Chapter 09 Informal Reports

1. Reports in today’s business environment range widely in length and purpose, help organizations sift through data and
make decisions, and _______.
a. can be delivered orally or digitally
b. should never be stored on cloud servers off-site for security
purposes
c. are nevertheless becoming obsolete
d. are used strictly for providing information

2. Reports that present data without analysis or recommendations are _______.

a. informational reports
b. analytical reports
c. cost-benefit analysis reports
d. justification reports

3. Which of the following should be written as an informational report?

a. A recommendation from the Information Technology Department that your company install a wireless
network
b. A feasibility study addressing possible tuition reimbursement for employees
c. A comparison of five handheld communication devices that your company might purchase
d. A summary of information presented at a recent conference for technical writers

4. Reports that provide data or findings with analyses and conclusions are _______.
a. informational reports
b. analytical reports
c. summaries
d. progress reports

5. Which of the following reports is an example of an analytical report?

a. A report summarizing the details of a recent seminar you attended
b. A report recommending an antiterrorism security system for mass transit
c. A report outlining the new company procedure for reporting workplace
injuries
d. A report showing state budget allocations for education

6. The direct strategy of organization is appropriate for a business report when readers _______.
a. need to be educated
b. must be persuaded
c. are informed
d. may be disappointed or hostile

7. When you organize an informational report directly, in what order should the ideas be presented?
a. Introduction/background, facts/findings, and summary
b. Introduction/background, summary, and facts/findings
c. Summary, introduction/background, and facts/findings
 d. The direct strategy presents ideas in any order for maximum effectiveness and
flexibility.

8. The indirect strategy of organization is appropriate for a business report when readers _______.
a. are supportive of the topic
b. must be persuaded
c. are familiar with the topic
d. want to know the results immediately

9. When you organize an analytical report indirectly, in what order should the ideas be presented?
a. Introduction/problem, conclusions/recommendations, facts/findings, and
discussion/analysis
b. Introduction/background, facts/findings, and summary
c. Introduction/problem, facts/findings, discussion/analysis, and
conclusions/recommendations
d. The indirect strategy does not follow a set order of ideas

10. An informal writing style includes _______.

a. contractions (for example, wouldn't, don't, they're)
b. second-person pronouns (for example, you and your)
c. mainly passive-voice verbs
d. longer sentences

11. Which of the following sentences uses an informal writing style for an informal report?
a. James, Deloitte, and Wilts, Inc., after extensive review of references and credentials of contractors, has
elected to contract with Peck Builders for the new office complex.
b. We're pleased to announce the selection of Peck Builders as general contractor for our new office complex.
c. After conducting an exhaustive search of building design elements and cost-efficiency data, the company has
verified the qualifications of Peck Builders.
d. The findings demonstrate the imperative of selecting a fully qualified and bonded contractor for the new
building project of James, Deloitte, and Wilts, Inc.; that contractor is Peck Builders.

12. Which of the following sentences demonstrates active-voice verbs?

a. Superior writing skills are required by many employers.
b. Employee use of e-mail was monitored by management.
c. Research indicates a correlation between strong writing skills and
promotions.
d. The proposals were carefully reviewed by the screening committee.

13. The format of a report depends primarily on its length, topic, audience and _______.
a. delivery mode
b. purpose
c. formality level
d. writing style
14. In which format should a short informal report to a customer be written?
a. Letter format
b. Memo or e-mail
format
c. Manuscript format
d. Preprinted form

15. In which format should a short informal report that will stay inside your organization be written?
a. Letter format
b. Memo or e-mail
format
c. Manuscript format
d. Preprinted form

16. Sondra works for a development firm and must explain to a customer the results of a year-long study of potential sites
for new stores. In what format should she develop this report?
a. Memo or e-mail
format
b. Preprinted form
c. Letter format
d. Manuscript format

17. You are an inventory specialist for a retail store. Your boss has asked you to compile a year-end report listing the
merchandise sold each month through the company's website. In what format should you present this data?
a. Memo or e-mail
format
b. Preprinted form
c. Letter format
d. Manuscript format

18. Visual representations of data or information that can easily be embedded into blogs and posts on social media are
referred to as _______.
a. PDF files
b. digital slide decks
c. infographics
d. report templates

19. Headings that show the sections of a report are called _______.
a. talking headings
b. signposts
c. functional headings
d. cross-sectional
divisions

20. Headings that provide specific information about the content of a report section are called _______.
a. talking headings
 b. signposts
c. functional headings
d. cross-sectional
divisions

21. Which of the following is a talking heading?

a. IT Outsourcing
b. Savings
c. Cost Savings
d. Projected Cost Savings for IT
Outsourcing

22. Katherine must use headings in a report. What should she do to make sure that her headings are effective?
a. Place first- and second-level headings in all capital letters.
b. Use a period after each stand-alone bolded heading.
c. End a page with a heading to entice her audience to read the report
further.
d. Include at least one heading per report page.

23. Your first step to writing an effective business report is _______.

a. collecting data
b. understanding the problem
c. selecting its format
d. creating headings

24. Appropriate sources of information for an informal report include company records, observation, and _______.
a. blogs
b. personal
experience
c. survey results
d. television shows

25. To help you clarify your reason for writing a report, you should write a _______.
a. thesis statement
b. transitional sentence
c. problem statement
d. topic sentence

26. Which of the following is an example of a statement of purpose for a report?

a. A wellness program will improve the health of all employees.
b. Most companies offer voluntary wellness programs.
c. Wellness programs have proven to be effective in improving the health of
individuals.
d. Establish a wellness incentive program for all employees.
27. Factual information for reports falls into which two broad categories?
a. Primary and secondary
b. Direct and indirect
c. Informational and analytical
d. Literal and figurative

28. Primary data _______.

a. result from reading what others have experienced or observed and recorded
b. come from firsthand experience and observation
c. are the only type of factual information that should be included in informal reports
d. include printed materials found in libraries or through electronic resources

29. The most efficient means of investigating past performance and methods used to solve previous problems in your
workplace is to _______.
a. conduct interviews
b. observe others
c. construct questionnaires and inventories
d. visit company records and files

30. What type of research source produces excellent firsthand information?

a. Web pages or articles
b. Interviews
c. Company records
d. Databases

31. Reports that describe periodic, recurring activities or situational, nonrecurring events are _______.
a. justification/recommendation
reports
b. informational reports
c. analytical reports
d. yardstick reports

32. Most informational reports are written _______.

a. using the indirect organizational strategy
b. by only top business executives
c. using a formal writing style
d. for a neutral or receptive audience

33. Kendra just attended a sales conference in Baltimore. She must now write a report summarizing her conference. What
advice should she follow?
a. Mention every topic that was discussed at the conference.
b. Begin her report by identifying the event.
c. Use a chronological organizational pattern.
d. Avoid the use of headings or bullets so that the reader does not become
distracted.
34. A report that gives status updates on a current project is called _______.
a. the minutes of a
meeting
b. an analytical report
c. a progress report
d. a summary

35. Which of the following situations might require a progress report?

a. The work of a committee preparing for an open house when a new wing of a hospital is
completed
b. The reporting of monthly sales figures for all divisions
c. A study of whether a company should provide on-site childcare
d. A one-page summary of a long article in The Wall Street Journal

36. Which of the following sequences of sections is recommended for progress reports?
a. background; purpose; work completed so far; work in progress; current and potential problems and remedies;
future activities and expected completion date
b. purpose; background; work completed so far; work in progress; current and potential problems and remedies;
future activities and expected completion date
c. current and potential problems and remedies; purpose; background; work completed so far; work in progress;
future activities and expected completion date
d. purpose; background; work completed so far; work in progress; current and potential problems and remedies;
future activities and expected completion date

37. As chairperson of a customer service task force, you must update management on your team's progress. What kind of
report will you write?
a. Justification/recommendation
report
b. Trip report
c. Progress report
d. Feasibility report

38. When writing up meeting minutes, how should one begin?

a. State whether the previous minutes were approved or revised.
b. Record briefly the discussions of old business.
c. Identify the person recording the meeting.
d. Record the name of the group, date, time, and place of meeting.

39. Mathias is in charge of taking formal minutes during an Institute of Internal Auditors chapter meeting. Which of the
following suggestions will help Mathias record accurate and complete meeting minutes?
a. Record only new business because old business will appear in previous minutes.
b. Avoid using the exact wording of motions because that would be too time consuming.
c. Record voting results and actions taken.
d. Omit his name and signature as the person recording the minutes because he is acting on behalf of the
organization.
40. What type of summary provides the key points of a long report, proposal, or business plan?
a. Top-line summary
b. Technical summary
c. Executive summary
d. Analytical summary

41. A summary should condense a report or article by what percentage?

a. 5 percent
b. 25 percent
c. 85 to 90 percent
d. 50 percent

42. Which of the following guidelines should be followed when preparing a summary report?
a. Include specific examples from the report, article, or book you are summarizing.
b. Copy passages word for word to ensure that you cover the main ideas.
c. Avoid headings or lists to prevent reader distraction.
d. State the main idea or purpose as well as the source of the document being summarized.

43. A report that condenses a 200-page government policy report on oil drilling in Alaska into a shorter report for Sierra
Club members to read is a _______.
a. trip report
b. summary
c. meeting minutes report
d. progress report

44. How do informational reports and analytical reports differ?

a. Informational reports emphasize facts; analytical reports emphasize reasoning and conclusions.
b. Informational reports are intended for internal audiences; analytical reports are intended for external
audiences.
c. Informational reports are written using a formal writing style; analytical reports are written using an informal
writing style.
d. Informational reports emphasize reasoning and conclusions; analytical reports emphasize facts.

45. Justification/recommendation reports are sometimes called _______.

a. internal proposals
b. executive
summaries
c. feasibility reports
d. yardstick reports

46. In what order should you organize your ideas when you believe your audience will be agreeable to the suggestions in
your justification/recommendation report?
a. Announce the recommendation, explain the recommendation, identify the problem or need, and provide
necessary action.
b. Provide necessary action, identify the problem or need, announce the recommendation, and explain the
 recommendation.
c. Identify the problem or need, announce the recommendation, explain the recommendation, and provide
necessary action.
d. Identify the problem or need, provide necessary action, announce the recommendation, and explain the
recommendation.

47. Your department needs a new copier, and your job is to research the options. Based on your research, you have
selected an all-in-one machine that you believe will be cost effective and will perform well. What kind of report would
you write to present your findings?
a. Feasibility report
b. Justification/recommendation
report
c. Yardstick report
d. Progress report

48. A report that determines whether your company should proceed with a plan for using an external accounting firm is
a(n) _______.
a. feasibility report
b. progress report
c. informational
report
d. summary

49. In which of the following types of reports should you announce your decision immediately in the opening?
a. Summary
b. Justification
c. Yardstick
d. Feasibility

50. Yardstick reports _______.

a. are long formal reports used only in the manufacturing industry
b. do not include researched data
c. are rarely written or used in businesses today
d. examine problems with two or more solutions against set criteria

51. E-mail, PDF files, and PowerPoint sides are all examples of digital means of submitting reports.
a. True
b. False

52. Based on their function, business reports typically fall into one of two categories: instructional or persuasive.
a. True
b. False

53. An informational report presents data without analysis and recommendations.

a. True
 b. False

54. The direct organizational strategy presents the purpose for writing near the beginning of a report.
a. True
b. False

55. Reports should be organized using the direct strategy when the readers are informed or supportive of the topic.
a. True
b. False

56. Analytical reports should always follow the indirect organizational strategy.
a. True
b. False

57. To show your respect for the reader, reports should always be written using a formal style.
a. True
b. False

58. First-person pronouns and contractions are acceptable in business reports.

a. True
b. False

59. The format for a report relies solely on the intended audience.
a. True
b. False

60. The memo or e-mail format is appropriate for short informal reports that stay within organizations.
a. True
b. False

61. The manuscript format is appropriate for longer, more formal reports.
a. True
b. False

62. Because they are primarily visual, infographics are not considered an effective report format type.
a. True
b. False

63. When creating talking headings, it is best to write a few paragraphs first and then determine the heading.
a. True
b. False

64. Discussion of Findings is an example of a functional heading.

 a. True
b. False

65. The first letter of each word in a heading should always be capitalized.
a. True
b. False

66. You should include at least one heading per report page.
a. True
b. False

67. The first step in preparing a report is to sit down and begin writing immediately; this technique allows you to capture
your best ideas quickly.
a. True
b. False

68. When you write a purpose statement for a report, you should use action verbs.
a. True
b. False

69. One of the most important steps in the writing of a report is researching the report topic.
a. True
b. False

70. Primary data result from reading what others have experienced or observed and recorded.
a. True
b. False

71. Observation can be considered a valuable form of data collection for a business report.
a. True
b. False

72. Surveys are considered a source of secondary data.

a. True
b. False

73. Business writers often use electronic resources such as government sites, news media, periodicals, nonprofit
organizations, social networking sites, and blogs to conduct research for business reports.
a. True
b. False

74. Surveys provide the richest, most accurate firsthand information.

a. True
b. False
75. Informational reports often describe periodic, recurring activities as well as situational, nonrecurring events.
a. True
b. False

76. Most informational reports have one thing in common: a neutral or receptive audience.
a. True
b. False

77. Informational reports should be written using the direct organizational strategy.
a. True
b. False

78. Progress reports are written for only internal readers.

a. True
b. False

79. Meeting minutes should include the precise wording of motions, including a count of votes and actions taken.
a. True
b. False

80. The minutes of a meeting should identify the names of individuals present and absent.
a. True
b. False

81. Summary reports are typical in academic settings but rarely used in business settings.
a. True
b. False

82. A summary should be as long as necessary to ensure that all illustrations, examples, and references used in the report
or document are included within the summary.
a. True
b. False

83. Informational reports emphasize reasoning and conclusions; analytical reports emphasize facts.
a. True
b. False

84. When discussing alternative solutions in a recommendation report, you should begin with the alternative most likely to
succeed.
a. True
b. False
85. Most analytical reports answer questions about specific problems and aid in decision making.
a. True
b. False

86. Feasibility reports analyze a problem, discuss options, and present a recommendation, solution, or action to be taken.
a. True
b. False

87. When your reader may oppose your recommendation, you should begin the report by announcing the recommendation
directly.
a. True
b. False

88. Feasibility reports answer such questions as Will this plan or proposal work?
a. True
b. False

89. Feasibility reports are typically written for internal audiences.

a. True
b. False

90. Yardstick reports examine problems using differing sets of criteria.

a. True
b. False

91. What type of report presents data without analysis or recommendations?

a. Informational report
b. Analytical report
c. Justification report
d. Proposal

92. What kind of report provides data or findings, analyses and conclusions, and may also provide recommendations if
requested?
a. Informational report
b. Analytical report
c. Progress report
d. Sales report

93. Which report format is used for short (usually eight or fewer pages) informal reports addressed outside an
organization?
a. Letter
b. Email or memo
c. Infographic
d. Digital slide decks
94. What type of report format appears as a visual representation of data or information and can tell compelling stories
that help businesses attract and inform consumers?
a. Infographic
b. Slide deck
c. Email or memo
d. Letter

95. Use Empowered Team Decision-Making Without Losing Control is an example of a _______ heading.
a. functiona
l
b. logical
c. bulleted
d. talking

96. Data that is the result of firsthand experience and observation is considered _______.
a. primary data
b. secondary data
c. illegitimate data
d. first-person data

97. Data that come from reading what others have experienced or observed and recorded is called _______ data.
a. primary
b. secondary
c. printed
d. electronic

98. What type of report provides a status update on a project?

a. Progress report
b. Summary report
c. Meeting minutes
d. Executive summary

99. What type of report covers only what management needs to know about a longer report, proposal, or business plan?
a. A regular summary
b. An executive summary
c. An analytical report
d. A progress report

100. What type of report attempts to solve problems by evaluating options and offering recommendations?
a. A justification report
b. A feasibility report
c. A yardstick report
d. A proposal