bcomm chpt 13

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1. All appendixes should be C) mentioned 5. Distributing reports and C) requires verifying that
A) listed in the table of contents, but not in the text of proposals via a web-based your document displays
mentioned in the text of the report. the report content management system, correctly after you have
B) mentioned in the text of the report, but and listed in intranet, or extranet uploaded it.
not listed in the table of contents. the table of A) has become completely
C) mentioned in the text of the report and contents. obsolete now that email is so
listed in the table of contents. widespread and easy to use.
D) included in the index, but not listed in B) is impossible without special
the table of contents. training and expensive software.
E) printed in a font that is different than C) requires verifying that your
that of the report text. document displays correctly
after you have uploaded it.
2. The authors of an informational report have B) In an
D) is far more expensive than
referred to a multitude of data on the appendix.
delivering printed copies.
spending habits of 18- to 25-year-old
E) should be avoided at all costs
Americans. They want to provide readers
—even when the audience
with access to this information, but realize
requests it.
it's too lengthy to include in the body of the
report. Where should they place it? 6. An executive summary B) may contain headings
A) Nowhere—it should simply be left out. A) is never longer than a few and visual aids.
B) In an appendix. paragraphs.
C) After the letter of transmittal. B) may contain headings and
D) Between the prefatory parts and the visual aids.
introduction. C) comes before the synopsis in
E) At the very end of the report, in a the prefatory section of a
section labeled "Extras." report.
D) is always included with
3. The best way to decide what to include in B) figure out
reports longer than 10 pages.
an introduction is to what kinds of
E) is the same thing as a
A) consult with more-experienced report information
synopsis.
writers. will most
B) figure out what kinds of information will help your 7. An executive summary B) gives a fully developed
most help your readers follow and readers A) is shorter than a synopsis. "mini" version of the
comprehend the report. follow and B) gives a fully developed "mini" report.
C) put in as many standard topics as you comprehend version of the report.
can cover in 10 pages or less. the report. C) provides additional
D) do a quick survey of potential readers. information (not covered in the
E) skim the report quickly, and list what you report ) that executives will
remember. need.
D) is unnecessary if the report is
4. The body of a proposal should B) explain the
not intended for executives.
A) capture the reader's attention. complete
E) should be written in a tone
B) explain the complete details of the details of the
that is much less formal than the
solution. solution.
report itself.
C) make whatever promises it takes to win
the contract.
D) aggressively attack any other companies
competing for the audience's business.
E) do all of the above.
8. For electronic distribution of B) always send 11. An ideal approach to B) have two people review it
reports and proposals, you documents as PDF files, proofreading a formal report —one who is an expert on
should unless the audience or proposal is to the topic and one who is
A) always send documents as requests otherwise. A) skim it quickly as soon as not.
word-processor files, unless the you finish drafting it, and
audience requests otherwise. then send it as soon as
B) always send documents as possible.
PDF files, unless the audience B) have two people review it
requests otherwise. —one who is an expert on the
C) send the documents multiple topic and one who is not.
times as email attachments, just C) never rely on anyone
to make sure they get there. other than yourself.
D) send WordPerfect files, rather D) completely avoid using
than Microsoft Word or PDF. spell checkers, grammar
E) do none of the above. checkers and other software
tools.
9. For printed reports, the letter of A) right before the table
E) send the draft to a
transmittal is most often of contents.
competing company, and ask
positioned
for their feedback
A) right before the table of
contents. 12. If you will create a PDF file D) a clickable link that takes
B) just after the table of of a business report for readers to the appropriate
contents. electronic distribution, each place in the report.
C) in between the introduction entry in the table of contents
and first chapter of the report. should be
D) on the outside of the report A) italicized.
cover, usually fastened with a B) in boldface type.
paper clip or staple. C) in all caps.
E) Any of the above locations are D) a clickable link that takes
acceptable. readers to the appropriate
place in the report.
10. The four tasks involved in D) illustrating
completing business reports and 13. In a complex formal report, it B) two tables of contents: a
proposals include all of the is often helpful to include high-level table that shows
following except A) a table of contents that only major headings,
A) distributing. lists every level of heading in followed by a detailed table
B) revising. the report plus all illustration that includes all headings
C) producing. and table titles. and subheadings.
D) illustrating. B) two tables of contents: a
E) proofreading high-level table that shows
only major headings,
followed by a detailed table
that includes all headings and
subheadings.
C) everything but prefatory
parts in the table of contents.
D) everything but
supplementary parts in the
table of contents.
E) asterisks beside the titles
of all key parts in the table
of contents.
14. In a formal proposal, a synopsis or D) unnecessary. 18. The letter of transmittal A) may follow the
executive summary may be A) may follow the direct or direct or indirect plan.
A) essential for highlighting your indirect plan.
competitive advantage. B) has a more formal style than
B) useful if the proposal is fairly the report itself.
short. C) is usually included as an
C) placed in an appendix. appendix.
D) unnecessary. D) should be written in an
E) most effective if it does not informal, chummy tone.
mention the RFP to which you are E) is never written as a memo.
responding.
19. The letter of transmittal should D) do all of the above.
15. In a proposal designed to persuade C) describe the A) discuss the scope and methods
clients to order surge protection action(s) you would of the project.
equipment from your company, the like readers to take. B) highlight important sections of
close should the report.
A) outline the report's key findings. C) thank the reader for the
B) include your analysis of the data assignment, if appropriate.
you've presented. D) do all of the above.
C) describe the action(s) you would E) do nothing more than thank
like readers to take. readers for their interest in your
D) answer the questions that led to report.
the report.
20. The list of secondary sources at E) you include works
E) tell readers they can choose not
the end of a report can be consulted but not
to make a purchase, but they will
labeled "References" when mentioned in your
regret it.
A) it contains fewer than 10 items. report.
16. An index A) may include the B) it contains more than 50 items.
A) may include the names of names of important C) it is incomplete.
important persons mentioned in persons mentioned in D) you want the tone of your
your report. your report. report to be conversational.
B) lists only the names of authors E) you include works consulted
cited in the report. but not mentioned in your report.
C) is never necessary in business
21. The list of secondary sources at C) only those
reports.
the end of a report is labeled secondary works that
D) should always be prepared by
"Works Cited" when it contains were mentioned in the
someone other than the author of
A) all the secondary sources report.
the report.
consulted in preparing the report.
E) All of the above are true.
B) more than ten entries.
17. A letter of ________ is a specialized C) transmittal C) only those secondary works
cover letter that introduces your that were mentioned in the report.
report to the audience. D) anonymous sources.
A) authorization E) sources that you feel uncertain
B) acceptance about.
C) transmittal
22. Materials in an appendix are not C) they are too long,
D) introduction
incorporated into the text because or not relevant to
E) appreciation
A) they are controversial. everyone in the
B) they include bad news. audience.
C) they are too long, or not
relevant to everyone in the
audience.
D) they are boring.
E) they are completely unrelated
to the report.
23. One important step in B) proof your visuals 27. The prefatory parts of a report A) help readers decide
proofreading formal reports and thoroughly and make should whether and how they
proposals is to sure they are A) help readers decide whether need to read the report.
A) go back and use the most positioned correctly. and how they need to read the
impressive words you can find to report.
describe key concepts. B) be prepared and written
B) proof your visuals thoroughly before the text of the report.
and make sure they are positioned C) include an introduction to
correctly. the report.
C) not worry about typos—only D) not require any revision
content. once they are written.
D) simply rely on your software's E) do all of the above.
spelling and grammar checkers to
28. The primary difference B) the informative
find any errors.
between an informative synopsis is more detailed.
E) keep in mind that speed is often
synopsis and a descriptive
more important than accuracy.
synopsis is
24. One of the headings in your report A) be worded exactly A) the descriptive synopsis is
is, "Unexpected Price Increases." In the same way. more detailed.
the table of contents, the heading B) the informative synopsis is
should more detailed.
A) be worded exactly the same C) the informative synopsis
way. omits the report findings.
B) not be included. D) the descriptive synopsis is
C) be paraphrased. preferable if your report is
D) be in boldface type. organized using the direct
E) be in all caps. approach.
E) none of the above—there are
25. Placing detailed supporting A) can make it much
no significant differences.
materials online instead of in a more convenient for
traditional appendix readers to access. 29. Proofreading reports is C) reports often have
A) can make it much more different from proofreading elements that aren't
convenient for readers to access. other kinds of business included in other business
B) suggests that you are lazy and messages in that messages.
unprofessional. A) reports usually have more
C) is not acceptable unless your typographical errors.
report is highly technical. B) the visual aids in reports
D) is a great inconvenience for don't usually need proofing.
your audience. C) reports often have elements
E) often leads to legal problems. that aren't included in other
business messages.
26. The prefatory parts of a formal B) a copy of the RFP.
D) audience expectations are
proposal may include
usually lower when it comes to
A) a letter of authorization.
reports.
B) a copy of the RFP.
E) none of the above—reports
C) an index.
do not differ significantly from
D) visual aids.
other business messages.
E) an appendix.
30. Proposals addressed to potential A) are nearly always 33. Sending reports and proposals A) reduces the likelihood
customers and investors formal. as PDF files of inadvertently spreading
A) are nearly always formal. A) reduces the likelihood of macro viruses and other
B) rarely include a copy of the RFP. inadvertently spreading macro contaminations.
C) are less formal than those viruses and other
addressed to internal audiences. contaminations.
D) should never include visuals. B) increases the chances of
E) should always be single-spaced. inadvertently spreading macro
viruses and other
31. The revision process for business C) may take
contaminations.
reports is essentially the same as it considerably more
C) gives you less control over
is for other messages, except that it time.
how the document is
A) requires far less effort.
displayed on the audience's
B) takes much less time.
computer.
C) may take considerably more
D) is likely to frustrate
time.
audiences, since they require
D) can be accomplished entirely by
expensive software to open.
common word processing software.
E) makes it especially difficult
E) is only rarely required.
to gather comments and other
32. An RFP usually includes A) detailed input on the document from
A) detailed instructions on referring instructions on reviewers.
to the RFP itself in your proposal. referring to the RFP
34. The synopsis of a formal A) a concise overview of
B) a list of companies that have itself in your
report is the report's most important
submitted failed proposals in the proposal.
A) a concise overview of the points
past.
report's most important points.
C) any negative information about
B) a short summary containing
the company that might affect the
subheadings and visual aids.
project.
C) usually anywhere from two
D) a standard disclaimer that any
to five pages.
costs mentioned in the report may
D) never more than five lines
increase after the proposal is
in length.
accepted.
E) never longer than a single
E) all of the above.
sentence.
35. The synopsis of a formal A) abstract.
report may also be called a(n)
A) abstract.
B) thesis.
C) snapshot.
D) quick view.
E) outline.
36. The text of a proposal C) consists of the
A) must always follow the introduction, body, and
AIDA plan. close.
B) is usually presented in
outline form.
C) consists of the introduction,
body, and close.
D) should be italicized.
E) is always organized using
the direct approach.
37. Three weeks ago you sent a A) inquire politely as 41. Using FedEx or UPS to deliver a formal E) allows you to
proposal to a client who had asked to whether the report report or proposal track the report
for information on upgrading his arrived or offer to A) is a waste of money—first-class mail and ensure that it
company's security system. You've answer any is almost always preferable. is delivered on
heard nothing in response. You questions regarding B) is necessary only when sending the time.
should its subject. document overseas.
A) inquire politely as to whether the C) will, in most cases, make you appear
report arrived or offer to answer desperate.
any questions regarding its subject. D) will not provide the kind of online
B) take it as a sign that the client tracking service offered by the U.S.
agrees with what you had to say. Postal Service.
C) assume that the report has not E) allows you to track the report and
been read. ensure that it is delivered on time.
D) call the client and demand to
42. What would be the most concise and C) "The Pros and
know why you haven't received a
compelling title for a formal report Cons of
response yet.
analyzing your company's proposed Acquiring
E) call the client's office, give a
acquisition of Freedman's Nuts & Bolts? Freedman
fictional reason for calling, and then
A) "To Acquire or Not to Acquire" Fasteners"
casually ask about the report as if
B) "A Study of the Feasibility of
you had forgotten about it, as well.
Angstrom Hardware Inc. Acquiring the
38. To help ensure accuracy, the table E) after the report is Concern Currently Operating as
of contents for a formal report complete, Freedman Fasteners"
should be prepared thoroughly edited, C) "The Pros and Cons of Acquiring
A) before the text is written. and proofed. Freedman Fasteners"
B) as you are drafting the text. D) "Why Angstrom Should Forget About
C) as you prepare the list of Acquiring Freedman"
references. E) "An Easy Decision"
D) along with the footnotes or
43. Which of the following is not a typical D) Documenting
endnotes.
function of the introduction to a report? sources
E) after the report is complete,
A) Telling the audience what the report
thoroughly edited, and proofed.
is about
39. Unlike reports, most proposals B) contain few B) Explaining to readers why they
A) contain many supplementary supplementary parts. should be concerned about the topic
parts. C) Outlining how the report is organized
B) contain few supplementary parts. D) Documenting sources
C) never contain an appendix. E) All of the above are typical
D) are never analytical. functions.
E) are written in an informal tone.
44. Which of the following is not included C) Introduction
40. Urging readers to act in the close of C) is an effective and in the prefatory parts of a formal
a proposal reasonable strategy. report?
A) is considered a hard-sell tactic, A) Cover
and should be avoided. B) Letter of authorization
B) is acceptable if you know the C) Introduction
audience well, but inappropriate for D) Table of contents
new clients. E) Title page
C) is an effective and reasonable
45. Which of the following is the best E) Summary
strategy.
heading for the close of a formal
D) generally works well, but never
report?
when responding to government
A) Ending
RFP's.
B) Take-Aways
E) is effective only when your text is
C) Final Thoughts
organized in the direct approach.
D) The Point
E) Summary
46. You're preparing a report on how to reduce C) be 50. You've used information from several C) clearly
network problems at your company's home relatively websites to support your argument in a document the
office. Since the report is organized in the brief. formal report. You should sources in the
direct approach, the close should A) not worry about documenting the report.
A) present the conclusions and sources since that's only necessary in
recommendations for the first time. school—not in business.
B) be relatively long. B) provide information on your sources
C) be relatively brief. only if the audience requests it.
D) end by asking readers what they think is C) clearly document the sources in the
the best course of action. report.
E) make it clear that it would be foolish and D) determine whether the websites are
irresponsible to ignore your copyrighted, and then decide whether or
recommendations. not to document them.
E) do none of the above.
47. You're sending an unsolicited proposal to a A)
local restaurant in an effort to become its persuasive
primary food vendor. The letter of transmittal messages.
to accompany the proposal should follow the
format for
A) persuasive messages.
B) bad-news messages.
C) good-news messages.
D) routine messages.
E) operational reports.
48. You should include a title fly with business B) add a
reports when you want to touch of
A) give the name of the company for which formality
the report has been prepared. to the
B) add a touch of formality to the report. report.
C) protect the report from dirt and careless
handling.
D) provide a page for the reader to make
notes on.
E) make it easier for readers to get straight to
the text of your report.
49. You've prepared a 7-page report for a local D) do any
government official outlining the potential for of the
your company's involvement with downtown above.
revitalization. In this short report it would be
reasonable to
A) not include an executive summary.
B) not include a synopsis.
C) combine the executive summary with the
letter of transmittal.
D) do any of the above.
E) none of the above.