Deck 21: Writing Long Reports

Question 1

The 'Front Matter'

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

Answer 1

A

Question 2

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

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

Answer 2

A

Question 3

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

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

Answer 3

A

Question 4

Formal reports

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

Question 5

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

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

Question 6

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

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

Question 7

Factual and objective information is always presented in the

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

Question 8

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

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

Question 9

What is the indirect sequence in report writing?

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

Question 10

When you write a report,you should

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

Question 11

What is the preferred report-writing style?

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

Question 12

The 'authorisation document' section of a long report should be included in

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

Question 13

How a report is organised affects

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

Question 14

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

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

Question 15

Which is a bad report writing habit?

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

Question 16

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

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

Question 17

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

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

Question 18

Which of the following are suggested ways to order information logically?

A)Cause to effect
B)Chronological order and order of importance
C)Inductive and deductive order
D)Problem-solving order

Question 19

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

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

Question 20

Sussams 1993 suggests three basic factors to establish a set of rules for the long report format.They are

A)introduction,body and conclusion
B)clarity,appearance and convenience
C)the 'you' approach,passive voice and inclusive language
D)chronological sequence,inductive order and deductive order

Question 21

Headings and numbering systems in long reports

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

Question 22

The signature block contains

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

Question 23

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

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

Question 24

What can be placed in appendices?

A)Statistics,surveys or questionnaires used in research,additional graphs,and extracts from journals and newspapers
B)Notations and signature block
C)References or bibliography
D)List of illustrations and executive summary

Question 25

Why or when should graphics be used in a report?

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

Question 26

The 'letter of transmittal' in a long report

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

Question 27

The final section of a long report

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

Question 28

The bibliography

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

Question 29

What is the purpose of editing the long report?

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

Question 30

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

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

Question 31

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

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

Question 32

Which of the following is the role of the executive summary in a long report? It provides

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

Question 33

What does the 'end matter' include?

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

Question 34

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

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

Question 35

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

Question 36

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

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

Question 37

Graphics should be placed in an appendix when they

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

Question 38

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

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

Question 39

What is the central aim in writing a long report?

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

Question 40

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

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

Question 41

Informational reports deliver data and information and make recommendations.

Question 42

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

Question 43

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

Question 44

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

Question 45

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

Question 46

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

Question 47

Objectivity is based on opinion rather than thinking.

Question 48

The planning of a report is complete when an appropriate outline and order of presentation is developed.

Question 49

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

Question 50

An analytical report does not make recommendations.

Question 51

In many cases,a report is written in response to a request from another person who will have no expectations about the final document,its purpose and what it will achieve.

Question 52

Report-writing style uses personal pronouns and unemotional language.

Question 53

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

Question 54

The recommendation section should begin with an interrogative.

Question 55

In an analytical report the reader's interest will focus on the significance of the problem identified in the report,the practicality of the solution in terms of cost and the duration and effect on other operations.

Question 56

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

Question 57

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

Question 58

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

Question 59

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

Question 60

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

Question 61

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

Question 62

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

Question 63

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

Question 64

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

Question 65

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

Question 66

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

Question 67

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

Question 68

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

Question 69

What are the steps in the editing process? Discuss the different types of editing,and explain why each is important,based on concepts discussed in Chapter 21.

Question 70

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

Question 71

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

Question 72

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