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. Background
c. Authorization
d. Budget
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
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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.
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. True
b. False
60. Unlike a business proposal, a formal business report presents findings and recommendations based on research and
data analysis.
a. True
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. True
b. False
67. An advantage of secondary data over primary data is that secondary data are easier and cheaper to develop.
a. True
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. True
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. True
b. False
71. Surveys can generate primary data economically and efficiently from large groups of people.
a. True
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. True
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. True
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. True
b. False
81. The major advantage of line charts is that they show changes over time, thus indicating trends.
a. True
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. True
b. False
85. The front matter of a formal report refers to the preliminary sections before the body section.
a. True
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. True
b. False
90. Regardless of the documentation format used, sources should be alphabetized in the bibliographic section of a report.
a. True
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