bcpp6e tb ch13

Chapter 13—Proposals and Formal Reports

DIFFICULTY (DIF) TYPE OTHER CODES5 = Most difficult Ap: Application question ANS: Answer3 = Average difficulty Con: Conceptual question REF: Page Reference1 = Least difficult Def: Definition OBJ: Chapter Objective

NOT: Note (feedback/explanations)AAC: AACSB Competencies

MULTIPLE CHOICE

1. Select the least accurate statement about proposals.a. Internal proposals often take the form of justification and recommendation reports.b. Most proposals are unsolicited.c. Proposals are written offers to solve problems, provide services, or sell equipment.d. Some high-tech companies maintains specialists whose job is to write proposals.

ANS: B DIF: 3 REF: p. 394 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT:a. Internal proposals often take the form of justification and recommendation reports.b. Most proposals are solicited.c. Proposals are used to make offers to solve problems, provide services, and sell equipment.d. Because proposals are vital to their success, high-tech companies and defense contractors

maintain specialists who do nothing but write proposals.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

2. Select the most accurate statement about proposals.a. Most proposals are internal.b. Requests for Proposal (RFPs) result in unsolicited proposals.c. Proposals are legal contracts.d. All of the above.

ANS: C DIF: 3 REF: p. 394 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT:a. Most proposals are external.b. Requests for Proposals (RFPs) result in solicited proposals.c. Proposals are legal documents.d. Proposals are legal documents.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

3. Which of the following components is typically included in a formal proposal but not in an informal proposal.a. Staffingb. Authorizationc. Budgetd. Letter of transmittal

ANS: D DIF: 3 REF: p. 395 OBJ: 13-1 TYPE: Con

374

375 UNIT 4 Reports, Proposals, and Presentations

TOP: Preparing Formal and Informal ProposalsNOT A-D:Both informal and formal proposals contain sections on staffing, authorization, and budget. Letters of transmittal are typically included only in formal proposals.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

4. The introduction to a proposal typically a. lists the proposed project costs. b. discusses the specific details of a plan for solving the problem.c. asks for approval or authorization.d. highlights the writer’s qualifications.

ANS: D DIF: 3 REF: p. 397 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT:a. The budget section of a proposal should list the proposed project costs.b. The proposal section should discuss the specific details of a plan for solving the problem.c. The authorization section should request approval or authorization.d. The introduction to a proposal typically highlights the writer’s qualifications.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

5. In the introduction section of a proposal, which of the following would be the best way to “hook” the reader?a. Mention a remarkable resource available exclusively to you.b. Present a detailed budget that shows a low overall cost.c. Give the background and credentials of everyone who will be working on the project.d. Provide a timetable for all activities

ANS: A DIF: 5 REF: p. 397 OBJ: 13-1 TYPE: ApTOP: Preparing Formal and Informal ProposalsNOT:a. One good way to “hook” the reader in the introduction is to mention a remarkable resource

available exclusively to you.b. Proposed project costs are included in the budget section of a proposal.c. The background and credentials of project leaders are listed in the staffing section of a

proposal.d. A timetable is included in the proposal section of a proposal.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Analysis, Conclusion

6. In a proposal the goals of a project are generally described in a section calleda. Staffing.b. Purpose.c. Budget.d. Authorization.

ANS: B DIF: 5 REF: p. 398 OBJ: 13-1 TYPE: ApTOP: Preparing Formal and Informal ProposalsNOT:

CHAPTER 13 Proposals and Formal Reports376

a. The staffing section of a proposal describes the credentials and expertise of the project leaders.

b. The purpose section of a proposal discusses the goals or purposes of the project.c. The budget section of a proposal lists the proposed costs of the project.d. The authorization section of a proposal asks for approval or authorization for the project.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

7. Unsolicited proposals shoulda. not present a complete budget until after the proposal has been accepted.b. convince the reader that a problem exists.c. use the language of the RFP or other announcement.d. All of the above.

ANS: B DIF: 3 REF: p. 398 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT:a. Unsolicited proposals should present a complete budget even though the proposal has not yet

been accepted.b. Unsolicited proposals must convince the reader that a problem exists.c. An unsolicited proposal is written when no RFP has been issued.d. Unsolicited proposals must convince the reader that a problem exists.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

8. The actual proposal section of an informal proposal musta. describe the credentials and expertise of the project leaders.b. discuss all the specifics for solving the problem, leaving nothing to be guessed.c. disclose enough of your plan to secure the contract without giving away so much information

that your services aren’t needed.d. give an accurate listing of the costs of the project.

ANS: C DIF: 3 REF: p. 398 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT:a. The staffing section of a proposal describes the credentials and expertise of the project

leaders.b. The actual proposal section of an informal proposal must disclose enough of your plan to

secure the contract without giving away so much information that your services aren’t needed.

c. The actual proposal section of an informal proposal must disclose enough of your plan to secure the contract without giving away so much information that your services aren’t needed.

d. The budget section of a proposal lists the proposed costs of the project.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

9. Dean is writing a solicited proposal in response to an RFP and is working on the background section. What is his goal in this section?a. To convince the reader that a problem existsb. To make himself look professionalc. To show the reader how much accepting the proposal will costd. To persuade the reader that he understands the problem completely


ANS: D DIF: 5 REF: p. 398 OBJ: 13-1 TYPE: ApTOP: Preparing Formal and Informal ProposalsNOT A-D:The background section identifies the problem and discusses the goals or purposes of the project. In a solicited proposal, your goal is to persuade the reader that you understand the problem completely.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Analysis, Conclusion

10. The staffing section of an informal proposal maya. specify how progress on the project will be audited.b. identify length of time the project will take.c. describe the goals of the proposal in general terms.d. include résumés of key people.

ANS: D DIF: 3 REF: p. 398 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT:a. The actual proposal section should specify how progress on the project will be audited.b. The schedule included in the proposal section should identify the length of time the project

will take.c. The actual proposal section of an informal proposal must disclose enough of your plan to

secure the contract without giving away so much information that your services aren’t needed.

d. The staffing section of a proposal may include résumés of key people.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

11. The budget included in a proposala. is tentative and may be modified later.b. represents a contract.c. should be open-ended for acceptance.d. should not include a deadline for acceptance because doing so might seem too pushy.

ANS: B DIF: 3 REF: p. 398 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT:a. The budget section of a proposal represents a contract—the price cannot be changed

later.b. The budget section of a proposal represents a contract.c. The budget section of a proposal should contain a deadline for acceptance.d. The budget section of a proposal should contain a deadline for acceptance to protect the

writer from rising costs.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

12. The authorization section of an informal proposal includesa. a request for approval.b. a thank you to the person who authorized the proposal.c. a copy of the RFP.d. ancillary (supplemental) material of interest to the reader.


ANS: A DIF: 3 REF: p. 398 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT:a. The authorization section of an informal proposal includes a request for approval. b. The authorization section of an informal proposal includes a request for approval.c. A copy of the RFP may be included in the opening parts of a formal proposal.d. Include ancillary (supplemental) material of interest to the reader in the appendix.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

13. Formal proposals differ from informal proposals ina. style.b. size and format.c. emotional and rational appeals.d. all of the above.

ANS: B DIF: 3 REF: p. 399 OBJ: 13-2 TYPE: ConTOP: Special Components of Formal ProposalsNOT A-D:Formal proposals differ from informal proposals not in style but in size and format.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

14. A letter of transmittal submitted with a proposal shoulda. provide ancillary (supplemental) material of interest to readers.b. include a list of the costs for the entire project.c. briefly present the major features and benefits of the proposal.d. present the résumés of key staff members.

ANS: C DIF: 3 REF: p. 399 OBJ: 13-2 TYPE: ConTOP: Special Components of Formal ProposalsNOT:a. Include ancillary material of interest to the reader in the appendix.b. The budget section of a proposal lists the proposed costs of the project.c. Briefly present the major features and benefits of the proposal in the letter of transmittal.d. The staffing section of a proposal describes the credentials and expertise of the project

leaders.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

15. Which of the following is the least accurate statement about the executive summary?a. An executive summary is written for managers.b. An executive summary is written for specialists or for technical readers.c. The content of an executive summary should be less technically oriented than an abstract.d. An executive summary contains a brief summary of a proposal’s highlights.

ANS: B DIF: 3 REF: p. 399 OBJ: 13-2 TYPE: ConTOP: Special Components of Formal ProposalsNOT:a. Executive summaries are written for managers.b. Executive summaries are written for managers; abstracts are written for specialists or for

technical readers.c. Because executive summaries are written for managers, they should be less technically


oriented.d. An executive summary reviews a proposal’s highlights.AAC: Tier 1—Communication; Tier 2—Patterns, AudienceAAC: Tier 1—Reflective Thinking; Tier 2—Receiver reactions, Conclusion

16. An abstract included with a formal proposal is typicallya. one page long.b. three to four pages long.c. five to six pages long.d. at least ten pages long.

ANS: A DIF: 3 REF: p. 399 OBJ: 13-2 TYPE: ConTOP: Special Components of Formal ProposalsNOT A-D:An abstract typically summarizes the proposal’s highlights in one page.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

17. The title page of a formal proposal should includea. author’s name and name of client organization.b. RFP number or other announcement.c. date of submission.d. all of the above.

ANS: D DIF: 3 REF: p. 399 OBJ: 13-2 TYPE: ConTOP: Special Components of Formal ProposalsNOT A-D:The title page of a formal proposal should include all of these.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

18. Which of the following statements is most accurate?a. Formal proposals generally contain both a table of contents and an index. b. Tables of contents should include all headings and their beginning page numbers.c. Items that appear before the table of contents should also be included in the table of contents

for clarity.d. Do not list any appendixes in the table of contents.

ANS: B DIF: 3 REF: p. 399 OBJ: 13-2 TYPE: ConTOP: Special Components of Formal ProposalsNOT:a. Most proposals don’t contain an index.b. Include all headings and their beginning page numbers in a table of contents.c. Items that appear before the table of contents typically are not listed in the contents.d. Any appendixes should be listed in the table of contents.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

19. Which of the following is most likely to appear in the appendix section of a formal proposal?a. A copy of the RFPb. A list of tables and figures that appear in the proposalc. The résumés of principal investigators or testimonial letters


d. An abstract of the proposal

ANS: C DIF: 3 REF: p. 399 OBJ: 13-2 TYPE: ConTOP: Special Components of Formal ProposalsNOT:a. A copy of the RFP would be placed in the beginning pages of a formal proposal.b. A list of tables and figures would be placed in the beginning pages of a formal proposal.c. The résumés of the principal investigators or testimonial letters are likely to appear in the

appendix.d. An abstract would be placed in the beginning pages of a formal proposal.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Analysis, Conclusion

20. Which of the following statements about business plans is least accurate?a. Business plans are generally written in response to RFPs.b. A business plan is another form of proposal.c. A business plan is critical for securing financial support of any kind.d. The reader of a business plan is typically a bank loan officer, a venture capitalist, or an investor.

ANS: A DIF: 3 REF: p. 401 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT:a. Business plans are written to secure funding, not in response to RFPs.b. Another form of proposal is a business plan.c, To secure financial support of any kind, you will need a business plan.d. Business plans are typically written to be read by bank loan officers, venture capitalists, and

investors.AAC: Tier 1—Communication; Tier 2—Patterns, AudienceAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

21. The executive summary of a business plan shoulda. include a concise mission statement for your business.b. provide your name and contact information.c. introduce the parts of your business plan and ask for support.d. do all of these.

ANS: D DIF: 3 REF: p. 401 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT A-D:A business plan should do all of these.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

22. The company description in a business plan shoulda. identify the form of your business and its business type.b. discuss market characteristics, trends, projected growth, and barriers to entry.c. explain how the product or service you are providing will benefit customers.d. do all of these.

ANS: A DIF: 3 REF: p. 401 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT:a. The company description identifies the form of business (proprietorship, partnership, or


corporation) and its business type (merchandising, manufacturing, or service).b. The market analysis section discusses market characteristics, trends, projected growth, and

barriers to entry.c. The product/service description section explains how the product or service will benefit

customers.d. The company description identifies the form of business (proprietorship, partnership, or

corporation) and its business type (merchandising, manufacturing, or service).AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

23. Which of the following statements is least accurate?a. For existing companies, the company description section should describe the company’s

founding, growth, sales, and profits.b. Investors are looking only for unique products or services.c. Start-up companies should explain in the product/service description section why the

business will be profitable.d. The product/service description section should explain why your product or service is better

than existing products or services.

ANS: B DIF: 3 REF: p. 401 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT:a. In the company description section, include information about an existing company’s

founding, growth, sales, and profits.b. Investors aren’t always looking for a unique product or service; instead, they are searching

for a concept whose growth potential distinguishes it from other proposals competing for funds.

c. Explain why a start-up company will be profitable in the product/service description section.d. Explain why your product or service is better than existing products or services in the

product/service description section.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

24. Which of the following appears in the market analysis section of a business plan?a. A discussion of customer behaviorb. An overview of complementary products and servicesc. An explanation of how you will attract, hold, and increase your market shared. All of these.

ANS: D DIF: 3 REF: p. 401 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT A-D:All of these items would appear in the market analysis section of a business plan.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

25. What do many investors consider to be the most important factor in assessing business potential?a. Whether you’re aware of all of your direct and indirect competitors.b. Whether you’ve come up with a realistic start-up budget.c. Whether your management team can implement the business plan.d. Whether your start-up company has a Web site.


ANS: C DIF: 3 REF: p. 401 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT A-D:Many investors consider the management team’s ability to implement the business plan as the most important factor in assessing business potential.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

26. The financial analysis section of a business plan shoulda. be included only if you have an existing company.b. omit exact dollar figures.c. explain how much money you already have.d. omit one-time expenses.

ANS: C DIF: 3 REF: pp. 401-402 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT:a. A financial analysis section should be included in business plans for both start-up and

existing companies.b. A financial analysis section should include budgets showing dollar figures.c. A financial analysis section should explain how much money you have, how much you will

need to start up, and how much you will need to stay in business.d. A financial analysis section will likely contain one-time start-up costs such as

legal/professional services, licenses/permits, and so on.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

27. Nora wants to write a persuasive business plan. What government agency will give her the most useful advice for writing the plan?a. Internal Revenue Serviceb. Small Business Administrationc. Securities and Exchange Commissiond. Equal Employment Opportunity Commission

ANS: B DIF: 3 REF: p. 402 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT A-D:On its Web site, the Small Business Administration (SBA) provides suggestions for writing and using a business plan, helpful business start-up information, and local resources and tools for budding entrepreneurs.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

28. Which of the following statements about formal reports is least accurate?a. Formal reports are similar to formal proposals in length, organization, and serious tone.b. Formal reports are written for external audiences only.c. Formal reports present the end product of thorough investigation and analysis.d. Breaking a long formal report into small segments makes it easier to understand.

ANS: B DIF: 3 REF: pp. 402-403 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT:a. Formal reports and formal proposals are similar in length, organization, and tone.


b. Formal reports are written for both internal and external audiences.c. Formal reports present the results of thorough investigations and analyses.d. To make a long formal report easier to understand, break it into small segments.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

29. What is the purpose of a report cover?a. To give the report a professional, finished appearanceb. To hide the title of the report so that you can build suspensec. To take the place of the title paged. All of the above

ANS: A DIF: 3 REF: p. 403 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT:a. A cover protects the pagers of a formal report and gives it a professional, finished appearance.b. Many report covers have cut-out windows that display the report title.c. Even if a formal report has a cover, it will still have a title page.d. A cover protects the pagers of a formal report and gives it a professional, finished appearance.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

30. Which part of a formal report contains the report title, and name of the person receiving the report, the author’s name, and the date of submission?a. The report coverb. The title pagec. The table of contentsd. The executive summary

ANS: B DIF: 3 REF: p. 403 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT:a. The cover of a formal report is usually a vinyl or heavy paper binder that protects the pages

and gives the report a professional, finished appearance.b. The title page contains the report title, the name of the person receiving the report, the

author’s name, and the date of submission.c. The title page contains the report title, the name of the person receiving the report, the

author’s name, and the date of submission.d. The title page contains the report title, the name of the person receiving the report, the

author’s name, and the date of submission.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

31. What is the most accurate statement about the title page of a formal report?a. All items on a title page are typed in uppercase letters.b. Underline the title to make it stand out.c. The last item on a title page is the name of the author.d. The name of the person receiving the report comes before the author of the report.

ANS: C DIF: 3 REF: p. 403 OBJ: 13-4 TYPE: ConTOP: Writing Formal Reports


NOT:a. The report title is typed in uppercase letters, but all items after the title are typed in a

combination of upper- and lowercase letters.b. Do not underline the report title or enclose it in quotation marks.c. The last item on a title page is the date of submission.d. Place the name of the person receiving the report before the author of the report.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

32. In a formal report, the transmittal letter or memorandum usuallya. follows the indirect plan.b. uses no contractions or first-person pronouns.c. highlights the report’s findings, conclusions, and recommendations.d. is as formal as the report itself.

ANS: C DIF: 3 REF: p. 403 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT:a. The transmittal letter or memo usually follows the direct plan.b. The transmittal letter or memo may use contractions and first-person pronouns.c. The highlights of the report’s findings, conclusions, and recommendations are usually

included.d. The transmittal letter or memo is usually less formal than the report itself.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

33. Which of the following statements would not be appropriate for a transmittal letter or memo?a. I would be glad to do follow-up research if required.b. I appreciate the opportunity to have completed this research project.c. This report investigating the need to relocate the corporate offices was authorized by Hal

Brandon.d. The questionnaire shown here was used to collect data for this report.

ANS: D DIF: 5 REF: p. 403 OBJ: 13-4 TYPE: ApTOP: Writing Formal ReportsNOT:a. A transmittal letter or memo may close with an offer to do follow-up research.b. A transmittal letter or memo may close with a statement of appreciation for the assignment.c. A transmittal letter or memo usually tells how the report was authorized.d. A copy of the questionnaire should be included in the appendix.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Analysis, Conclusion

34. Sophia must send the same formal report to several different readers. What should she do?a. Send the same letter of transmittal to all readers.b. Omit the letter of transmittal.c. Prepare a special letter of transmittal for each, anticipating how each reader will use the

report.d. Any of the above actions is appropriate.

ANS: C DIF: 5 REF: p. 403 OBJ: 13-4 TYPE: ApTOP: Writing Formal Reports


NOT A-D:Sophia should prepare a special letter of transmittal for each reader, anticipating how each reader will use the report.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Analysis, Conclusion

35. The table of contents for a short formal report shoulda. include all headings.b. include only first- and second-level headings.c. be prepared before the report is finalized.d. use leaders to separate the table of contents from the list of figures.

ANS: A DIF: 3 REF: p. 404 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT:a. For short reports you should include all headings.b For short reports you should include all headings.c. You should wait to prepare the table of contents until after you’ve completed the report.d. Leaders help guide the eye from the headings to the page number.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

36. The part of a formal report that highlights the important points for people who may not have time to read the entire report is thea. budget.b. executive summary.c. authorization.d. introduction.

ANS: B DIF: 3 REF: p. 404 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT A-D:The executive summary highlights the important points of a report for people who may not have time to read it.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

37. What is the best advice for preparing an executive summary of a formal report?a. To add variety to your report, prepared your executive summary in a different sequence from

the report itself.b. Use a lot of technical language so that you can impress your reader.c. Begin the executive summary with your purpose.d. Do all of the above.

ANS: C DIF: 3 REF: p. 404 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT:a. Present all your information in the order in which it is found in the report.b. Use minimal technical language in the executive summary.c. The executive summary should begin with your purpose.d. The executive summary should begin with your purpose.AAC: Tier 1—Communication; Tier 2—Patterns, Purpose


AAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

38. The section in a formal report that sets the scene and announces the report subject is thea. scope.b. significance.c. body.d. introduction.ANS: D DIF: 3 REF: p. 405 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT:a. The scope clearly states what points will be investigated in a formal report.b. The significance tells why the report topic is important.c. The body of a formal report discusses the research findings.d. The introduction previews the organization of the report.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

39. To avoid sounding repetitious in a formal report,a. vary your presentation of the information slightly.b. do not include information that has been presented elsewhere.c. skip the introduction if it contains information that has been presented elsewhere.d. word the information in exactly the same way you did in a previous section of the report.

ANS: A DIF: 3 REF: p. 405 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT:a. Formal reports do contain some redundancy; however, the writer should vary the

presentation of the information to avoid sounding repetitious.b. Some information may need to be repeated in a formal report.c. Do not skip the introduction even if it contains information that has been presented

elsewhere.d. Formal reports do contain some redundancy; however, the writer should vary the

presentation of the information to avoid sounding repetitious.AAC: Tier 1—Communication; Tier 2—Patterns, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

40. In an introduction to a formal report, the section that tells why the topic is important is thea. scope.b. significance.c. background.d. authorization.

ANS: B DIF: 3 REF: p. 405 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT:a. The scope section clarifies the boundaries of the report, defining what will be included or

excluded.b. The significance section tells why the topic is important.c. The background section describes events leading up to the problem or need.d. The introduction may include a statement showing who authorized the report.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion


41. In an introduction to a formal report, what section clarifies the boundaries of the report, defining what will be included and excluded?a. Scopeb. Significancec. Backgroundd. Problem or purpose

ANS: A DIF: 3 REF: p. 405 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT:a. The scope section clarifies the boundaries of the report, defining what will be included or

excluded.b. The significance section tells why the topic is important.c. The background section describes events leading up to the problem or need.d. The problem or purpose section explains the report topic and specifies the problem or need

that motivated the report.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

42. Writers often include additional information in the introduction to a formal report. Which of the following would not be appropriate to include in the introduction?a. Identifying who commissioned the reportb. Summarizing what other authors and researchers have published on the report topicc. Providing a detailed analysis of the problemd. Defining key terms

ANS: C DIF: 3 REF: p. 405 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT:a. You can identify who commissioned the report in the introduction.b. You can summarize what other authors and researchers have published on the report topic in

the introduction.c. A detailed analysis of the problem would be located in the body of the report, not the

introduction.d. You can define key terms in the introduction.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

43. The section of a formal report that discusses, analyzes, interprets, and evaluates the research findings or solution to the initial problem is thea. recommendations.b. introduction.c. conclusion.d. body.

ANS: D DIF: 3 REF: p. 405 OBJ: 13-5 TYPE: ConTOP: Components of Formal ReportsNOT:a. Precise suggestions for action are presented in the recommendations section.b. The introduction section of a formal report gives the reader the details of the study, such as

the report topic and scope of the report.c. The conclusions section of a formal report tells what the findings mean.d. The body of a formal report discusses, analyzes, interprets, and evaluates the research


findings or solution to the initial problem.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

44. Which statement does not describe the body of a formal report?a. Clear headings are used to explain each major section.b. Evidence that justifies the conclusions is presented.c. Research findings are discussed, analyzed, interpreted, and evaluated.d. Precise suggestions are given for actions to be taken to solve the report problem.

ANS: D DIF: 3 REF: p. 405 OBJ: 13-5 TYPE: ConTOP: Components of Formal ReportsNOT:a. Clear headings are used to explain each major section in the body of a formal report.b. The body of the report presents evidence that justifies the conclusions.c. The research findings are discussed, analyzed, interpreted, and evaluated in the body of a

formal report.d. Precise suggestions for action are presented in the recommendations section.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

45. Securing Our Company Network is an example of a(n)a. informational heading.b. functional heading.c. talking heading.d. analytical heading.

ANS: C DIF: 5 REF: p. 405 OBJ: 13-5 TYPE: ApTOP: Components of Formal ReportsNOT A-D:“Protecting our Company Network” is an example of a talking heading.AAC: Tier 1—Communication; Tier 2—Patterns, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Analysis, Conclusion

46. Gloria’s report contains sensitive topics that may upset her readers. What type of heading should she use in her report?a. Graphic headingsb. Functional headingsc. Talking headingsd. She should omit headings altogether.

ANS: B DIF: 5 REF: p. 405 OBJ: 13-5 TYPE: ApTOP: Components of Formal ReportsNOT A-D:Functional headings are useful for routine reports or for sensitive topics that may upset readers.AAC: Tier 1—Communication; Tier 2—Patterns, AudienceAAC: Tier 1—Reflective Thinking; Tier 2—Analysis, Receiver reactions, Conclusion

47. The section of a formal report that tells what the findings mean is thea. recommendations.b. introduction.c. conclusion.


d. body.

ANS: C DIF: 3 REF: p. 405 OBJ: 13-5 TYPE: ConTOP: Components of Formal ReportsNOT:a. Precise suggestions for action are presented in the recommendations section.b. The introduction section of a formal report gives the reader the details of the study, such as



48. The section of a formal report that makes precise suggestions for actions to solve the report problem is thea. recommendations.b. introduction.c. conclusion.d. body.

ANS: A DIF: 3 REF: p. 405 OBJ: 13-5 TYPE: ConTOP: Components of Formal ReportsNOT:a. Precise suggestions for action are presented in the recommendations section.b. The introduction section of a formal report gives the reader the details of the study, such as



49. Which of the following is a useful guideline for writing a formal report?a. Prepare a complete, well-organized outline before writing the report.b. Write the most difficult sections first so that you will have plenty of time to revise them.c. To show objectivity, use many first-person pronouns.d. Begin writing the report while you are collecting your data.

ANS: A DIF: 3 REF: pp. 406-407 OBJ: 13-6 TYPE: ConTOP: Final Writing TipsNOT:a. Preparing a complete, well-organized outline will provide needed order and direction for the

final report.b. Write the most difficult sections after you have tackled easier topics.c. Add objectivity and credibility to your reports by omitting first-person pronouns.d. Begin writing after you have finished your data collection. AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

50. Expert report writers advisea. proofreading the first draft as soon as possible after completing it.


b. recording ideas quickly and saving revisions until after the first draft is completed.c. proofreading the final copy once very thoroughly.d. switching back and forth between present- and past-tense verbs in describing related data.

ANS: B DIF: 3 REF: p. 407OBJ: 13-6 TYPE: ConTOP: Final Writing TipsNOT:a. Set the first draft aside for a day or two before proofreading it.b. Record ideas quickly and save revision until after the first draft is completed.c. Proofread the final copy three times.d. Use consistent verb tenses in describing related data.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

TRUE/FALSE

1. Government agencies and large companies use RFPs to solicit competitive bids on their projects.

ANS: T DIF: 3 REF: p. 394 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT: When government agencies and large companies know what they need, they use RFPs to solicit competitive bids.AAC: Tier 1—Communication; Tier 2—Patterns, PurposeAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

2. Most proposals are external.

ANS: T DIF: 3 REF: p. 394 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT: Most proposals are external.AAC: Tier 1—Communication; Tier 2—Patterns, AudienceAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

3. Most proposals are unsolicited.

ANS: F DIF: 3 REF: p. 394 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT: Most proposals are solicited.AAC: Tier 1—Communication; Tier 2—Patterns, Audience, PurposeAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

4. Unsolicited proposals are written when an individual or company sees a problem that needs to be solved and offers to solve it.

ANS: T DIF: 3 REF: p. 394 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT: Often individuals or firms recognize a problem that needs to be solved and prepare an


unsolicited proposal offering to solve the problem.AAC: Tier 1—Communication; Tier 2—Patterns, PurposeAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

5. Most proposals begin by briefly explaining the reasons for the proposal and by highlighting the writer’s qualifications.

ANS: T DIF: 3 REF: p. 397 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT: Most proposals begin by briefly explaining the reasons for the proposal and by highlighting the writer’s qualifications.AAC: Tier 1—Communication; Tier 2—Patterns, PurposeAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

6. An effective opening for an informal proposal might be We are pleased to submit this proposal describing how our computer consulting service can help you increase the efficiency and productivity of your staff.

ANS: T DIF: 5 REF: p. 397 OBJ: 13-1 TYPE: ApTOP: Preparing Formal and Informal ProposalsNOT: This statement effectively “hooks” the reader by promising a solution to a problem.AAC: Tier 1—Communication; Tier 2—Patterns, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion, Analysis

7. Proposals should be written carefully because they represent legal contracts.

ANS: T DIF: 3 REF: p. 398 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT: Proposals are legal contracts.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

8. If the RFP requests that an organization develop software to protect home computers from browser hijacking, the writer should use similar language in explaining the purpose of the proposal.

ANS: T DIF: 5 REF: p. 398 OBJ: 13-1 TYPE: ApTOP: Preparing Formal and Informal ProposalsNOT: Repeat the language used in the RFP to help you convince the reader that you understand the problem completely.AAC: Tier 1—Communication; Tier 2—Patterns, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

9. If you are writing an unsolicited proposal, your goal in the background section is to convince the reader that a problem exists.

ANS: T DIF: 3 REF: p. 398 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT: Your goal in the background section of an unsolicited proposal is to convince the reader that a problem exists.AAC: Tier 1—Communication; Tier 2—Patterns, PurposeAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion


10. If you include a schedule of activities or timetable in your proposal, place it in the background section.

ANS: F DIF: 3 REF: p. 398 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT: Include a schedule of activities or timetable in the proposal section.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

11. If your costs increase later, you can raise the prices listed in your proposal budget.

ANS: F DIF: 3 REF: p. 398 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT: Since a proposal is a legal contract, the budget section must be accurate; prices cannot be raised later even if costs increase.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Ethics; Tier 2—Personal, corporate, legal, ethical responsibilitiesAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

12. Informal proposals should close with a reminder of key benefits as well as a request for approval.

ANS: T DIF: 3 REF: p. 398 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT: Remind the reader of key benefits and ask for approval in the closing section of a proposal.AAC: Tier 1—Communication; Tier 2—Patterns, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

13. Formal proposals differ from informal proposals in style only.

ANS: F DIF: 3 REF: p. 399 OBJ: 13-2 TYPE: ConTOP: Special Components of Formal ProposalsNOT: Formal and informal proposals differ not in style but in size and format.AAC: Tier 1—Communication; Tier 2—Patterns, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

14. A copy of the RFP should be included in the appendix of a formal proposal

ANS: F DIF: 3 REF: p. 399 OBJ: 13-2 TYPE: ConTOP: Special Components of Formal ProposalsNOT: A copy of the RFP, if included, would be placed in the opening parts of a formal proposal.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

15. An appropriate statement to include in the letter of transmittal accompanying a formal proposal is This bid will be in effect until July 23, 2009.

ANS: T DIF: 5 REF: p. 399 OBJ: 13-2 TYPE: ApTOP: Special Components of Formal ProposalsNOT: To protect yourself, include a time limit on your bid in the letter of transmittal that accompanies a formal proposal.


AAC: Tier 1—Communication; Tier 2—Patterns, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Analysis, Conclusion

16. The executive summary included in a formal proposal is generally more technically oriented than an abstract.

ANS: F DIF: 3 REF: p. 399 OBJ: 13-2 TYPE: ConTOP: Special Components of Formal ProposalsNOT: An abstract is usually written for technical readers while an executive summary is written for managers, making it less technically oriented than an abstract.AAC: Tier 1—Communication; Tier 2—Patterns, AudienceAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

17. As long as you have at least one table or figure in your proposal, a list of figures is required.

ANS: F DIF: 3 REF: p. 399 OBJ: 13-2 TYPE: ConTOP: Special Components of Formal ProposalsNOT: If you have just a few tables or figures in a proposal, you may omit the list of figures.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Analytic; Tier 2—Numbers in visual displayAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

18. Formal proposals must always be in writing.

ANS: F DIF: 3 REF: p. 399 OBJ: 13-2 TYPE: ConTOP: Special Components of Formal ProposalsNOT: Today’s companies increasingly prefer only proposals that are transmitted electronically.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Technology; Tier 2—Communication evolutionAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

19. An effective business plan must be prepared by an entrepreneur who seeks venture capital or a bank loan.

ANS: T DIF: 3 REF: p. 401 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT: To secure financial support of any kind, you’ll find that a business plan is critical.AAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

20. Omit a mission statement from a business plan because investors won’t expect you to have one until you actually start your business.

ANS: F DIF: 3 REF: p. 401 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT: Because potential investors will be looking for your mission statement, it should be highlighted in the business plan.AAC: Tier 1—Communication; Tier 2—Patterns, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

21. A company description in a business plan should include the form of business and its business type.


ANS: T DIF: 3 REF: p. 401 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT: In the company description section, identify the form of your business (proprietorship, partnership, or corporation) and its business type (merchandising, manufacturing, or service).AAC: Tier 1—Communication; Tier 2—Patterns, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

22. In the financial analysis section of a business plan, include only a start-up budget since you’re not expected to already know how much you’ll need for your operating budget.

ANS: F DIF: 3 REF: p. 402 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT: The financial analysis section should explain how much money you have, how much you’ll need to start up, and how much you’ll need to stay in business.AAC: Tier 1—Communication; Tier 2—Patterns, Audience, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

23. Many investors look carefully at the experience of the management team because they consider this the most important factor in assessing business potential.

ANS: T DIF: 3 REF: p. 401 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT: Many investors consider the experience of the management team to be the most important factor in assessing business potential.AAC: Tier 1—Communication; Tier 2—Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

24. The market analysis section of a business plan should discuss the strengths and weaknesses of your direct and indirect competitors.

ANS: T DIF: 3 REF: p. 401 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT: Strengths and weaknesses of your competitors are discussed in the market analysis section.AAC: Tier 1—Communication; Tier 2—Patterns, Audience, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

25. Formal reports are similar to formal proposals in that they both make offers.

ANS: F DIF: 3 REF: p. 402 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT: Formal reports are similar to formal proposals in length, organization, and serious tone. Instead of making an offer, however, formal reports represent the end product of thorough investigation and analysis.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

26. All formal proposals are written for external audiences, and all formal reports are written for internal audiences.


ANS: F DIF: 3 REF: p. 402 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT: Formal proposals and formal reports are written for both internal and external audiences.AAC: Tier 1—Communication; Tier 2—Patterns, AudienceAAC: Tier 1—Reflective Thinking; Tier 2—Stakeholders, Conclusion

27. A long, formal report should usually be broken into small segments to make its information more accessible and easier to understand for all readers.

ANS: T DIF: 3 REF: p. 403 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT: Since a long, formal report may be read by many levels of managers, breaking it into small segments makes its information more accessible and easier to understand for all readers.AAC: Tier 1—Communication; Tier 2—Patterns, AudienceAAC: Tier 1—Reflective Thinking; Tier 2—Stakeholders, Conclusion

28. The transmittal letter or memo that accompanies a formal report is usually indirectly organized and written in the third-person.

ANS: F DIF: 3 REF: p. 403 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT: The transmittal letter or memo is usually directly organized using first-person pronouns such as “I” and “we.”AAC: Tier 1—Communication; Tier 2—Patterns, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

29. Wait until you’ve completed the report to prepare the table of contents.

ANS: T DIF: 3 REF: p. 404 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT: You should wait to prepare the table of contents until after you have completed the report.AAC: Tier 1—Communication; Tier 2—Patterns, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

30. Executive summaries should always be limited to one page.

ANS: F DIF: 3 REF: p. 404 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT: An executive summary is usually no longer than 10 percent of the original document; longer reports generally have longer executive summaries.AAC: Tier 1—Communication; Tier 2—Patterns, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

31. The executive summary should begin by introducing the author of the report.

ANS: F DIF: 3 REF: p. 404 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT: An executive summary should begin with the purpose of the report.AAC: Tier 1—Communication; Tier 2—Patterns, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion


32. The same information may be included in the letter of transmittal, executive summary, and introduction.

ANS: T DIF: 5 REF: p. 405 OBJ: 13-4 TYPE: ApTOP: Writing Formal ReportsNOT: Because they contain many parts serving different purposes, formal reports have a degree of redundancy. The same information may be included in the letter of transmittal, executive summary, and introduction.AAC: Tier 1—Communication; Tier 2—Patterns, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

33. A literature review, especially useful for academic and scientific reports, summarizes what other authors and researchers have published on a topic.

ANS: T DIF: 3 REF: p. 405 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT: Many academic and scientific reports include a literature review in the introduction that summarizes what other authors and researchers have published on a topic.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

34. Talking headings, such as Protecting Our Web Site From Hackers, are more informative and interesting than functional headings.

ANS: T DIF: 5 REF: p. 405 OBJ: 13-5 TYPE: ApTOP: Components of Formal ReportsNOT: Talking headings are more informative and interesting than functional headings.AAC: Tier 1—Communication; Tier 2—Patterns, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Analysis, Conclusion

35. The conclusions and recommendations sections of a formal report should present any new information that the reader might need to make a decision.

ANS: F DIF: 3 REF: p. 406 OBJ: 13-5 TYPE: ConTOP: Components of Formal ReportsNOT: Don’t introduce new information in the conclusions or recommendations.AAC: Tier 1—Communication; Tier 2—Patterns, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

36. Redesign the Web site to reduce the number of clicks needed to place an order shows effective wording for a formal report recommendation.

ANS: T DIF: 5 REF: p. 406 OBJ: 13-5 TYPE: ApTOP: Components of Formal ReportsNOT: As shown in this example, report recommendations should use command language to identify actions to solve the report problem.AAC: Tier 1—Communication; Tier 2—Patterns, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Analysis, Conclusion

37. If you use the MLA (Modern Language Association) referencing format, all sources of information would be listed alphabetically in a section called “References.”


ANS: F DIF: 3 REF: p. 406 OBJ: 13-5 TYPE: ConTOP: Components of Formal ReportsNOT: If you use the MLA (Modern Language Association) referencing format, all sources of information would be listed alphabetically in a section called “Works Cited.” If you use the APA (American Psychological Association), your list would be called “References.”AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

38. Do not begin writing your report until after you’ve drawn the primary conclusions.

ANS: T DIF: 3 REF: p. 406 OBJ: 13-6 TYPE: ConTOP: Final Writing TipsNOT: Do not begin writing your report until you’ve collected all the data and drawn the primary conclusions. Starting too early often means backtracking.AAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

39. After writing the first draft of your report, put it aside for a day or two before revising it.

ANS: T DIF: 3 REF: p. 407 OBJ: 13-6 TYPE: ConTOP: Final Writing TipsNOT: After completing the first draft, put it aside for a day or two. Return to it with the expectation of revising and improving it.AAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

40. To save time, proofread the final copy of your report no more than two times.

ANS: F DIF: 3 REF: p. 407 OBJ: 13-6 TYPE: ConTOP: Final Writing TipsNOT: Proofread the final copy three times. First, read the printed copy slowly for word meanings and content. Then read the copy again for spelling, punctuation, grammar, and other mechanical errors. Finally, scan the entire report to check its formatting and consistency.AAC: Tier 1—Communication; Tier 2—Standard EnglishAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

COMPLETION

1. _____________________ are written offers to solve problems, provide services, or sell equipment.

ANS: ProposalsDIF: 1 REF: p. 394 OBJ: 13-1 TYPE: DefTOP: Preparing Formal and Informal ProposalsNOT: Proposals are written offers to solve problems, provide services, or sell equipment.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

2. A(n) ____________________ proposal is one written in response to a company’s request for proposals (RFPs) to bid on projects.


ANS: solicitedDIF: 3 REF: p. 394 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT: A solicited proposal is one written in response to a company’s request for proposals (RFPs) to bid on projects.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

3. When firms know exactly what they want, they prepare a(n) ______________ for proposal specifying their requirements.

ANS: requestDIF: 3 REF: p. 394 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT: When firms know exactly what they want, they prepare a request for proposal (RFP) specifying their requirements.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

4. A(n) _________________ to a proposal explains the reasons for the proposal and highlights the writer’s qualifications.

ANS: introductionDIF: 3 REF: p. 397 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT: The introduction to a proposal explains the reasons for the proposal and highlights the writer’s qualifications.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

5. The ____________ section of a proposal describes the credentials and expertise of the project leaders.

ANS: staffingDIF: 3 REF: p. 398 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT: The staffing section of a proposal describes the credentials and expertise of the project leaders.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

6. A central item in most proposals is the ___________, a list of proposed project costs.

ANS: budgetDIF: 3 REF: p. 398 OBJ: 13-1 TYPE: ConTOP: Preparing Formal and Informal ProposalsNOT: A central item in most proposals is the budget, a list of proposed project costs.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

7. A letter of __________________ addresses the person designated to receive the proposal and briefly presents the major features and benefits of the proposal.


ANS: transmittalDIF: 3 REF: p. 399 OBJ: 13-2 TYPE: ConTOP: Special Components of Formal ProposalsNOT: A letter of transmittal addresses the person designated to receive the proposal and briefly presents the major features and benefits of the proposal.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

8. Because they are written for managers and decision-makers, ____________________ summaries should not contain technical jargon.

ANS: executiveDIF: 3 REF: p. 399 OBJ: 13-2 TYPE: ConTOP: Special Components of Formal ProposalsNOT: Because they are written for managers and decision-makers, executive summaries should not contain technical jargon.AAC: Tier 1—Communication; Tier 2—Patterns, AudienceAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

9. A(n) ____________ is a brief summary (typically one page) of a proposal’s highlights intended for specialists or for technical readers.

ANS: abstractDIF: 3 REF: p. 399 OBJ: 13-2 TYPE: ConTOP: Special Components of Formal ProposalsNOT: An abstract is a brief summary (typically one page) of a proposal’s highlights intended for specialists or for technical readers.AAC: Tier 1—Communication; Tier 2—Patterns, AudienceAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

10. The ______________ page of a formal proposal contains the name of the client organization, the name of the author, and the date of submission.

ANS: titleDIF: 3 REF: p. 399 OBJ: 13-2 TYPE: ConTOP: Special Components of Formal ProposalsNOT: The title page of a formal proposal contains the title of the proposal, the name of the client organization, RFP number or other announcement, the name and organization of the author, and the date of submission.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

11. Items such as résumés of principal investigators, testimonial letters, and audit procedures would be included in the ________________ section of a formal proposal.

ANS: appendixDIF: 3 REF: p. 399 OBJ: 13-2 TYPE: ConTOP: Special Components of Formal ProposalsNOT: Items such as résumés of principal investigators, testimonial letters, and audit procedures would be included in the appendix section of a formal proposal.AAC: Tier 1—Communication; Tier 2—Patterns


AAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

12. Another form of proposal is a(n) ______________ plan, which is critical for securing financial support when starting your own company.

ANS: businessDIF: 3 REF: p. 401 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT: Another form of proposal is a business plan, which is critical for securing financial support when starting your own company.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

13. In a business plan highlight your _________________ statement, which should describe your business and explain the reasons it will succeed.

ANS: missionDIF: 3 REF: p. 401 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT: In a business plan highlight your mission statement, which should describe your business and explain the reasons it will succeed.AAC: Tier 1—Communication; Tier 2—Patterns, Rhetorical considerationsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

14. The company ________________ section of a business plan should identify the form of your business and its business type.

ANS: descriptionDIF: 3 REF: p. 401 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT: The company description section of a business plan should identify the form of your business and its business type.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

15. The ______________ analysis section of a business plan should discuss market characteristics, trends, projected growth, customer behavior, complementary products and service, and barriers to entry.

ANS: marketDIF: 3 REF: p. 401 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT: The market analysis section of a business plan should discuss market characteristics, trends, projected growth, customer behavior, complementary products and service, and barriers to entry.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

16. In the ___________ and management section of a business plan, explain specifically how you will run your business, including location, equipment, personnel, and management.

ANS: operationsDIF: 3 REF: p. 401 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business Plan


NOT: In the operations and management section of a business plan, explain specifically how you will run your business, including location, equipment, personnel, and management.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

17. Include a realistic start-up budget and an operating budget in the _____________ analysis section of a business plan.

ANS: financialDIF: 3 REF: p. 401 OBJ: 13-3 TYPE: ConTOP: Preparing an Effective Business PlanNOT: Include a realistic start-up budget and an operating budget in the financial analysis section of a business plan.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

18.Formal reports are usually enclosed in a _____________ to protect the pages and to give a professional, finished appearance.

ANS: coverDIF: 3 REF: p. 403 OBJ: 13-4 TYPE: ConTOP: Writing Formal ReportsNOT: Formal reports are usually enclosed in a cover to protect the pages and to give a professional, finished appearance.AAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

19. ____________________ tell what the report findings mean; they usually appear before the recommendations.

ANS: ConclusionsDIF: 3 REF: p. 405 OBJ: 13-5 TYPE: ConTOP: Components of Formal ReportsNOT: Conclusions tell what the report findings mean; they usually appear before the recommendations.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

20. The ____________________ section of a report identifies sources of ideas mentioned in the report and includes information such as names of authors, titles of articles, and titles of publications.

ANS: references (or works cited)DIF: 3 REF: p. 406 OBJ: 13-5 TYPE: ConTOP: Components of Formal ReportsNOT: The references (or works cited) section of a report identifies sources of ideas mentioned in the report and includes information such as names of authors, titles of articles, and titles of publications.AAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion


ESSAY

1. Explain what a proposal is. Then list the six parts of informal proposals, describing what type of information is included in each.

ANS: Student answers will vary.

Proposals are written offers to solve problems, provide services, or sell equipment. Some proposals are internal, often taking the form of justification and recommendation reports. Most proposals, however, are external.

Proposals may be divided into two categories: solicited and unsolicited. When firms know exactly what they want, they prepare a request for proposal (RFP) specifying their requirements. Government agencies as well as private businesses use RFPs to solicit competitive bids from vendors. Most proposals are solicited. Enterprising companies looking for work might submit unsolicited proposals, which are offers to solve problems or provide products or services.

Informal proposals have the following six parts:

Introduction: Explains the reasons for the proposal and highlights the writer’s qualifications.

Background, Problem, Purpose: Identifies the problem and discusses the goals or purposes of the project. If the proposal is unsolicited, it convinces the reader that a problem exists. If the proposal is solicited, it persuades the reader that you understand the problem completely.

Proposal, Plan, Schedule: Discusses your plan for solving the problem, what you propose to do, and how it will benefit the reader. It may include a schedule of activities or timetable showing when events will take placeStaffing: Describes the credentials and expertise of the project leaders. It may also identify the size and qualifications of the support staff, along with other resources such as computer facilities.

Budget: Presents a list of proposed project costs.

Authorization Request: Requests approval or authorization and reminds reader of key benefits.

DIF: 5 REF: pp. 394-399 OBJ: 13-1 TYPE: ApTOP: Preparing Formal and Informal ProposalsAAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

2. In addition to the six parts of informal proposals, formal proposals often contain a number of special components. List five of these special components, and describe what information would be contained in each.

ANS: Student answers will vary but should include five of the following components.


Letter of Transmittal: Addresses the person who is designated to receive the proposal or who will make the final decision, describes how you learned about the problem or confirms that your proposal responds to the enclosed RFP, presents the major features and benefits of your proposal, and mentions the time limit for which the bid stands.

Abstract or Executive Summary: Provides a brief summary of the proposal’s highlights.

Title Page: Includes the title of the proposal, the name of the client organization, the RFP number or other announcement, the date of submission, and the author’s name.

Table of Contents: Includes all headings and their beginning page numbers.

List of Figures: Includes each figure or table title and its page number.

Appendix: Contains ancillary material of interest to some readers.

DIF: 5 REF: p. 399 OBJ: 13-2 TYPE: ApTOP: Special Components of Formal ProposalsAAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

3. Explain what a business plan is and when one is necessary. Then list five components that should be included in a business plan, describing the type of information that would be included in each.

ANS: Student answers will vary but should include five of the following business plan components.

A business plan is another form of proposal. A business plan is necessary when you want to start your own business. A business plan is critical for securing financial support of any kind. Such a plan also ensures that you have done your homework and know what you are doing in launching your business. It provides you with a detailed road map to chart a course to success.

Letter of transmittal and/or executive summary with mission statement: Explains your reason for writing, provides your contact information, presents your mission statement, introduces the part of the plan, and asks for support.Table of Contents: Lists the page numbers and topics included in your plan.

Company Description: Identifies the form of your business and its business type.

Product/Service Description: Explains what you are providing, how it will benefit customers, and why it is better than existing products or services.

Market Analysis: Discusses market characteristics, trends, projected growth, customer behavior, complementary products or services, and barriers to entry. Identifies you customers and how you will attract, hold, and increase your market share. Discusses the strengths and weaknesses of your direct and indirect competitors.

Operations and Management: Explains specifically how you will run your


business, including location, equipment, personnel, and management.

Financial Analysis: Outlines a realistic start-up budget and an operating budget.

Appendixes: Provides necessary extras such as managers’ résumés, promotional materials, and product photos.

DIF: 5 REF: pp. 401-402 OBJ: 13-3 TYPE: ApTOP: Preparing an Effective Business PlanAAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Conclusion

4. Describe what a formal report is and explain how it differs from a formal proposal. Then give an original example of when each would be written.

ANS: Student answers will vary.

Formal reports are similar to formal proposals in length, organization, and serious tone. Proposals make offers; in comparison, formal reports represent the end product of thorough investigation and analysis. Formal reports present ordered information to the decision makers in business, industry, government, and education.

Examples of each:

Formal Proposal: You are responding to a government request for proposal (RFP). The Department of Labor is looking for a company to design customized online training for its employees.

Formal Report: You have been asked by your supervisor to study the feasibility of allowing employees to telecommute several days per month.

DIF: 5 REF: p. 402 OBJ: 13-4 TYPE: ApTOP: Writing Formal ReportsAAC: Tier 1—Communication; Tier 2—PatternsAAC: Tier 1—Reflective Thinking; Tier 2—Analysis, Theory application, Conclusion

5. Assume that a colleague has approached you for help as she prepares a formal proposal. She knows that you’re taking a business communications course and wants to take advantage of your expertise. Based on the material covered in your textbook, what five writing tips would you give your colleague? Be sure to explain each tip.ANS: Student answers will vary but will include five of the following writing tips.

Allow sufficient time: Develop a realistic timetable and stick to it.

Finish data collection: Don’t begin writing until you’ve collected all the data and drawn the primary conclusions.

Work from a good outline: A big project such as a formal proposal needs the order and direction provided by a clear outline.


Provide a proper writing environment: You’ll need a quiet spot where you can spread out your materials and work without interruption.

Use the features of your computer: Preparing a proposal on a word processor enables you to keyboard quickly; revise easily; and check spelling, grammar, and synonyms readily.

Write rapidly; revise later: Record your ideas quickly and save revision until after the first draft is completed.

Save difficult sections: If some sections are harder to write than others, save them until you’ve developed confidence and rhythm working on easier topics.

Be consistent in verb tense: Use past-tense verbs to describe previous actions and present-tense verbs to describe current actions.

Generally avoid I and we: To make formal reports seem as objective and credible as possible, omit first-person pronouns.

Let the first draft sit: After completing the first draft, put it aside for a day or two; then return to it with the expectation of revising and improving it.

Revise for clarity, coherence, and conciseness: Read a printed copy out loud to make sure the sentences make sense and that the ideas flow together naturally. Decide if you can cut wordiness and flabbiness.

Proofread the final copy three times. Proofread the proposal the first time for word meaning and content. Proofread it a second time for spelling, punctuation, grammar, and mechanical errors. Proofread it a final time to check its formatting and consistence.

DIF: 5 REF: pp. 406-407 OBJ: 13-6 TYPE: ApTOP: Final Writing TipsAAC: Tier 1—Communication; Tier 2—Patterns, Audience, Rhetorical considerations, Standard EnglishAAC: Tier 1—Reflective Thinking; Tier 2—Analysis, Theory application, Conclusion

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