Chapter 10 Proposals and Formal Reports

1. Which of the following statements regarding business proposals is correct?

a. A proposal is a persuasive document used to solve problems, provide services, or sell
products.
b. A proposal is always solicited.
c. A proposal is an informative document used to share problems, identify emerging issues, and categorize
available resources for resolution.
d. A proposal is developed for external audiences only.

2. Lisa works for a nonprofit agency seeking funding for a community project. What type of proposal is she likely to write
to the local foundation that supports the same cause within the community?
a. A purchase request
b. A grant request
c. An RFP
d. An internal request

3. In which of the following situations should a business write a request for proposal in order to solicit competitive bids?
a. Advertising openings for two sales
positions
b. Attracting new clients
c. Renovating offices
d. Interviewing job candidates

4. An effective proposal should showcase the writer's expertise and build credibility, emphasize how the writer's methods
and products will benefit the reader, present ideas clearly and logically, and _______.
a. inform by providing data but without analysis or recommendations
b. make recommendations regarding the feasibility of a plan
c. get the reader's attention
d. analyze findings, draw conclusions, and make recommendations intended to solve a
problem

5. You can make the introduction of a proposal more persuasive if you _______.
a. explain in great detail how much better you are than your competitors
b. hint at the problem you will solve but avoid explaining the reasons for the proposal
c. remain as vague as possible to keep the reader intrigued
d. provide a "hook" such as mentioning a remarkable resource available
exclusively to the writer

6. In which part of an informal proposal should you convince your reader that you understand the problem completely?
a. Introduction
b. Backgroun
d
c. Authorizatio
n
d. Budget

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7. All proposals share two significant characteristics: they show the value and benefits of the product or service being
recommended and _______.
a. they use formal, academic language
b. they are very long in length
c. they use easy-to-understand language
d. they are printed on hard copy because they are official
documents

8. What should be included in the staffing section of an informal proposal?

a. Credentials and expertise of project leaders
b. List of projected costs
c. Copy of the RFP
d. Schedule or timetable of activities

9. The budget in a proposal should _______.

a. reflect careful research because once a proposal is accepted, it is legally
binding
b. provide only rough estimates so that you can raise the price later if costs increase
c. never itemize hours and costs, but offer only a total sum
d. include a disclaimer to ensure that the budget is not legally binding

10. Jeremy has decided to include a deadline for acceptance in his proposal to install energy-efficient workstations for a
local manufacturer. In which section should Jeremy place the deadline?
a. Introduction
b. Background
c. Conclusion and authorization
d. Proposal

11. Although formal reports are similar to formal proposals, a primary difference is that formal reports _______.
a. are the product of thorough research and data analysis
b. use a more conversational tone
c. are longer than formal proposals
d. are organized indirectly

12. What is the first step in writing a formal report?

a. Selecting an appropriate layout and
format
b. Researching primary and secondary data
c. Writing a purpose statement
d. Determining the length of the report

13. Which of the following is recommended when writing a purpose statement for a formal report?
a. Write purpose statements only for external formal
reports.
b. Omit limitations to avoid a negative tone.
c. Use action verbs that tell what you intend to do.
d. Use vague language to allow for flexibility.

14. Which type of statement can help you define the focus of your report and keep you on target?
 a. Scope
b. Proposal
c. Purpose
d. Methods

15. Chronological organization arranges ideas by _______.

a. time
b. order of importance
c. physical location
d. simple to complex

16. Tanika must prepare a formal report detailing the findings of a year-long study of her company's new wellness
program. In this report she must discuss employee absenteeism before and after the program's implementation. What type
of organizational pattern will she likely use?
a. Chronological
b. Spatial
c. Compare/Contrast
d. Importance

17. Tyler is writing a report that analyzes the GlobalCom, Inc., market share of cell phone subscriptions worldwide by
region. He will probably organize his report _______.
a. chronologically by the date the cell phone subscriptions reached their maximums
b. around extensive secondary data to assure the reader that he conducted adequate research before he wrote the
report
c. using a functional arrangement to show types of subscriptions globally
d. geographically with sections representing each region's market share

18. Reviewing a report's mechanics before submission refers to checking it for _______.
a. format
b. content accuracy
c. grammar and
usage
d. audience-oriented tone

19. Primary research data can be defined as _______.

a. information that comes from reading what others have experienced and
observed
b. information gained from firsthand experience and observation
c. statistics collected during the first stage of research
d. data received from the World Wide Web

20. A newspaper article citing student input about the growing popularity of caffeinated energy drinks on college
campuses would be considered what type of information source?
a. Primary
b. Secondary
c. Tertiary
d. Scholarly

21. The benefit of consulting with a reference librarian is they will _______.
 a. do your research for you
b. direct you to only print resources
c. steer you in the right direction
d. explain how the library is organized

22. What type of print resource provides excellent in-depth, historical data?
a. Periodicals
b. Bibliographic
indexes
c. Databases
d. Books

23. Which of the following are considered secondary research sources?

a. Magazines
b. Interviews
c. Surveys
d. Systematic observation

24. In order to assess the credibility of a Web page, review the Web page for accuracy in content, verify the credentials of
the publishers or sponsors of the web page, and _______.
a. feel free to disregard errors in grammar or spelling because such errors are not related to issues of
credibility
b. identify print versions of the content
c. evaluate the overall content of a Web page and see how it compares with other resources
on the same topic
d. make sure that the Web page has a publication date

25. Which of the following is an example of an open-ended survey question?

a. What should the bookstore do about plastic bags?
b. How many times have you visited the bookstore this semester?
c. Would you be willing to change to another method of ordering books?
d. All of these are open-ended questions.

26. Surveys, which are used to collect firsthand data, have many advantages. One advantage is that ______.
a. those who respond to mailed or online surveys exactly represent the overall
population
b. respondents can be relied on to respond openly and truthfully to anonymous surveys
c. data can be gathered economically and efficiently
d. return rates for online and mailed surveys are typically over 90 percent

27. Brittany is writing a business report about protecting workplace data and will be conducting an interview with a data
security expert. She should call before the interview to confirm the arrangements, learn about the individual she is
interviewing, and _______.
a. make her questions biased to the answers she hopes to receive
b. use dominant body language to show that she is in charge of the interview
c. ask open-ended questions rather than yes-or-no questions to draw out responses from the
expert
d. take notes rather than recording the interview because a recorder may inhibit the expert from speaking
openly
28. Documenting data properly in business reports is important because it strengthens your argument, protects you
from charges of plagiarism, and _______.
a. makes your report longer
b. establishes your skill as a researcher
c. makes your report more concise
d. saves time.

29. Which of the following describes what plagiarism is?

a. Plagiarism involves using good data from reputable sources to increase your credibility and to enhance the
logic of your reasoning.
b. Plagiarism only happens in academic settings.
c. Plagiarism is the act of using others’ ideas without proper documentation or by paraphrasing
poorly.
d. Plagiarism occurs when writers acknowledge the sources of their researched information.

30. Which of the following statements would need to be documented in a report?

a. Tornadoes caused extensive loss of property and lives in Missouri.
b. You can get an idea of how dangerous a tornado is by its rating.
c. Damaging winds, common in strong tornadoes, caused problems for the residents of Missouri.
d. The Fujita-Pearson tornado scale rates tornadoes with wind speeds of 261 to 318 miles per
hour as F5 storms.

31. Which of the following is an effective strategy when paraphrasing?

a. Read the original material intently to make sure that you can use the same
vocabulary.
b. Write your own version without looking at the original.
c. Repeat the grammatical structure of the original, replacing words with synonyms.
d. Borrow specific language to make sure that you covered the main points.

32. Which of the following is a valid purpose for using direct quotation?
a. To duplicate exact wording before criticizing an idea
b. To avoid giving your own opinion
c. To add length to a researched document
d. To provide subjective background information

33. Which of the following will help you avoid common problems when using direct quotations in a report?
a. Beware of overusing quotations because you may appear as if you have no ideas of your
own.
b. If you use a direct quotation, don't dilute its impact by summarizing it or introducing it in your own
words.
c. Place the direct quotation in quotation marks but change a few words to show you have your own ideas.
d. Avoid using any direct quotations in a report.

34. When you must use a long quotation, which of the following guidelines should you follow?
a. Put it directly at the start of the paragraph
b. Summarize and introduce it in your own words
c. Put another long quotation after it.
 d. Put the long quotation as the first sentence of the
introduction

35. To avoid charges of copyright infringement, you should _______.

a. include a footnote to all information
b. use information only from Internet sites
c. ask permission only when using information from a legal
publication
d. assume that all intellectual property is copyrighted

36. Graphics are important in business reports because _______.

a. they save the writer time
b. readers grasp meaning from visuals more quickly than from text
c. they allow for the distortion of data
d. written text is becoming outdated

37. Which of the following is the first element to consider when selecting an appropriate graphic for a report?
a. The length of your report
b. Your word processing abilities
c. Your report's organizational pattern
d. Your objective

38. Yolanda must include a long table in a report she is preparing on employee Internet use. What advice should she
follow when creating the table?
a. Avoid distracting her readers with shading.
b. Place the table as close as possible to its text discussion.
c. Leave missing data blank.
d. Because the emphasis is on the data, avoid the use of headings for each row.

39. What type of graphic illustrates changes in data over time?

a. Line chart
b. Flowchart
c. Pie chart
d. Table

40. The major advantage of line charts is that they _______.

a. compare related items
b. present large amounts of data
c. show the proportion of parts to a whole
d. demonstrate trends

41. Which statement about pie charts is correct?

a. Pie charts are most appropriate for technical audiences.
b. Pie charts are most useful for showing percentages.
c. Pie charts are more flexible than bar or line charts.
d. Pie charts can be confusing to readers because of the use of multiple colors.

42. In her letter to policyholders, Min Yi needs to include a graphic depicting the procedure a policyholder follows when
filing a claim. Which of the following graphics would help her achieve her objective?
 a. Organizational chart
b. Flowchart
c. Illustration
d. Table

43. Which of the following pieces of advice regarding the use of graphics in a report is accurate?
a. Use restraint when using color.
b. Don't introduce a graphic; a good graphic should communicate information clearly by itself.
c. Avoid summarizing the main point of the graphic.
d. Avoid the use of headings on a graphic.

44. The front matter components of a formal report typically include: report cover, title page, letter of transmittal, table of
contents, and _______.
a. budget
b. list of figures or tables
c. appendix
d. schedule

45. What is the purpose of a letter or memo of transmittal?

a. To announce the topic of the report
b. To provide a list of sources used within the
report
c. To introduce the writer of the report
d. To designate the parts of the report

46. What advice should you follow when preparing a table of contents?
a. Avoid leaders (spaced dots) on a table of contents to avoid confusing the reader.
b. Include only the front matter components and the main body headings and
subheadings.
c. Center all major headings.
d. Title the page Contents or Table of Contents.
ty

47. The purpose of an executive summary is to _______.

a. announce the topic of the report and tell how it was authorized
b. secure funding
c. present an overview of a longer report for people who may not have time to read the
entire document
d. show the main sections of a report

48. What information should be included in the introduction of a formal report?

a. Copies of surveys
b. A discussion of the report findings
c. Conclusions and recommendations
d. Explanation of the problem

49. The body of a formal report should _______.

a. define important and unfamiliar terms
 b. identify the individuals responsible for commissioning the report
c. discuss, analyze, interpret, and evaluate the research findings or solution to the problem
d. include a description of all secondary and primary data collected during the research phase of writing the
report

50. When developing a bibliographic list of sources for a formal report, the writer should _______.
a. include only published sources within your bibliographic list
b. label the page "Works Cited" when using either the APA or MLA format
c. list the sources in alphabetical order
d. omit the bibliographic list of sources because the in-text citations will identify each source used within the
report

51. In crafting the introduction to a proposal, you should make the proposal more persuasive by including a hook that
either hints at extraordinary results, promises low costs, or _______.
a. mentions a remarkable resource
b. keeps results general to avoid liability
c. mentions past successes with other companies
d. gives information from easily available
resources

52. To help busy decision makers quickly understand the qualifications of the team who will complete the work, the
staffing section of a business report should _______.
a. attach copies of their full resumes
b. provide a summary highlighting their credentials
c. include letters of recommendations from other clients
d. include links to their LinkedIn profiles

53. Proposals are informative documents used to educate readers.

a. True
b. False

54. All proposals should use easy-to-understand language and show the value and benefits of the product or services being
recommended.
a. True
b. False

55. Because proposals are often selling products and services, they should always be written using a formal tone.
a. True
b. False

56. In a solicited proposal, your goal is to convince the reader that a problem exists.
a. True
b. False

57. In the proposal, plan, and schedule section of a business proposal, your goal is to explain your plan for solving the
problem.
a. True
b. False

58. A proposal could become legally binding if accepted by the customer.

 a. True
b. False

59. The conclusion of a proposal should remind the reader of the proposal's key benefits and make it easy for the reader to
respond.
a. Tru
e
b. False

60. Unlike a business proposal, a formal business report presents findings and recommendations based on research and
data analysis.
a. Tru
e
b. False

61. The first step in preparing a report is to conduct research.

a. True
b. False

62. A primary goal of business report writing should be to present key findings that are relevant to your audience.
a. True
b. False

63. Formal report writers conduct most of their research using primary sources.
a. True
b. False

64. A report discussing the correct procedure to process customer complaints should be organized using a chronological
order.
a. True
b. False

65. Focusing on the mechanics of a business report during the proofreading stage involves assessing its overall visual
appeal.
a. True
b. False

66. Secondary data come from reading what others have published, experienced, or observed.
a. Tru
e
b. False

67. An advantage of secondary data over primary data is that secondary data are easier and cheaper to develop.
a. Tru
e
b. False

68. Because of the vast amount of information available online, print resources are no longer considered credible sources
for business reports.
a. True
 b. False

69. A database is a collection of information stored digitally so that it is accessible by computers and mobile electronic
devices.
a. Tru
e
b. False

70. Information about who sponsors a Web page is important to look for in assessing its authority and, in turn, its
credibility.
a. Tru
e
b. False

71. Surveys can generate primary data economically and efficiently from large groups of people.
a. Tru
e
b. False

72. When you conduct an interview, prepare closed-ended questions to ensure a variety of responses.
a. True
b. False

73. One reason to document sources in a report is to help the reader learn more about the topic.
a. Tru
e
b. False

74. The only item that you must document in a report is a quotation of another person's actual spoken or written words.
a. True
b. False

75. Information that is common knowledge requires no documentation.

a. True
b. False

76. You can avoid plagiarism by using the grammatical structure of the original source and replacing select words with
synonyms.
a. True
b. False

77. Direct quotations are often useful to provide objective data and to establish the severity of a problem as seen by
experts.
a. Tru
e
b. False

78. You should assume that all intellectual property is copyrighted.

a. True
b. False
79. If your report contains complex data and numbers, using graphics can help you simplify complex ideas, emphasize
key data, and _______.
a. make key information easier to remember
b. make subjective data look objective
c. distract the reader from reading the report by focusing only on the
graphics
d. make the report itself irrelevant because of the clarity of the graphics

80. Probably the most frequently used visual aid in reports is the table.
a. Tru
e
b. False

81. The major advantage of line charts is that they show changes over time, thus indicating trends.
a. Tru
e
b. False

82. Pie charts are an effective visual to demonstrate a procedure.

a. True
b. False

83. In order to help ensure that your reader will understand your graphic, tell your audience what to look for, summarize
the main point of the graphic, and _______.
a. place the graphic in the appendix
b. place the graphic next to the point it supports
c. assume the reader will reach the same conclusions you reached from the set of data
d. use general directives such as The Findings are shown in Figure 3

84. Report graphics should include a caption or title.

a. Tru
e
b. False

85. The front matter of a formal report refers to the preliminary sections before the body section.
a. Tru
e
b. False

86. If included with a report, a letter or memo of transmittal should be written using the indirect strategy.
a. True
b. False

87. The purpose of a table of contents is to present an overview of the report for people who may not have time to read the
entire report.
a. True
b. False

88. The introduction should be the principal section of a formal report.

a. True
 b. False

89. The most important section of a report to a reader is the conclusions and recommendations.
a. Tru
e
b. False

90. Regardless of the documentation format used, sources should be alphabetized in the bibliographic section of a report.
a. Tru
e
b. False

91. In which part(s) of a proposal should you state the project completion date?
a. Proposal, Plan, and Schedule, and Conclusion and
Authorization
b. Proposal, Plan, and Schedule, and Budget
c. Proposal, Plan, and Schedule
d. Conclusion and Authorization

92. A document that specifies a business or agency's requirements and solicits competitive bids from vendors is known as
an RFP, which stands for _______.
a. request for plan
b. request for proposal
c. research for proposal
d. research for plan

93. How do formal reports differ from formal proposals?

a. A formal report has an authorization section.
b. A formal report presents thorough investigation and analysis.
c. A formal report makes an offer.
d. A formal report has fewer sections.

94. Preparing a written purpose statement is helpful because it defines the focus of the report and _______.
a. determines the scope of the budget
b. provides a detailed schedule
c. provides a standard that keeps the project on target
d. details the important deadlines

95. You need to write a formal report that compares different alternatives, showing before and after scenarios. Which
strategy type for data arrangement should you use?
a. Chronological
b. Simple/Complex
c. Compare/Contrast
d. Importance

96. A collection of information stored digitally so that it is accessible by computers and mobile electronic devices is a
_______.
a. database
b. survey monkey
 c. Wikipedia
d. Google doc

97. Which of the following sources found on the Internet would be considered credible enough to include in a formal
report?
a. Wikipedia and other online encyclopedias
b. Information found in discussion forums
c. A personal blog
d. Library databases

98. Information that is common knowledge requires no documentation. Which of the following is an example of common
knowledge?
a. The Wall Street Journal is a popular business newspaper.
b. Bangladesh is the fastest growing city in the world.
c. In 2021, the automobile company Tesla sold 936,172 vehicles.
d. Amazon is the leading e-retailer in the United States, with net sales amounting to close to 386 billion U.S.
dollars in 2020.

99. An infographic is a type of visual aid that combines images and graphic elements to present complex information in a
format that is easy to understand, tells a story, and _______.
a. uses a lot of words
b. is more informational than persuasive
c. includes a call to action
d. allows for presenting biased information

100. The goal of an executive summary is to summarize a report’s major sections, such as the purpose, background,
conclusions, and _______.
a. recommendations
b. schedule
c. budget
d. letter of transmittal