosely based on the details in the RFP.

Question 29

A synopsis or executive summary is less useful in a formal proposal than in other types of formal reports.

Question 30

The purpose of the title fly is to ___________________

A) give the name of the company for which the report has been prepared.
B) add a touch of formality to the report.
C) protect the report from dirt and careless handling.
D) provide a page for the reader to make notes on.

Question 31

The "Summary" of a report is another name for the report's conclusions.

Question 32

The most common items to include in an appendix are the bibliography and the index.

Question 33

The goal of a proposal is to impress readers with your professionalism and to make your offering and your company stand out from the competition.

Question 34

In addition to the title and submission date,the title page of a formal report should include information on ___________________

A) the authorizer and the preparer.
B) the authorizer and the recipient.
C) the contents.
D) the copyright.

Question 35

When proofreading it is helpful to have one expert person check for technical details and one non-expert person make sure it's understandable.

Question 36

Which of the following is included in the prefatory parts of a formal report?

A) Introduction
B) Letter of authorization
C) Body
D) Summary

Question 37

An index is always formatted in APA style format.

Question 38

Most proposals have many supplementary parts.

Question 39

A good introduction will often invite the reader to continue reading by telling them what the report is about,why they should be concerned,and how the report is organized.

Question 40

If a proposal is unsolicited,the letter of transmittal should follow the format for persuasive messages.

Question 41

In a formal proposal,a synopsis or executive summary may be ___________________

A) essential for highlighting your competitive advantage.
B) useful if the proposal is fairly short.
C) placed in an appendix.
D) less useful than in a formal report.

Question 42

The close portion of a formal proposal provides an opportunity to ___________________

A) include a copy of the RFP.
B) state when the work will begin and end.
C) urge the reader to act.
D) add that little bit extra.

Question 43

Transmittal letters for unsolicited proposals should follow the form for ___________________

A) persuasive messages.
B) bad-news messages.
C) good-news messages.
D) routine messages.

Question 44

The key findings or points of a report are stated in the ___________________

A) executive summary.
B) conclusions.
C) recommendations.
D) notes.

Question 45

Which of the following is a supplementary part of a report?

A) Letter of transmittal
B) Index
C) Executive summary
D) Letter of authorization

Question 46

The letter of __________ conveys the report to the readers.

Question 47

An executive summary ___________________

A) is never longer than a few paragraphs.
B) may contain headings and visual aids.
C) comes before the synopsis in the prefatory section of a report.
D) is always included with reports longer than 10 pages.

Question 48

Proofreading the textual part of your report is ______________________________

A) more important than proofreading other types of documents because reports usually have more typographical errors.
B) usually quick because the visual aids in reports don't usually need proofing.
C) essentially the same as proofreading any business message.
D) is not necessary because word-processors catch grammar and spelling errors.

Question 49

Which of the following is a good way to avoid the legal and ethical problems of plagiarism? Provide ___________________

A) a description of the sources and methods used.
B) an overview of the report's organization.
C) definitions of terms used in the report.
D) source documentation in a bibliography.

Question 50

The __________ is a plain sheet of paper with only the title of the report on it.

Question 51

The cover,title page,and table of contents are among the __________ parts of a formal report.

Question 52

A main purpose of the text of a proposal is to ___________________

A) capture the reader's attention.
B) explain the complete details of the solution.
C) make whatever promises it takes to win the contract.
D) summarize the problem.

Question 53

The table of contents for a complex formal report lists ___________________

A) every level of heading in the report plus all illustration and table titles.
B) only the top two or three levels of headings plus prefatory and supplementary parts.
C) everything but prefatory parts.
D) everything but supplementary parts.

Question 54

In the body section of a proposal,you ___________________

A) summarize the problem and your solution.
B) emphasize the benefits of your solution.
C) describe how you'll accomplish what must be done.
D) do all of the above.

Question 55

Materials in an appendix may not be incorporated into the text because ___________________

A) they are controversial.
B) they include bad news.
C) they are not directly relevant.
D) they are boring.

Question 56

The synopsis section of a formal report ___________________

A) is a concise overview of the report's most important points.
B) is a short summary containing subheadings and visual aids.
C) is usually anywhere from two to five pages.
D) is all of the above.

Question 57

The prefatory parts of a formal proposal may include ___________________

A) a letter of authorization.
B) a copy of the RFP.
C) an index.
D) visual aids.

Question 58

Formal proposals must be ____________________________

A) produced with a high degree of polish and professionalism.
B) as brief as possible.
C) produced using presentation software.
D) produced in the same format as a formal report.

Question 59

The difference between formal proposals and other formal reports lies mainly in ___________________

A) the text.
B) the introduction.
C) the prefatory parts.
D) the appendices.

Question 60

A letter of __________ is a written acknowledgment of the letter of authorization.

Question 61

What is one advantage of starting each section of your report on a separate page?

Question 62

Briefly explain the difference between a synopsis and an executive summary.

Question 63

Explain why it is generally best to prepare the prefatory parts of your report after you've written the text.

Question 64

The appendix,bibliography,and index make up the __________ parts of a formal report.

Question 65

A(n)__________ is a fully developed "mini" version of the report itself.

Question 66

Instead of a letter of authorization,a proposal contains a(n)__________ issued by the client.

Question 67

A(n)__________ is a list of sources consulted when preparing a report.

Question 68

List at least three types of materials commonly included in appendixes.

Question 69

When should you include a separate list of illustrations with your report?

Question 70

A(n)__________ contains materials that are too lengthy or too bulky to include in the main body of a report.

Question 71

Explain the difference between a title fly and a title page.

Question 72

What is an RFP,and what does it often take the place of in formal proposals?

Question 73

List at least three elements normally included in the body of a formal proposal.

Question 74

Briefly explain the difference between an informative synopsis and a descriptive synopsis.

Question 75

A writer's summary of the main ideas,conclusions and recommendations (if any)would typically be placed in a section labeled __________.

Question 76

A(n)__________ synopsis presents the main points of a report in the order in which they appear in the text.

Question 77

What three main parts make up the text of a report?

Question 78

A(n)__________ synopsis simply tells what the report is about.

Question 79

Describe the primary function of the letter of transmittal.

Question 80

List at least three factors that can help you decide what parts to include in a business report.