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Chapter 11: Organizing and Preparing Reports and Proposals
Multiple Choice
1. In the context of the parts of a formal report, which of the following best describes a transmittal of a report?
a.
It orients the reader to the topic and previews the major divisions.
b.
It provides an overview of the report and the order in which information will be presented.
c.
It presents the report to the reader and summarizes the main points or analysis.
d.
It includes an alphabetical guide to the subjects in the report.
2. The preliminary part of a report might include _____.
a.
the appendix
b.
a half-title page
c.
an analysis
d.
the introduction
3. Which of the following is a preliminary part of a report?
a.
The body
b.
The reference section
c.
The analysis
d.
The table of figures
4. In the title page of a report, an effective title should:
a.
include highlights from the executive summary.
b.
help the reader interpret the topic adequately.
c.
be descriptive and comprehensive.
d.
include phrases such as "A Critical Analysis of..."
5. Which of the following statements is true of the table of contents?
a.
It provides an analytical overview of a report and the order in which information is presented.
b.
It summarizes the essential elements in an entire report.
c.
It includes the title, author, date, and the name of the person or organization who requested the report.
d.
It includes the name and location of the report parts that precede the contents page.
6. Which of the following best describes the role of the executive summary in a formal report?
a.
It aids the reader in locating a specific graphic in the report.
b.
It contains supplementary information that supports the report but is not appropriate for inclusion in the report
itself.
c.
It is a part of the report text.
d.
It simplifies the reader's understanding of the long report.
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Chapter 11: Organizing and Preparing Reports and Proposals
7. Which of the following statements best defines an analytical report?
a.
It is a type of report designed to solve a specific problem or answer research questions.
b.
It is a type of report that begins with an analysis.
c.
It is a type of a form report.
d.
It is constructed to include materials that are not appropriate to be included in the report itself.
8. Which of the following is an accurate statement about the addenda to a report?
a.
Addenda parts start with a new numbering system rather than continuing with the same numbering used in the
body.
b.
The addenda consists of three parts: the introduction, the body, and the table of contents.
c.
Addenda parts contain information about the scope and limitation of the research.
d.
The addenda may include materials used in the research that are not appropriate to be included in the report
itself.
9. The references section of a formal report is also called:
a.
the "table of contents."
b.
"works cited."
c.
a "précis."
d.
an "abstract."
10. Which of the following statements is true of the references section of a formal report?
a.
The references section is a part of the report text.
b.
If a report includes endnotes rather than in-text parenthetical citations, the endnotes precede the references.
c.
Using word-processing software to create footnotes and endnotes increases the chances of introducing errors
in the report.
d.
The references section includes questionnaires and accompanying transmittal letters, summary tabulations,
and verbatim comments from respondents.
11. Which of the following statements is true of an appendix of a report?
a.
It contains supplementary information that supports the report but is not appropriate for inclusion in the report
itself.
b.
It provides a preview of how the topic is divided into parts and the order in which the parts will be presented.
c.
A report cannot contain more than one appendix.
d.
Placing supplementary material in an appendix makes the report body excessively long.
12. Identify a true statement about the appendix of a report.
a.
If the report contains more than one appendix, each must be labeled with Arabic numerals.
b.
Placing supplementary material in an appendix makes the report body excessively long.
c.
Each item included in the appendix must be mentioned in the report.
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Chapter 11: Organizing and Preparing Reports and Proposals
d.
The appendix is a section of the preliminary part of the report.
13. Which of the following best describes an index?
a.
It is a collection of information, such as questionnaires, that supports a report.
b.
It is an alphabetical listing of the sources used in preparing a report.
c.
It is an alphabetical guide to the subject matter in a report.
d.
It is a short summary of the essential elements in a report.
14. Which of the following statements best defines a justification report?
a.
It is a report designed to solve a specific problem or answer research questions.
b.
It is a report that includes only the minimum supporting materials to achieve effective communication.
c.
It is a report that outlines comparative information clearly to the reader.
d.
It is a report that meets the demand for numerous, repetitive reports.
15. Identify a true statement about the content outline of a report.
a.
Adding page numbers in the contents page will convert it to an outline item.
b.
It provides written authorization to complete the report.
c.
An effective content outline contains not more than two Roman numeral sections.
d.
It is subject to modification as the writer develops the report.
16. Which of the following is a guideline for using headings in content outlines?
a.
Different font styles and colors should be used for headings of the same level.
b.
First-level headings should contain only one second-level heading.
c.
All first-level, second-level, and third-level heading should be numbered using Roman numerals.
d.
All headings of the same level must be treated consistently.
17. Which of the following suggestions should you follow when writing a formal report?
a.
Use tense consistently.
b.
Opt for first-person pronouns as a rule.
c.
Avoid using transition sentences between separate sections.
d.
Avoid using active voice.
18. Afia, a manager at Federal Consulting, is preparing a report to systematically explain the processes involved in the
quality check of an automobile production plant. A portion of the body of the report reads: "First, the quality analysts will
determine the quality of the automobiles manufactured. Next, they will detect the faults. Then, they will provide feedback
to the employees for continuous improvements." In this scenario, which of the following coherence techniques are used in
the body of the report?
a.
Contrast connectors
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Chapter 11: Organizing and Preparing Reports and Proposals
b.
Time connectors
c.
Similarity connectors
d.
Cause-and-effect connectors
19. The software team at Sephra Corp. has designed a new software that will reduce the time to detect error by 50 percent.
In an internal report, the head of the software team explains the difference between the new software and the existing
software as follows: "A new software for error detection has been developed. Although the previous error detection
software was effective, it was not user-friendly. On the other hand, the new software is simple and does not require any
training." In this scenario, which of the following coherence techniques is used in the body of the report?
a.
Contrast connectors
b.
Time connectors
c.
Similarity connectors
d.
Cause-and-effect connectors
20. Which of the following methods improves the transition from one sentence to the next in a formal report?
a.
Using tabulations and enumerations
b.
Using active voice
c.
Avoiding first-person pronouns
d.
Repeating words
21. In the context of writing formal reports, a researcher intending to enhance his credibility must:
a.
use emotional terms.
b.
identify assumptions.
c.
avoid citations.
d.
avoid labelling opinions.
22. Short reports focus on the _____ of the reports.
a.
body
b.
index
c.
bibliography
d.
executive summary
23. Identify a true statement about short reports.
a.
They might incorporate graphics to reinforce the written text.
b.
They cannot be directed to a reader outside an organization.
c.
They do not use headings or subheadings.
d.
They focus on the executive summary rather than the body.
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Chapter 11: Organizing and Preparing Reports and Proposals
24. Derek is assigned the task of writing a short report on his study of the behavior of the employees in his
organization toward their customers in the previous year. The audience for the report is the management of the
company. In this case, which of the following formats should Derek use?
a.
A letter format
b.
A memorandum format
c.
A form report
d.
A proposal format
25. Which of the following is an example of a form report?
a.
A request for proposal
b.
A justification report
c.
An annual report
d.
A bank check
26. Rozell & Ramos Associates invites proposals for renovating its infrastructure. The firm will place order with the
company that offers the most desirable proposal. This proposal type is an example of a(n) _____.
a.
research proposal
b.
solicited proposal
c.
unsolicited proposal
d.
renewal proposal
27. Karen, a software engineer, finds out that some of the laptops that his colleagues are using for software testing have
been infected by a type of virus that has slowed down their work to a large extent. Karen writes a report with a solution to
the problem and presents it to her manager. This type of report is an example of a(n) _____.
a.
justification report
b.
letter report
c.
external proposal
d.
unsolicited proposal
28. The structure of a proposal:
a.
does not include the purpose as a separate heading.
b.
does not include the budget of a project.
c.
is usually designed to be in the email format.
d.
includes details about the manner in which a problem is solved.
29. Which of the following statements is true of a proposal structure?
a.
The format of a proposal is independent of the length of the proposal.
b.
Long proposals use a memo format.
c.
Proposals do not include preliminary report parts.
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Chapter 11: Organizing and Preparing Reports and Proposals
d.
Proposals include the price to be charged or the costs to be incurred.
30. Which of the following statements is true of the purpose section of a proposal?
a.
Problem and purpose are often used as interchangeable terms in reports.
b.
The purpose is included only in the last section of a proposal.
c.
A proposal should always include the purpose and the scope under the same heading.
d.
The purpose section avoids including objectives of a measurable nature.
31. Linda, a manager at Addoso Inc., is writing a proposal on how a new work benefit will affect employees' attitude
toward their jobs. She places limits on what she proposes to do in her report. In this case, these limitations will be placed
under the _____ section of her proposal.
a.
methods
b.
scope
c.
evaluation
d.
references
32. Which of the following is an addenda item of a proposal?
a.
Limitations of the proposal
b.
Letters of recommendation
c.
A time schedule for implementation of the project
d.
Purpose of the study
33. Which of the following is an accurate statement about a proposal?
a.
Presenting the qualification of personnel involved in the proposal is irrelevant.
b.
The summary is always at the end of the proposal.
c.
Page design features add to the effectiveness of the proposal.
d.
Methodologies should be kept vague to protect trade secrets.
34. Preliminary parts of a report are included to:
a.
insert supplementary information that supports the report.
b.
enable the reader to understand the report more easily.
c.
show that the report is genuine and has not been plagiarized from other sources.
d.
acknowledge individuals who have helped create the report by providing valuable data.
35. Which of the following parts of a report can a word-processing software generate automatically?
a.
The transmittal
b.
The table of contents
c.
The executive summary
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Chapter 11: Organizing and Preparing Reports and Proposals
d.
The analysis
36. Preliminary pages are numbered with _____.
a.
binary numerals
b.
Arabic numerals
c.
capital-letter alphabets
d.
small Roman numerals
37. Which of the following is true of form reports?
a.
They meet the demand for repetitive reports.
b.
They cannot be used for analytical work.
c.
They are typically used for special, nonstandard reports.
d.
They are mostly formal in nature.
True / False
38. In the preliminary part of a report, the title page includes only the title of the report.
a.
True
b.
False
39. In the report text, the introduction includes an analysis of what the reported information means or how it
should be acted upon.
a.
True
b.
False
40. In a good report text, a new idea should be introduced in the summary.
a.
True
b.
False
41. In the context of headings used in a formal report, talking headings convey information about the content of a section,
but they do not give a conclusion about the section.
a.
True
b.
False
42. In short reports, the organization of subheadings rarely goes beyond third-level headings.
a.
True
b.
False
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Chapter 11: Organizing and Preparing Reports and Proposals
43. In formal reports, the use of the first-person pronoun "I" is generally acceptable.
a.
True
b.
False
44. When writing a formal report, two headings should be placed consecutively without any intervening text.
a.
True
b.
False
45. When terms that are not widely understood or have specific meanings in a study, their definitions should be written in
the term-family-differentiation sequence in the report.
a.
True
b.
False
46. To enhance your credibility as a researcher, you should incorporate emotional terms in your document.
a.
True
b.
False
47. Memorandum and email reports are directed to a reader outside an organization.
a.
True
b.
False
48. Technizone Consultants decides to send an invitation to other companies to join it in its charity function. In this case, a
memorandum report format should be used instead of a letter report format.
a.
True
b.
False
49. A periodic report is formatted as a letter because it is prepared for personnel outside an organization and is a brief,
formal report.
a.
True
b.
False
50. College registration forms, applications for credit, airline tickets, and bank checks are examples of simple
form reports.
a.
True
b.
False
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Chapter 11: Organizing and Preparing Reports and Proposals
51. In the context of short reports, forms save time by telling the preparer where to put each item and by preprinting
common elements to eliminate the need for narrative writing.
a.
True
b.
False
52. Most work resulting from proposals is covered by a working agreement or contract to avoid discrepancies in
the intents of the parties.
a.
True
b.
False
53. A title page is often added when opting for a formal report format rather than a memorandum or letter arrangement.
a.
True
b.
False
54. The table of contents should never be merged with the table of figures on a single page in a formal report.
a.
True
b.
False
55. The executive summary of a report is also called an abstract.
a.
True
b.
False
56. All proposals are written to generate business outside an organization by proposing to meet the needs, and solve
problems, of other organizations.
a.
True
b.
False
57. Discuss the functions of any two preliminary parts of a report.
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Chapter 11: Organizing and Preparing Reports and Proposals
58. Explain the components of report text.
59. Explain an executive summary as a preliminary part. Read and analyze the following executive summary of a report
written on the implementation of a secure intranet.
Braden Inc., a small but growing manufacturing business, has been operating in Indianapolis, Indiana, for ten years.
Darren Russell, the president, considered the implementation of a website for the company. He had concerns about the
cost to create and maintain an effective site. Russell established a team to study the possibility of setting up a company
website at an affordable cost.
The team conducted research using primary and secondary research methods. Current literature was examined, and a
survey was conducted through a Chamber of Commerce membership list of 50 small business owners of various
companies in the metropolitan area that had a company website.
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Chapter 11: Organizing and Preparing Reports and Proposals
The report discussed the following topics related to the initiation of a company website: (1) benefits to be gained, (2)
challenges in development and maintenance, (3) projected costs, and (4) guidelines for getting started. Detailed
conclusions of the study can be found in the full report.
The study concluded that intranets have become extremely popular because of the various benefits they offer. Potential
problems of intranets can be addressed with recommended security measures. Braden Inc. should proceed with plans to
establish a secure intranet.
60. What is the addenda to a report? Explain its different components.
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Chapter 11: Organizing and Preparing Reports and Proposals
61. Explain how outlining helps build a formal report.
62. Explain the importance of headings. How do they relate to outlines?
63. The following headings for two reports are not parallel and will not be effective points in a basic outline. Rewrite the
headings to make them parallel talking heads. Then, develop a basic outline with a heading for each factor based on the
revised talking heads.
Report 1: Organize Your Finances; Budget; Insurance is Important; You Need a Will; Emergency Savings is Necessary
Report 2: Healthy Food is Good for You; Get Regular Exercise; Stress Reduction
64. List the ways to enhance credibility as a researcher.
65. Explain the types of short reports.
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Chapter 11: Organizing and Preparing Reports and Proposals
66. Perlis Inc. has been asked by Salont Corporation to conduct a green audit of the company's environmental practices.
Write a short report in the expanded letter format detailing the findings and recommendations of the green audit.
67. What are form reports? Explain the benefits of form reports.
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Chapter 11: Organizing and Preparing Reports and Proposals
68. Differentiate between an internal proposal and an external proposal.
69. Differentiate between a solicited proposal and an unsolicited proposal.
70. Explain the different formats of a proposal. List the general parts of a proposal and explain any two parts in detail.
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Chapter 11: Organizing and Preparing Reports and Proposals
71. Write a brief note on the follow-up section of a proposal.
72. Discuss the process involved in the preparation of a proposal.
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Chapter 11: Organizing and Preparing Reports and Proposals
