Chapter 13: Completing Reports and Proposals

question

The four tasks involved in completing business reports and proposals include all of the following except
answer

Illustrating
question

The revision process for business reports is essentially the same as it is for other messages, except that it
answer

may take considerably more time
question

The prefatory parts of a report should
answer

help readers decide whether and how they need to read the report
question

Which of the following is not included in the prefatory parts of a formal report?
answer

Introduction
question

What would be the most concise and compelling title for a formal report analyzing your company’s proposed acquisition of Freedman’s Nuts & Bolts?
answer

“The Pros and Cons of Acquiring Freedman Fasteners”
question

You should include a title fly with business reports when you want to
answer

add a touch of formality to the report
question

A letter of _______ is a specialized cover letter that introduces your report to the audience.
answer

transmittal
question

The letter of transmittal
answer

may follow the direct or indirect plan
question

The letter of transmittal should
answer

do all of the above
question

For printed reports, the letter of transmittal is most often positioned
answer

right before the table of contents
question

One of the headings in your report is, “Unexpected Price Increases.” In the table of contents, the heading should
answer

be worded exactly the same way
question

In a complex formal report, it is often helpful to include
answer

two tables of contents: a high-level table that shows only major headings, followed by a detailed table that includes all headings and subheadings
question

To help ensure accuracy, the table of contents for a formal report should be prepared
answer

after the report is complete, thoroughly edited, and proofed
question

If you will create a PDF file of a business report for electronic distribution, each entry in the table of contents should be
answer

a clickable link that takes readers to the appropriate place in the report
question

The synopsis of a formal report is
answer

a concise overview of the report’s most important points
question

The synopsis of a formal report may also be called a(n)
answer

abstract
question

The primary difference between an informative synopsis and a descriptive synopsis is
answer

the informative synopsis is more detailed
question

An executive summary
answer

gives a fully developed “mini” version of the report
question

An executive summary
answer

may contain headings and visual aids
question

You’ve prepared a 7-page report for a local government official outlining the potential for your company’s involvement with downtown revitalization. In this short report it would be reasonable to
answer

do any of the above
question

The best way to decide what to include in an introduction is to
answer

figure out what kinds of information will most help your readers follow and comprehend the report
question

Which of the following is not a typical function of the introduction to a report?
answer

Documenting sources
question

You’re preparing a report on how to reduce network problems at your company’s home office. Since the report is organized in the direct approach, the close should
answer

be relatively brief
question

In a proposal designed to persuade clients to order surge protection equipment from your company, the close should
answer

describe the action(s) you would like readers to take
question

Which of the following is the best heading for the close of a formal report?
answer

Summary
question

the authors of an informational report have referred to a multitude of data on the spending habits of 18- to 25-year-old Americans. They want to provide readers with access to this information, but realize it’s too lengthy to include in the body of the report. Where should they place it?
answer

In an appendix
question

Materials in an appendix are not incorporated into the text because
answer

they are too long, or not relevant to everyone in the audience
question

Placing detailed supporting materials online instead of in a traditional appendix
answer

can make it much more convenient for readers to access
question

All appendixes should be
answer

mentioned in the text of the report and listed in the table of contents
question

The list of secondary sources at the end of a report is labeled “Works Cited” when it contains
answer

only those secondary works that were mentioned in the report
question

The list of secondary sources at the end of a report can be labeled “References” when
answer

you include works consulted but not mentioned in your report
question

You’ve used information from several websites to support your argument in a formal report. You should
answer

clearly document the sources in the report
question

An index
answer

may include the names of important persons mentioned In your report
question

Proposals addressed to potential customers and investors
answer

are nearly always formal
question

Unlike reports, most proposals
answer

contain few supplementary parts
question

The prefatory parts of a formal proposal may include
answer

a copy of the RFP
question

An RFP usually includes
answer

detailed instructions on referring to the RFP itself in your proposal
question

In a formal proposal, a synopsis or executive summary may be
answer

unnecessary
question

You’re sending an unsolicited proposal to a local restaurant in an effort to become its primary food vendor. The letter of transmittal to accompany the proposal should follow the format for
answer

persuasive messages
question

The text of a proposal
answer

consists of the introduction, body, and close
question

The body of a proposal should
answer

explain the complete details of the solution
question

Urging readers to act in the close of a proposal
answer

is an effective and reasonable strategy
question

One important step in proofreading formal reports and proposals is to
answer

proof your visuals thoroughly and make sure they are positioned correctly
question

Proofreading reports is different from proofreading other kinds of business messages in that
answer

reports often have elements that aren’t included in other business messages
question

An ideal approach to proofreading a formal report or proposal is to
answer

have two people review it—-one who is an expert on the topic and one who is not
question

Using FedEx or UPS to deliver a formal report or proposal
answer

allows you to track the report and ensure that it is delivered on time
question

For electronic distribution of reports and proposals, you should
answer

always send documents as PDF files, unless the audience requests otherwise
question

Sending reports and proposals as PDF files
answer

reduces the likelihood of inadvertently spreading macro viruses and other contaminations
question

Distributing reports and proposals via a web-based content management system, intranet, or extranet
answer

requires verifying that your document displays correctly after you have uploaded it
question

Three weeks ago you sent a proposal to a client who had asked for information on upgrading his company’s security system. You’ve heard nothing in response. You should
answer

inquire politely as to whether the report arrived or offer to answer any questions regarding its subject

Get instant access to
all materials

Become a Member