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1) Which of the following is true of a transmittal? It orients reader to topic and previews major divisions

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13. Finsol International is a successful construction firm that has been receiving projects for interior designing as well. The vice president of the company assigns Rohit, a senior architect, the task of comparing the costs and benefits of taking on the interior designing projects with outsourcing the projects to a local firm. Based on the comparison, Rohit needs to create a report stating which of the two approaches will be most appropriate. In this scenario, which of the following kinds of report will Rohit most likely be submitting?

1. ?A letter report
2. ?A memo report
3. ?A form report
4. ?A justification report

 

14.  Which of the following is a guideline for using headings in outlines??

1. ?Different font styles and colors should be used for headings of the same level.
2. ?First-level headings should contain only one second-level heading.
3. ?All first-level, second-level, and third-level heading should be numbered using Roman numerals.
4. ?All headings of the same level must be treated consistently.

 

15. ?Which of the following suggestions should you follow when writing a formal report?

1. ?Use tense consistently.
2. ?Opt first-person pronouns as a rule.
3. ?Avoid using coherent techniques.
4. ?Use passive voice.

 

16. Afia, a manager at Federal Consulting, is conducting a meeting to explain the processes involved in quality check, systematically. In order to avoid making abrupt changes in thought, she uses words like "next," "then," and "while." In this scenario, Afia has used _____ to explain the processes involved in a quality check.?

1. ?contrast connectors
2. ?time connectors
3. ?similarity connectors
4. ?cause-and-effect connectors

 

17. The software team at MK Metasources has designed a new software that will reduce the time taken for a particular process by 50 percent. During the launch of this software, the head of the software team explains the difference between the new software and the existing software to the employees. During the explanation, in order to avoid making abrupt changes in thought, the head of the software team uses words like "however," "on the contrary," and "despite." In this scenario, the head of the software team has used _____ to give the explanation.

1. ?contrast connectors
2. ?time connectors
3. ?similarity connectors
4. ?cause-and-effect connectors

 

18. Which of the following methods improves the transition from one sentence to the next in a formal report??

1. ?Using tabulations and enumerations
2. ?Using active voice
3. ?Avoiding first-person pronouns
4. ?Avoiding the use of tense consistently

 

19. In the context of writing formal reports, a researcher intending to enhance his credibility must:? (A) ?use emotional terms.

2. ?identify assumptions.
3. ?not use documentation.
4. ?avoid labelling opinions.

 

20. Short reports focus on the _____.?

1. ?body
2. ?index
3. ?bibliography
4. ?executive summary

 

21. ?Short reports incorporate:

1. ?graphics to reinforce the written text.
2. ?only a formal writing style.
3. ?only one main heading.
4. ?maximum supporting materials.

 

22. Derek is assigned the task of writing a short report about his findings on the attitudes of custodial employees on a job. The audience for the report is the management of his company. Which of the following formats should Derek use??

1. ?A letter format
2. ?A memorandum format
3. ?A form report
4. ?A proposal format

 

23. Which of the following is an example of a form report??

1. ?A request for proposal
2. ?A justification report
3. ?An annual report
4. ?A bank check

 

24. Rozell & Ramos Associates receives bid requests from three companies with specific details to design the lighting in their new apartments. Rozell & Ramos will respond to the bid requests with a(n) _____.?

1. ?research proposal
2. ?solicited proposal
3. ?unsolicited proposal
4. ?internal proposal

 

25. ?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 which has been slowing down their work to a large extent. Karen writes a report containing a solution the problem. This type of report is called a(n) _____.

1. ?email report
2. ?letter report
3. ?external proposal
4. ?unsolicited proposal

 

26. Which of the following is an example of an unsolicited proposal??

1. ?Gale, an IT manager at Matrix Corporation, writes a proposal to senior management seeking the purchase of a new mainframe computer to upgrade productivity.
2. ?Corporate Supplies Inc., a long-time supplier of Corwin Inc., submits a proposal to fulfil the latter's cafeteria supplies requirement.
3. ?Selena, a recruiter at Humanist Inc., sends a proposal to Leighton Inc. to combat the issue of the latter's recruitment process.
4. ?Landis Corporation submits a proposal to its auditing firm, Murdoch Associates, to conduct a wide and far-reaching company audit.

 

27. The structure of a proposal:?

1. ?should not include the purpose as a separate heading.
2. ?avoids including the budget of a program.
3. ?is usually designed to be in the email format.
4. ?includes details about the manner in which a problem is solved.

 

28. ?Which of the following is true of a proposal structure?

1. ?Short proposals use a formal report format.
2. ?Long proposals use a memo format.
3. ?Proposals do not include preliminary report parts.
4. ?Proposals include the price to be charged or the costs to be incurred.

 

29. Which of the following is true of a proposal?? (A) ?The purpose can be labeled as a problem in a proposal.

2. ?The purpose is included only in the last section of a proposal.
3. ?A proposal should always include the purpose along with the scope.
4. ?A proposal should contain objectives beyond the capacity of fulfilment.

 

30. Which of the following is an accurate statement about a proposal??

1. ?The qualification of personnel involved in a proposal is irrelevant.
2. ?The summary is always at the end of a proposal.
3. ?Page design features add to the effectiveness of a proposal.
4. ?Methodologies should be kept vague to protect trade secrets.

 

TRUEFALSE

31. In the preliminary part, the title page includes only the title of a report.

1. True
2. False

 

32. In the report text, the introduction includes an analysis of what the reported information means or how it should be acted upon.

1. True
2. False

 

33. In the report text, a new idea can be introduced in the summary.

1. True
2. False

 

34. A manager who asks for a report comparing three different brands of phone systems for an office will request a justification report to support the recommended decision. (A) True

(B) False

 

35. All report headings that are of the same level must be consistent in position, appearance, and grammatical construction.

1. True
2. False

 

36. In a formal report, the use of first-person pronoun "I" is generally acceptable.

1. True
2. False

 

37. ?Writing in passive voice is more effective than writing in active voice.

1. True
2. False

 

38. To enhance you credibility as a researcher, you should incorporate emotional terms in your document. (A) True

(B) False

 

39. In order to enhance your credibility as a researcher, you should use citations and references.

1. True
2. False

 

40. ?Most short reports include maximum supporting materials to achieve effective communication.

1. True
2. False

 

41. ?Memorandum and email reports are directed to a reader outside an organization.

1. True
2. False

 

42. Technizone Consultants decides to send an invitation to other companies to join it in its charity function. In this context, a memorandum report format should be used instead of a letter report format.

1. True
2. False

 

43. The periodic report is formatted as a letter because it is prepared for personnel within an organization and is a brief, informal report.

1. True
2. False

 

44. When designed correctly, form reports save time and increase clerical accuracy by providing designated places for specific items.

1. True
2. False

 

45. Most work resulting from proposals is covered by a working agreement or contract to avoid discrepancies in the intents of the parties.

1. True
2. False

 

ESSAY

46. Compare the functions of any two preliminary parts of a report.

 

47. Explain the components of report text.

 

48. What is addenda? Explain the components of addenda.

 

49. Explain how outlining and sequencing helps build a report. Give an example of an outline of a justification report.

 

50. Explain the importance of headings. How does it relate to outlines?

 

51. List the ways to enhance credibility as a researcher.

 

52. Differentiate among the different types of short reports.?

 

53. What are form reports? Explain the benefits of form reports.?

 

54. Differentiate between an internal proposal and an internal proposal.?

 

55. Differentiate between a solicited proposal and an unsolicited proposal.
56. Explain the different formats of a proposal. List the general parts of a proposal, and explain any two parts in detail.

 

57. SCENARIO BASED QUESTIONS

Analysis of an executive summary of a report

Read and analyze the following executive summary of a report written on the implementation of a secure intranet.

Executive Summary

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.

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.

Required:

Write a critical analysis of this executive summary and discuss the content as well as the writing style.

 

58. SCENARIO BASED QUESTIONS

Headings as Signposts?

Headings are signposts that inform readers about what text is ahead. Talking heads that are parallel in structure can be used in a basic outline to communicate the content of the section and even give a conclusion about the section. The following headings for two reports are not parallel and will not be effective points in a basic outline.

?

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

?

Required:

?

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.

 

59. SCENARIO BASED QUESTIONS

?Writing a Short Report

McCray Inc. has been asked by Grail Corporation to conduct a green audit of the company's environmental practices.

Required: Write a short report in the expanded letter format detailing the findings and recommendations of the green audit.

 

SHORTANSWER

60. Your boss has asked you to write a proposal to be sent to a potential client. A _________ report would be most appropriate.?A. short, informal B. long, formal
61. Form reports are used for _________.?A. anything sent via mail

2. repetitive reports
3. proposals to customers

62. A lengthy, solicited proposal, whether internal or external to the organization, would be formatted as a _________ report.?A. letter

2. memo or email
3. formal

63. Organization of Formal Reports?

Organizing a report is crucial to making sure the reader understands the information presented. Many companies have their own styles and formats for organizing reports; however, there are general organizational guidelines that apply in most situations.?

Begin organizing your report by creating an outline. Because the outline is _________, it may change as you develop the report. A. based on brainstorming

2. a planning document
3. written at the same time as the report

64. Most reports place conclusions at the beginning to make the reader's job easier. However, when a report's conclusions are not given until the end of the report, this is called ________ organization.?A.

deductive

B. inductive

65. Good transitions help a reader connect ideas and coherently link sections of the report.? Select the best transition for the sentence below.

Our sales team has had many successes in the past year. _________, our revenue has fallen compared with last year. ?A. For example

2. Since
3. However

66. Enhance your credibility by using unemotional language.?

Choose the best way to complete the sentence below in objective, unbiased language.

Your performance this year has been _________.

1. below expectations in three areas
2. really subpar in many areas
3. unprofessional and terrible

67. Enhance your credibility by using unemotional language.?

Choose the best way to complete the sentence below in objective, unbiased language. This project was _________.

1. a roaring success for us
2. our team's best effort yet
3. completed on time and on budget

68. Short reports differ from formal reports. The _________ is not part of the body of a short report.?A.

method B. problem

C. index