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Chapter 12: Writing Reports and Proposals

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To gain credibility with your audience in business reports, do all of the following except
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make the report longer than it really needs to be
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When you write in a formal style, you should
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eliminate references to I and me.
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The writing style for a report should be more formal if
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the subject is controversial or complex
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Which of the following statements has the most formal tone?
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The financial analysis clearly shows that buying TramCo is the best alternative
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When writing business reports for outsiders (such as customers or suppliers), it is best to
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use a more formal tone than you would for an internal audience
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Whereas a(n) _______ file in a report requires readers to be online so the file can be updated, a(n) _________ file does not
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linked; embedded
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The introduction (or opening) of a business report or proposal should always
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indicate why the subject of the report is important
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The detailed proof needed to support your conclusions and recommendations should appear in the ________ of your report.
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body
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The close of a report should
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achieve all of the above
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In the introduction to a report on how to establish a paperless office, explaining the historical conditions or factors that led up to the report
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enables readers to understand how the opportunity developed
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A public health expert is writing a report on lead hazards for a widespread audience. Any terms in the report that are unfamiliar to her audience should be defined in the
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introduction
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In the close of a report intended to prompt sales personnel to meet specific goals, you should
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make sure your readers understand exactly what’s expected of them and when it’s expected
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If you end up with multiple conclusions, recommendations, or actions in your report, it is best to
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number and list them
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Generally speaking, an effective proposal can
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follow the AIDA model
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The introduction of a solicited proposal
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should refer specifically to the RFP that initiated it
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Which of the following is not an element normally included in the introduction of a proposal?
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Statement of qualifications
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“Delimitations” are
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the scope of your proposal
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In the body of a proposal, you should describe
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all of the above
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In a proposal, the work plan
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is contractually binding if the proposal is accepted
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Describing your organization’s qualifications in a formal proposal is
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an essential part of the body
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The close of a proposal should
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ask for a decision from the reader
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When writing content to post on the web, keep in mind that readers tend to be _______ of online content
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skeptical
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In a proposal to install and monitor a security system, statements such as “Our company has over 25 years of experience” should appear in what section?
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body
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Including transitions and other directional aids is important
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whether your report is in print or online
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In an online report, headings
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can be used as links to other sections of the report
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Transitional words and phrases
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tie ideas together and show how one thought is related to another
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Effective transitions in business reports
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may be as long as a paragraph
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Which of the following would be the most effective preview in a formal report?
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The next section discusses the advantages of advertising on the Internet.
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When preparing review sections in a report
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use multiple review sections if the report is long and complex
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Which of the following would be the most effective review in a formal report?
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As this section has shown, our current marketing strategy is highly effective
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Using templates in preparing reports
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saves time by providing a format and identifying the specific sections required for the type of report you are writing
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Your report contains a spreadsheet with figures that are updated daily. To ensure currency, you should include the spreadsheet as a(n) ______ file.
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linked
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In an online report regarding your region’s potential for market growth, the best way to include a spreadsheet containing last year’s sales figures would be to
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embed the spreadsheet in your report
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When drafting content for online reports, it is helpful to use the inverted pyramid style of organization in which you
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cover the most important information first and then gradually reveal more detail
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The primary value of a wiki stems from
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the collective insight of all is contributors
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Clip art cluttering a bar chart is an example of
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chartjunk
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If you have a great deal of detailed, specific information to present, the best visual to use would be a
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table
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The best type of visual aid for showing that annual consumer spending has decreased over the past ten years would be
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a line chart
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The best visual for illustrating a manufacturer’s quality control process would be a
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flowchart
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A surface chart is
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a form of line chart in which all the lines add up to the top line
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A bar chart would be particularly useful for
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comparing market shares of three breakfast cereals from 2011 to 2012.
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A Gantt chart is a type of
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bar chart
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To illustrate how your department’s budget will be distributed by percentage and type of expense, you should use
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a pie chart
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Flowcharts are used to
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illustrate processes and procedures
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CAD stands for
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computer-aided design
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If you find a photograph online that you want to use in a document
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if it is not specifically ordered for free, you should assume that someone owns it and is entitled to credit and/or payment
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In computer graphics, a template
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helps ensure an effective design and saves you the time of making numerous decisions every time you create a chart or graphic
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The ideal balance between the visual and the verbal should depend on
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the needs of your audience
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The primary difference between titles and captions of visuals is that
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captions offer discussion of the visual’s content
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Which of the following is an example of a descriptive title for a visual aid?
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How CamCo Reduces Costs