Question 1

Readers who do not have time to read your entire report will typically read only the…
A) Introduction
B) Significance
C) Summary
D) Results

Accepted Answer

None of your readers will read your entire report unless it's a single page. Different readers will read different sections of your report according to their needs. Almost all your readers will read the summary-make sure this section exemplifies clarity and conciseness. The busier your reader, particularly those who receive dozens and hundreds of documents daily, the more important are directness, clarity, and conciseness if you want this reader to read your document. If a report doesn't have a concise, readable summary, readers will flip to the end to find the conclusions. If they can't find those easily, they likely will not read any portion of the report.

Question 2

What does a recommendation report focus on?
A) Creativity
B) Providing statistics.
C) Providing recommendations.
D) Providing information for instructions.

Accepted Answer

Analysis reports go beyond just providing information. Analysis reports generally evaluate data, draw conclusions, and provide recommendations based on the data analysis. There are several different types of analysis reports, each serving a specific purpose.
F1F1F1S1F1F1F10Recommendation report - Focuses on a recommendation.

Question 3

A report that describes and evaluates work being done on a project, money expended, and other information associated with the project is what type of report?
A) Evaluation report
B) Status report
C) Progress report
D) Both b and c are correct.

Accepted Answer

Analysis reports go beyond just providing information. Analysis reports generally evaluate data, draw conclusions, and provide recommendations based on the data analysis. There are several different types of analysis reports, each serving a specific purpose.
F1F1F1S1F1F1F10Progress report (status report) - Informs and analyses by describing and evaluating the work done on a project, the money expended, and problems encountered.

Question 4

A report that analyzes a problem and presents possible solutions to the problem, criteria for determining the best solution, and expresses the best solutions based on the criteria determined is what type of report?
A) Conciseness
B) Readability
C) Images
D) Both a and b are correct.

Accepted Answer

Analysis reports go beyond just providing information. Analysis reports generally evaluate data, draw conclusions, and provide recommendations based on the data analysis. There are several different types of analysis reports, each serving a specific purpose.
F1F1F1S1F1F1F10Recommendation report - Focuses on a recommendation.
F1F1F1S1F1F1F10Evaluation report - Focuses on the evaluation of personnel, data, financial options, or possible solutions to problems or avenues for exploration.
F1F1F1S1F1F1F10Feasibility report - Analyzes a problem, presents possible solutions to the problem, determines criteria for assessing the solutions, assesses the solutions against the criteria, and then shows the best solution(s) based on the reported analysis of the solutions. The analysis underpins the conclusions and any recommendations. Based on available resources, the writer determines criteria against which to measure possible solutions as well as methods of applying criteria and analyzing solutions against the criteria.
F1F1F1S1F1F1F10Progress report (status report) - Informs and analyses by describing and evaluating the work done on a project, the money expended, and problems encountered.
F1F1F1S1F1F1F10Trip report - Documents information gathered on a trip, evaluates this information, and may suggest actions based on findings.
F1F1F1S1F1F1F10Personnel report - Describes an employee's performance, analyzes effectiveness, suggests methods of improvement, and estimates the employee's potential for promotion.
F1F1F1S1F1F1F10Economic justification report - Explains the cost of a project or action and then argues for the cost-effectiveness of the project.

Question 5

If you recently travelled for a work event and was asked to report on what you discovered at the event, what type of report would you be writing?
A) Evaluation report
B) Trip report
C) Recommendation report
D) Feasibility report

Accepted Answer

Analysis reports go beyond just providing information. Analysis reports generally evaluate data, draw conclusions, and provide recommendations based on the data analysis. There are several different types of analysis reports, each serving a specific purpose.
F1F1F1S1F1F1F10Trip report - Documents information gathered on a trip, evaluates this information, and may suggest actions based on findings.

Question 6

A report that analyzes a problem and presents possible solutions to the problem, criteria for determining the best solution, and expresses the best solutions based on the criteria determined is what type of report?
A) Conciseness
B) Readability
C) Images
D) Both a and b are correct.

Accepted Answer

Analysis reports go beyond just providing information. Analysis reports generally evaluate data, draw conclusions, and provide recommendations based on the data analysis. There are several different types of analysis reports, each serving a specific purpose.
F1F1F1S1F1F1F10Recommendation report - Focuses on a recommendation.
F1F1F1S1F1F1F10Evaluation report - Focuses on the evaluation of personnel, data, financial options, or possible solutions to problems or avenues for exploration.
F1F1F1S1F1F1F10Feasibility report - Analyzes a problem, presents possible solutions to the problem, determines criteria for assessing the solutions, assesses the solutions against the criteria, and then shows the best solution(s) based on the reported analysis of the solutions. The analysis underpins the conclusions and any recommendations. Based on available resources, the writer determines criteria against which to measure possible solutions as well as methods of applying criteria and analyzing solutions against the criteria.
F1F1F1S1F1F1F10Progress report (status report) - Informs and analyses by describing and evaluating the work done on a project, the money expended, and problems encountered.
F1F1F1S1F1F1F10Trip report - Documents information gathered on a trip, evaluates this information, and may suggest actions based on findings.
F1F1F1S1F1F1F10Personnel report - Describes an employee's performance, analyzes effectiveness, suggests methods of improvement, and estimates the employee's potential for promotion.
F1F1F1S1F1F1F10Economic justification report - Explains the cost of a project or action and then argues for the cost-effectiveness of the project.

Question 7

What category of reports do internal communications fall under?
A) Formal
B) Professional
C) Category report
D) Informal

Accepted Answer

Reports generally fall into two categories: informal reports, used for daily internal communications in business organizations, and formal reports, generated for readers outside the organization or for internal use on major projects. The two kinds of reports share similarities in structure and major components. They differ principally in length and in format.

Question 8

What element of a memo heading refers to a previously written report, company policies, or to items such as engineering specifications and legal issues?
A) Refers To
B) Action Items
C) Required Reading
D) References

Accepted Answer

Common elements of memo headings usually include the following: Date, To, From, Subject, Reference, Action Required, and Distribution List. The Reference heading refers to previously written reports, to company policies, or to items such as engineering specifications and legal issues. Make sure your readers have what they need and understand how your report links to previous reports and documents.

Question 9

What memo heading displays what you need your readers to do after reading the memo?
A) To Do Task
B) What Is Required?
C) Subject
D) Action Required

Accepted Answer

Common elements of memo headings usually include the following: Date, To, From, Subject, Reference, Action Required, and Distribution List. If you need your reader(s) to respond to your report by performing a certain action by a certain date, then you indicate it in the Action Required element. For example, "Your approval needed by 5/10/2018."

Question 10

What is a common section of an informal technical report?
A) Subject
B) Summary
C) Discussion
D) All of the above.

Accepted Answer

Technical reports follow a common structure and order of information provided under common section headings. Main section headings and subheadings include:
Introduction - Introduces the content to be covered in the report.
F1F1F1S1F1F1F10Subject or report topic - What is your report about?
F1F1F1S1F1F1F10Report purpose - What do you want your report to accomplish? Often, you can combine the report topic and purpose into one sentence. If possible, begin the report with a sentence or two that states the subject and purpose. For many routine reports, a subject/purpose statement will give readers what they need.
F1F1F1S1F1F1F10Background or rationale - What issues led to the need for this report? Place in a separate paragraph if you must write more than one paragraph.
F1F1F1S1F1F1F10Report development - Simply state how you will develop the report, mentioning each topic you will cover in the order you will cover it. This quick overview lets readers know what to expect and helps prevent surprise or disappointment.
Summary - The summary determines the success of many reports. Many readers who receive copies simply as information will read only the introduction and the summary. The summary should tell your readers the essential points and findings in the report. Informal reports may combine the introduction and summary into one paragraph, consisting of the key points and the purpose.
Discussion - This section develops each point that you state you will discuss in the introduction.
Conclusion - The conclusion ties together what you have presented and states the main ideas you want readers to remember.

Question 11

In what section of a technical report do you support each point you stated in the introduction?
A) References
B) Conclusion
C) Discussion
D) Introduction

Accepted Answer

Technical reports follow a common structure and order of information provided under common section headings. Main section headings and subheadings include:
Introduction - Introduces the content to be covered in the report.
F1F1F1S1F1F1F10Subject or report topic - What is your report about?
F1F1F1S1F1F1F10Report purpose - What do you want your report to accomplish? Often, you can combine the report topic and purpose into one sentence. If possible, begin the report with a sentence or two that states the subject and purpose. For many routine reports, a subject/purpose statement will give readers what they need.
F1F1F1S1F1F1F10Background or rationale - What issues led to the need for this report? Place in a separate paragraph if you must write more than one paragraph.
F1F1F1S1F1F1F10Report development - Simply state how you will develop the report, mentioning each topic you will cover in the order you will cover it. This quick overview lets readers know what to expect and helps prevent surprise or disappointment.
Summary - The summary determines the success of many reports. Many readers who receive copies simply as information will read only the introduction and the summary. The summary should tell your readers the essential points and findings in the report. Informal reports may combine the introduction and summary into one paragraph, consisting of the key points and the purpose.
Discussion - This section develops each point that you state you will discuss in the introduction.
Conclusion - The conclusion ties together what you have presented and states the main ideas you want readers to remember.

Question 12

What do the prefatory elements of formal report allow your reader to do?
A) Skip reading your report entirely.
B) Get redirected to the online version of the report.
C) Understand the topic of your report and the rhetorical purpose of the report.
D) Obtain the complete results of your study.

Accepted Answer

Readers initially access a report from the prefatory elements, which may include the letter/memo of transmittal, title page, table of contents, abstract, and/or summary. The prefatory elements are often your readers' first-and only-experience with the report and should communicate to your readers what your report will discuss and how it will approach the topic. Long, complex reports that will likely be read by many readers require prefatory elements. The. Each of these elements should help your readers grasp and accept the rhetorical purpose of the report.

Question 13

Who should you address the letter of transmittal to?
A) Always the CEO
B) Every individual who will ultimately receive the report.
C) The individual who will initially receive the report.
D) All of the above.

Accepted Answer

The letter/memo of transmittal is addressed to the individual who will initially receive the report. This recipient may not be the primary reader but the individual responsible for routing the report to appropriate readers who will digest and use the content. In consulting reports, the CEO of an organization that has solicited the consulting work is usually the person addressed in the letter of transmittal. Alternatively, the transmittal letter can address the person who has authorized and requested the information, analysis, work, or recommendations covered in the report.

Question 14

What two pieces of informaiton should a letter of transmittal ALWAYS contain?
A) Statement of transmittal and Reason for the report
B) Subject and Topic
C) Recipient's name and Title
D) Subject and purpose of the report and Letter of Transmittal

Accepted Answer

The letter/memo of transmittal is addressed to the individual who will initially receive the report and contain two important pieces of informaiton. Reports prepared for internal distribution will have a memo of transmittal, and reports prepared for external distribution will use a letter of transmittal. Both
can be organized the same way. The letter/memo of transmittal should include the following information at minimum:
F1F1F1S1F1F1F10Statement of transmittal-subject and purpose of the report
F1F1F1S1F1F1F10Reason for the report

Question 15

What is the most important prefatory element in a formal report?
A) Title page
B) Table of Contents
C) Abstract and Summary
D) Letter of Transmittal

Accepted Answer

Abstracts and summaries are the most important prefatory items in a report. The title page, table of contents, abstract, and summary may, in fact, be the only parts of the report that many recipients read. Thus, carefully plan these elements as each provides a slightly different perspective. Often, the abstract follows or appears on the title page. Summaries may also follow the title page.

Question 16

In a formal report, what are you trying to persuade your readers?

Accepted Answer

The answer of In a formal report, what are you...

Question 17

Although you can arrange your main body of a formal report by topic or in a chronological order, but each paragraph in your discussion follows clear structure. Briefly explain how effective paragraphs should be written in a formal report.

Accepted Answer

The answer of Although you can arrange your main body...

Question 18

Briefly explain the two ways the body of a report can be organized.

Accepted Answer

The answer of Briefly explain the two ways the body...

Question 19

If you were asked to lead a team writing a formal report, what tasks would you set for yourself during the all-important planning stage?

Accepted Answer

The answer of If you were asked to lead a...

Question 20

What items are usually found in the heading of Informal Reports and what are their functions? Answer this question as an Informal Report.

Accepted Answer

The answer of What items are usually found in the...

Quiz 8: Technical Reports

Readers who do not have time to read your entire report will typically read only the…

What does a recommendation report focus on?

A report that describes and evaluates work being done on a project, money expended, and other information associated with the project is what type of report?

A report that analyzes a problem and presents possible solutions to the problem, criteria for determining the best solution, and expresses the best solutions based on the criteria determined is what type of report?

If you recently travelled for a work event and was asked to report on what you discovered at the event, what type of report would you be writing?

A report that analyzes a problem and presents possible solutions to the problem, criteria for determining the best solution, and expresses the best solutions based on the criteria determined is what type of report?

What category of reports do internal communications fall under?

What element of a memo heading refers to a previously written report, company policies, or to items such as engineering specifications and legal issues?

What memo heading displays what you need your readers to do after reading the memo?

What is a common section of an informal technical report?

In what section of a technical report do you support each point you stated in the introduction?

What do the prefatory elements of formal report allow your reader to do?

Who should you address the letter of transmittal to?

What two pieces of informaiton should a letter of transmittal ALWAYS contain?

What is the most important prefatory element in a formal report?

In a formal report, what are you trying to persuade your readers?

Although you can arrange your main body of a formal report by topic or in a chronological order, but each paragraph in your discussion follows clear structure. Briefly explain how effective paragraphs should be written in a formal report.

Briefly explain the two ways the body of a report can be organized.

If you were asked to lead a team writing a formal report, what tasks would you set for yourself during the all-important planning stage?

What items are usually found in the heading of Informal Reports and what are their functions? Answer this question as an Informal Report.