Test Item File for Excellence in Business Communication, Fourth Canadian Edition
Chapter 13
1) 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.
A) True
B) False
2) Even when you use computers to generate your reports, you need to allow extra time
for formatting and production.
A) True
B) False
3) The more formal a report, the greater number of components it is likely to contain.
A) True
B) False
4) Length, audience expectations, and organizational traditions all dictate what is
included in formal reports.
A) True
B) False
5) Every component of a formal report should start on a new page.
A) True
B) False
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6) Because they fall at the beginning of a report, the prefatory parts are usually written
first.
A) True
B) False
7) Covers for reports are usually blank sheets of card stock that serve to protect the
contents.
A) True
B) False
8) A report title always starts with “A Study of” or “A Report on.”
A) True
B) False
9) It is sometimes acceptable for the title page to serve as the report cover.
A) True
B) False
10) The letter of acceptance is the reply to the letter of authorization.
A) True
B) False
11) The letter of transmittal says what you would say if you were handing the report
directly to someone.
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A) True
B) False
12) The letter of transmittal should use the indirect approach, especially if the report is an
analytical one.
A) True
B) False
13) If a report does not have a synopsis, the letter of transmittal can be used to summarize
the major findings, conclusions, and recommendations.
A) True
B) False
14) The table of contents should always include all levels of headings for the report.
A) True
B) False
15) A synopsis of a 15-page report is at least two pages long.
A) True
B) False
16) For a skeptical or hostile audience, you use an informative synopsis instead of a
descriptive one.
A) True
B) False
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17) A synopsis is generally more comprehensive than an executive summary.
A) True
B) False
18) Unlike a synopsis, an executive summary may contain headings and visual aids.
A) True
B) False
19) Many reports, especially short ones, do not require a synopsis or executive summary.
A) True
B) False
20) An introduction is never longer than a paragraph or two.
A) True
B) False
21) 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.
A) True
B) False
22) The “Summary” of a report is another name for the report’s conclusions.
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A) True
B) False
23) 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.
A) True
B) False
24) The most common items to include in an appendix are the bibliography and the
index.
A) True
B) False
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.
A) True
B) False
26) An index is always formatted in APA style format.
A) True
B) False
27) 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.
A) True
B) False
28) Most proposals have many supplementary parts.
A) True
B) False
29) If a proposal is unsolicited, the letter of transmittal should follow the format for
persuasive messages.
A) True
B) False
30) A synopsis or executive summary is less useful in a formal proposal than in other
types of formal reports.
A) True
B) False
31) The organization of an unsolicited proposal is loosely based on the details in the RFP.
A) True
B) False
32) 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.
A) True
B) False
33) When checking over your report, you shouldn’t consult others because they do not
know your work.
A) True
B) False
34) When proofreading it is helpful to have one expert person check for technical details
and one non-expert person make sure it’s understandable.
A) True
B) False
35) 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.
36) 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.
37) Which of the following is included in the prefatory parts of a formal report?
A) Introduction
B) Letter of authorization
C) Body
D) Summary
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38) 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.
39) 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.
40) 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.
41) 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.
42) 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.
43) 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.
44) 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.
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
46) The key findings or points of a report are stated in the ___________________
A) executive summary.
B) conclusions.
C) recommendations.
D) notes.
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47) 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.
48) 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.
49) 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.
50) Transmittal letters for unsolicited proposals should follow the form for
___________________
A) persuasive messages.
B) bad-news messages.
C) good-news messages.
D) routine messages.
51) 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.
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.
53) 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.
54) 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.
55) 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.
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56) 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.
57) The cover, title page, and table of contents are among the __________ parts of a
formal report.
58) The __________ is a plain sheet of paper with only the title of the report on it.
59) A letter of __________ is a written acknowledgment of the letter of authorization.
60) The letter of __________ conveys the report to the readers.
61) A(n) __________ synopsis presents the main points of a report in the order in which
they appear in the text.
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62) A(n) __________ synopsis simply tells what the report is about.
63) A(n) __________ is a fully developed “mini” version of the report itself.
64) A writer’s summary of the main ideas, conclusions and recommendations (if any)
would typically be placed in a section labeled __________.
65) The appendix, bibliography, and index make up the __________ parts of a formal
report.
66) A(n) __________ contains materials that are too lengthy or too bulky to include in
the main body of a report.
67) A(n) __________ is a list of sources consulted when preparing a report.
68) Instead of a letter of authorization, a proposal contains a(n) __________ issued by the
client.
69) List at least three factors that can help you decide what parts to include in a business
report.
70) What is one advantage of starting each section of your report on a separate page?
71) Describe the primary function of the letter of transmittal.
72) When should you include a separate list of illustrations with your report?
73) Briefly explain the difference between a synopsis and an executive summary.
74) Briefly explain the difference between an informative synopsis and a descriptive
synopsis.
75) What three main parts make up the text of a report?
76) List at least three types of materials commonly included in appendixes.
77) What is an RFP, and what does it often take the place of in formal proposals?
78) List at least three elements normally included in the body of a formal proposal.
79) Explain why it is generally best to prepare the prefatory parts of your report after
you’ve written the text.
80) Explain the difference between a title fly and a title page.
81) In a formal proposal, how do you determine what organizational approach to use in
the letter of transmittal?
82) List the three parts of the text of a formal proposal; then explain the primary
functions of each part.
83) Discuss good strategies to use when proofreading your report.
84) Computer tools make it easy for virtually anyone to create handsome reports. Discuss
the pros and cons of this.
