Q&A Hero

Q: A good way to deal with nervousness over speaking is to prepare more material than you really need. A) True B) False

Q: It is considered rude to ask to see the computer and projector equipment you will be using for your speech prior to the presentation. A) True B) False

Q: Making a speech with the help of an outline or note cards is the most effective and easiest delivery mode. A) True B) False

Q: The best way to prepare for a speech is to memorize the whole thing. A) True B) False

Q: Computer tools make it easy for virtually anyone to create handsome reports. Discuss the pros and cons of this.

Q: Discuss good strategies to use when proofreading your report.

Q: List the three parts of the text of a formal proposal; then explain the primary functions of each part.

Q: In a formal proposal, how do you determine what organizational approach to use in the letter of transmittal?

Q: Explain the difference between a title fly and a title page.

Q: Explain why it is generally best to prepare the prefatory parts of your report after you've written the text.

Q: List at least three elements normally included in the body of a formal proposal.

Q: What is an RFP, and what does it often take the place of in formal proposals?

Q: List at least three types of materials commonly included in appendixes.

Q: What three main parts make up the text of a report?

Q: Briefly explain the difference between an informative synopsis and a descriptive synopsis.

Q: Briefly explain the difference between a synopsis and an executive summary.

Q: When should you include a separate list of illustrations with your report?

Q: Describe the primary function of the letter of transmittal.

Q: What is one advantage of starting each section of your report on a separate page?

Q: List at least three factors that can help you decide what parts to include in a business report.

Q: Instead of a letter of authorization, a proposal contains a(n) __________ issued by the client.

Q: A(n) __________ is a list of sources consulted when preparing a report.

Q: A(n) __________ contains materials that are too lengthy or too bulky to include in the main body of a report.

Q: The appendix, bibliography, and index make up the __________ parts of a formal report.

Q: A writer's summary of the main ideas, conclusions and recommendations (if any) would typically be placed in a section labeled __________.

Q: A(n) __________ is a fully developed "mini" version of the report itself.

Q: A(n) __________ synopsis simply tells what the report is about.

Q: A(n) __________ synopsis presents the main points of a report in the order in which they appear in the text.

Q: The letter of __________ conveys the report to the readers.

Q: A letter of __________ is a written acknowledgment of the letter of authorization.

Q: The __________ is a plain sheet of paper with only the title of the report on it.

Q: The cover, title page, and table of contents are among the __________ parts of a formal report.

Q: 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.

Q: 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.

Q: 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.

Q: 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.

Q: 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.

Q: 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.

Q: Transmittal letters for unsolicited proposals should follow the form for ___________________ A) persuasive messages. B) bad-news messages. C) good-news messages. D) routine messages.

Q: 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.

Q: 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.

Q: 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.

Q: The key findings or points of a report are stated in the ___________________ A) executive summary. B) conclusions. C) recommendations. D) notes.

Q: Which of the following is a supplementary part of a report? A) Letter of transmittal B) Index C) Executive summary D) Letter of authorization

Q: 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.

Q: 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.

Q: 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.

Q: 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.

Q: 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.

Q: 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.

Q: 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.

Q: Which of the following is included in the prefatory parts of a formal report? A) Introduction B) Letter of authorization C) Body D) Summary

Q: 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.

Q: 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.

Q: 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

Q: When checking over your report, you shouldn't consult others because they do not know your work. A) True B) False

Q: 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

Q: The organization of an unsolicited proposal is loosely based on the details in the RFP. A) True B) False

Q: A synopsis or executive summary is less useful in a formal proposal than in other types of formal reports. A) True B) False

Q: If a proposal is unsolicited, the letter of transmittal should follow the format for persuasive messages. A) True B) False

Q: Most proposals have many supplementary parts. A) True B) False

Q: 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

Q: An index is always formatted in APA style format. A) True B) False

Q: 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

Q: The most common items to include in an appendix are the bibliography and the index. A) True B) False

Q: 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

Q: The "Summary" of a report is another name for the report's conclusions. A) True B) False

Q: 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

Q: An introduction is never longer than a paragraph or two. A) True B) False

Q: Many reports, especially short ones, do not require a synopsis or executive summary. A) True B) False

Q: Unlike a synopsis, an executive summary may contain headings and visual aids. A) True B) False

Q: A synopsis is generally more comprehensive than an executive summary. A) True B) False

Q: For a skeptical or hostile audience, you use an informative synopsis instead of a descriptive one. A) True B) False

Q: A synopsis of a 15-page report is at least two pages long. A) True B) False

Q: The table of contents should always include all levels of headings for the report. A) True B) False

Q: 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

Q: The letter of transmittal should use the indirect approach, especially if the report is an analytical one. A) True B) False

Q: The letter of transmittal says what you would say if you were handing the report directly to someone. A) True B) False

Q: The letter of acceptance is the reply to the letter of authorization. A) True B) False

Q: It is sometimes acceptable for the title page to serve as the report cover. A) True B) False