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Business Communication Today, 12e (Bovee/Thill

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Chapter 15 Writing and Completing Reports and Proposals
1) To gain credibility with your audience in a business report, do all of the following except
A) research all sides of your topic.
B) use credible sources to support your findings.
C) avoid setting unrealistic expectations.
D) allow your desires to determine the length of the report.
Answer: D
Explanation: D) Be sensitive to the amount of time and energy your audience is able to put into
reading your report. Reports that are overly long, technical, or filled with data can put heavy
demands on readers.
Diff: 2
Skill: Concept
Objective: 1
AACSB: Communication Abilities
Learning Outcome: Apply the writing process when writing business reports
2) When you're writing a report, be sure to adapt to your audience by
A) being sensitive to their needs.
B) controlling your style and tone.
C) building strong relationships with them.
D) all of the above.
Answer: D
Explanation: D) To ensure your own success when writing reports, be sensitive to your
audience's needs, build strong relationships with them, and control your style and tone.
Diff: 2
Skill: Concept
Objective: 1
AACSB: Communication Abilities
Learning Outcome: Apply the writing process when writing business reports
3) Being sensitive to the needs of your audience is important because
A) long technical documents put heavy demands on readers.
B) audience members can have widely different information needs.
C) today's readers may lack the time or inclination to read a report from top-to-bottom.
D) all of the above.
Answer: D
Explanation: D) Effective communicators are sensitive to the needs of their readers who may
have trouble processing complex documents, divergent information needs, and no desire to read
a long report, page-by-page.
Diff: 2
Skill: Critical Thinking
Objective: 1
AACSB: Communication Abilities, Multicultural and Diversity Understanding
Learning Outcome: Describe the opportunities and challenges of communicating in a diverse
world
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4) If you're writing a formal business report, you should
A) use the impersonal journalism style.
B) rely on first-and second-person pronouns.
C) focus on similes, metaphors, and colorful language.
D) use contractions to engage your audience.
Answer: A
Explanation: A) To create a formal tone, use the impersonal journalism style: avoid first-person
and second-person pronouns, figurative or colorful language, and contractions.
Diff: 2
Skill: Concept
Objective: 1
AACSB: Communication Abilities
Learning Outcome: Apply the writing process when writing business reports
5) The writing style for a report should be more formal when
A) you know your readers reasonably well.
B) your report is intended for internal distribution.
C) the subject is controversial or complex.
D) the report is relatively short.
Answer: C
Explanation: C) A more formal tone is usually appropriate for longer reports, especially those
that deal with controversial or complex information.
Diff: 2
Skill: Concept
Objective: 1
AACSB: Communication Abilities
Learning Outcome: Apply the writing process when writing business reports
6) In order to help your readers understand and accept your message
A) use headings and links.
B) include smooth transitions.
C) provide previews and reviews.
D) do all of the above.
Answer: D
Explanation: D) If you want readers to understand and accept your message, help them navigate
your document by using headings and links, smooth transitions, and previews and reviews.
Diff: 2
Skill: Application
Objective: 1
AACSB: Communication Abilities
Learning Outcome: Apply the writing process when writing business reports

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7) When writing business reports for outsiders (such as customers or suppliers), it is best to
A) use a more formal tone than you would for an internal audience.
B) use a less formal tone than you would for an internal audience.
C) avoid the use of headings, transitions, previews, and reviews.
D) sprinkle your writing with idioms, acronyms, and jargon.
Answer: A
Explanation: A) Use a more formal tone when your report will be sent outside your company, to
customers, suppliers, or community members.
Diff: 2
Skill: Concept
Objective: 1
AACSB: Communication Abilities
Learning Outcome: Apply the writing process when writing business reports
8) The primary benefits of using a system of headings in a workplace document do not include
A) improving the document's readability.
B) filling up "dead space" in the document.
C) indicating shifts from one idea to the next.
D) identifying the framework of the document.
Answer: B
Explanation: B) Headings reveal structure, show movement between ideas, and improve
readability.
Diff: 2
Skill: Concept/Application
Objective: 1
AACSB: Communication Abilities
Learning Outcome: Plan and prepare business messages
9) Transitional words and phrases
A) connect ideas by helping readers move from one thought to the next.
B) should be removed from written material to make it more concise.
C) are essential to analytical reports but unnecessary in informational reports.
D) aren't necessary in a report that uses a system of headings and subheadings.
Answer: A
Explanation: A) Effective transitions help readers summarize and remember what they've read,
and they give readers a mental framework for processing new information.
Diff: 2
Skill: Critical Thinking
Objective: 1
AACSB: Communication Abilities
Learning Outcome: Plan and prepare business messages

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B) So far. conclusions B) previews. Diff: 3 Skill: Critical Thinking Objective: 1 AACSB: Communication Abilities Learning Outcome: Compose and shape business messages 4 . executive summaries D) headings. reviews C) synopses. D) Okay. Answer: C Explanation: C) Preview sections introduce important topics by helping readers get ready for new information. and it is definitely not our fault. subheadings Answer: B Explanation: B) By introducing important topics. A) introductions. C) The next section will present the advantages of using social media to connect with your customers. or an entire paragraph. C) may be as long as a paragraph. Answer: C Explanation: C) A transition can be a word. B) should not exceed the length of one sentence. previews help readers get ready for new information. D) are included between major sections but never within each section. and performance. reviews come after a body of material and summarize that information. but we think we know the cause.10) Effective transitions in business reports A) are limited to key words and short transitions. Diff: 3 Skill: Concept/Application Objective: 1 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 12) Which of the following would be the most effective preview in a formal report? A) Our sales in the eastern region have plummeted. now for the important part. we have discussed three essential elements: price. Diff: 2 Skill: Concept Objective: 1 AACSB: Communication Abilities Learning Outcome: Plan and prepare business messages 11) Effective business writers use ________ to help readers prepare for upcoming information and ________ to help them verify and clarify what they've just read. service. a phrase. a sentence.

previews main ideas. D) do all of the above. B) include all of your information sources. C) introduce new facts and information to support the review points. Diff: 3 Skill: Critical Thinking Objective: 1 AACSB: Communication Abilities Learning Outcome: Compose and shape business messages 15) The introduction (or opening) of a business report should A) discuss your conclusions or recommendations. Answer: A Explanation: A) Any text in a review section that does not restate and repeat conclusions drawn earlier belongs in some other section of the document. Diff: 2 Skill: Concept Objective: 2 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 5 . C) Having outlined the details. C) carry the full weight of your message. and sets the document's tone. D) help readers understand the context of the report. Answer: B Explanation: B) A review section restates the conclusions drawn earlier in the document to make sure that the audience clearly understands your main points. Answer: D Explanation: D) The introduction puts the report into context for readers. not as lists. introduces the subject.13) When preparing review sections in a report. supporting evidence needs to be provided. B) The next segment illustrates potential challenges that our company faces in the coming decade. B) use multiple review sections if the report is long and complex. our current marketing strategy is highly effective. I will now offer a few other points. Diff: 2 Skill: Concept Objective: 1 AACSB: Communication Abilities Learning Outcome: Compose and shape business messages 14) Which of the following would be the most effective way to phrase a review in a formal report? A) As this section has shown. A) always write them in narrative form. D) Now that the body of the report is finished.

Diff: 2 Skill: Concept Objective: 3.16) The ________ is not included in the prefatory parts of a formal report. Diff: 2 Skill: Concept Objective: 2 AACSB: Communication Abilities Learning Outcome: Plan and prepare business messages 18) Don't ________ in the closing section of a business report. 4 AACSB: Communication Abilities Learning Outcome: Plan and prepare business messages 17) The detailed proof needed to support your conclusions and recommendations should appear in the ________ of your report. emphasizing potential benefits. A) opening B) body C) close D) appendix Answer: B Explanation: B) The body of a report presents. A) cover B) letter of authorization C) introduction D) table of contents Answer: C Explanation: C) The introduction is included in the report as a text part. and gathering action items. Diff: 1 Skill: Concept Objective: 2 AACSB: Communication Abilities Learning Outcome: Plan and prepare business messages 6 . and interprets the information you found during your investigation and supports your recommendations and conclusions. not a prefatory part. A) summarize the key points included in the report B) introduce new material to expand the scope of the report C) bring all of the action items together in one place D) present the benefits of following the report's recommendations Answer: B Explanation: B) The close of a report has three functions: summarizing key points. analyzes.

B) must be easy to find. Diff: 2 Skill: Application Objective: 2 AACSB: Communication Abilities Learning Outcome: Find and evaluate data to support business messages 21) When you're using a direct approach to present a report. tell them what they need to know to understand the situation. descriptive headings D) parallel headings. use ________. so they can compile it as they see fit. C) present your raw data. D) must be factually correct. A) descriptive headings. effective report content is accurate. if you're using an indirect approach to present a report. Diff: 2 Skill: Application Objective: 2 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 7 . unstructured headings C) informative headings. double-check your facts and references. informative headings B) structured headings. Descriptive headings are more effective when a report uses the indirect approach. Diff: 2 Skill: Application Objective: 2 AACSB: Communication Abilities Learning Outcome: Find and evaluate data to support business messages 20) As stated in your textbook. however. Answer: A Explanation: A) To help audiences make informed decisions. In addition to checking for typos. B) withhold information that doesn't suit your needs. Therefore. no less. or proposal.19) In order to help your readers make informed decisions A) tell them what they need to know—no more. Answer: D Explanation: D) Information presented in a report must be factually correct. D) manipulate the data to smooth out negative trends. ________ will be more effective. C) should be relatively precise. problem. decorative headings Answer: C Explanation: C) Informative headings are appropriate when a report uses the direct approach. information presented in the report A) should be positive.

A) proposal B) presentation C) press release D) research report Answer: A Explanation: A) The general purpose of any proposal is to persuade your audience to do something. fund a project. Diff: 2 Skill: Concept Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 23) The writing approach for a proposal is similar to the approach used for persuasive sales messages. such as purchase goods or services. build interest. you can use the AIDA model to gain attention. so you can A) follow the AIDA model. Diff: 2 Skill: Concept Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 8 . Diff: 2 Skill: Concept Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 24) Which of the following is not an element normally included in the introduction of a proposal? A) Background/statement of the problem or opportunity B) Proposed solution to the problem C) The scope of the proposal D) Statement of qualifications Answer: D Explanation: D) Qualifications for doing a job are not typically listed in the introduction of a proposal. C) minimize the "you" attitude.22) The general purpose of a ________ is to persuade the audience to do something. so they often fit in best in the body of the proposal. D) open with a buffer statement. Answer: A Explanation: A) Since a proposal is usually a persuasive document. Qualifications are usually considered to be support material. and motivate action. or implement a program. B) follow the good-news message plan. create desire.

B) appropriate. Answer: D Explanation: D) The close of a proposal should summarize key points. Diff: 2 Skill: Concept Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 27) The close of a proposal should A) summarize how your proposed solution will benefit the reader. including when the work will begin. C) ask for a decision from the reader.25) In a formal proposal. Answer: B Explanation: B) A work plan describes how you'll accomplish what needs to be done. but only in the introduction. and facilities. C) an essential part of the body section of the proposal. B) describes your action plan for accomplishing the work that must be done. D) emphasizes the benefits and advantages of your proposed solution. Diff: 2 Skill: Application Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 26) Describing your organization's qualifications in a formal proposal is A) considered arrogant and should be avoided. and ask for a decision from the reader. C) describes your organization's experience. the work plan section A) reviews the situation at hand and explains the need for action. D) do all of the above. when you'll finish. D) a good idea only when your recommendations are controversial. Answer: C Explanation: C) A description of your company's qualifications is critical to persuading the client that your organization is up to the job. emphasize the benefits and advantages of your proposed solution. Diff: 2 Skill: Application Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 9 . B) reemphasize why your firm is the right choice for the job. and when and how you'll follow up. personnel.

and air conditioning systems" should appear in what section? A) Introduction B) Body C) Close D) Appendix Answer: B Explanation: B) The statement identifies the company's qualifications to do the work. and organization. Answer: A Explanation: A) The introduction to a proposal includes the following elements: background or statement of the problem. C) background information or a problem statement. plumbing. By making this claim. Diff: 2 Skill: Concept Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 10 . the company is implying that it must provide good service since it has managed to last for 25 years. Diff: 2 Skill: Application Objective: 3 AACSB: Analytical Skills Learning Outcome: Apply the writing process when writing business proposals 29) Which of the following is not a typical function of the introduction to a report? A) Telling the audience what the report is about B) Explaining to readers why they should be concerned about the topic C) Outlining how the report is organized D) Documenting the sources of information used in the report Answer: D Explanation: D) Document sources in the bibliography or the works cited section of the report. statements such as "Our company has over 25 years of experience installing heating. B) the scope or boundaries of the proposal. scope. solution.28) In a proposal to install an air conditioning system. D) an overview of how the document is organized. Diff: 2 Skill: Concept Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 30) The introductory section of a formal proposal includes all of the following except A) a statement of your qualifications.

and benefits of a specific course of action. complete. C) submit them in a separate document. the term limitations refers to A) the boundaries of your proposal. what you can and can't do. B) excuses for inadequate research or a poorly written report. rewards. Answer: C Explanation: C) If factors beyond your control have affected the outcome of your report. Answer: B Explanation: B) Consider including a list of illustrations as a prefatory element. C) factors beyond your control that have affected the report's outcome. if you want to call attention to the visuals in your report. and distribute business messages 32) Within the context of preparing formal reports and proposals. B) include a list of illustrations. Diff: 3 Skill: Critical Thinking Objective: 4 AACSB: Communication Abilities Learning Outcome: Revise. delivering it in person will allow you to "introduce" the report and remind readers why they're receiving it. D) cite their sources in the bibliography. Diff: 3 Skill: Synthesis Objective: 4 AACSB: Communication Abilities Learning Outcome: Discuss the challenges and importance of business communications 33) If you want to call attention to the visuals in a formal report. discuss those limitations in the introduction to the report. costs. you should A) create a table of contents. D) the risks. Diff: 2 Skill: Critical Thinking Objective: 4 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 11 .31) Which of the following would be the most effective way to deliver a report that you've prepared for a small group of managers in your local office? A) Delivering the report to them in person B) Texting them to download the report from your personal webpage C) Spending extra money to hire a professional courier to deliver the report D) Saving the report in an open-source format on a USB drive and sending it to them via snail mail Answer: A Explanation: A) If you've prepared a report for a small group of people.

but looks formally impressive on the page. Diff: 1 Skill: Concept Objective: 4 AACSB: Communication Abilities Learning Outcome: Compose and shape business messages 12 . while the executive summary of a very long report can run several pages in length. A) introducing the report B) offering to provide additional information or assistance C) authorizing the completion of the report D) acknowledging help received while preparing the report Answer: C Explanation: C) A transmittal document introduces the report. Diff: 2 Skill: Application Objective: 4 AACSB: Communication Abilities Learning Outcome: Plan and prepare business messages 36) An executive summary A) is shorter than a synopsis. Diff: 1 Skill: Application Objective: 4 AACSB: Communication Abilities Learning Outcome: Compose and shape business messages 35) All of the following except ________ are important functions of a transmittal document in a formal report. A short report typically has a one-page executive summary.34) Include a title fly with business reports when you want to A) give the name of the company for which the report has been prepared. B) add a touch of formality to the report. C) protect the report from dirt and careless handling. D) is unnecessary if the report is not intended for executives. and acknowledges help received while preparing the report. C) provides additional information (not covered in the report) that executives will need. longer reports require longer executive summaries. For this reason. offers to provide additional assistance. Answer: B Explanation: B) The title fly is like the first title page of a book. It gives little information. B) presents a fully developed "mini" version of the report. D) provide a page for the reader to make notes on. Answer: B Explanation: B) The executive summary reproduces every major part of the report in a highly condensed form.

Answer: A Explanation: A) A synopsis is a brief overview (one page or less) of a report's most important points. D) involves all of the above. Diff: 2 Skill: Concept Objective: 4 AACSB: Communication Abilities Learning Outcome: Compose and shape business messages 13 . or lack direct relevance to the report. B) they include bad news. places. D) they will not be interesting to anyone who reads the report. along with the pages on which they occur. Answer: C Explanation: C) Use an appendix to compile material that is lengthy or indirectly relevant to the report. C) they are lengthy. Diff: 1 Skill: Application Objective: 4 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 38) Materials in an appendix are not incorporated into the text because A) they are controversial. B) lists only the names of authors cited in the report. That way. Answer: A Explanation: A) An index lists names. but not individual people or authors of works. the material will not disrupt the flow of the report. D) a list of all the headings and subheadings in the report. and anyone who wants to read it can do so. places. C) usually from one to five pages in length. and subjects mentioned in the report. Diff: 2 Skill: Concept Objective: 4 AACSB: Communication Abilities Learning Outcome: Compose and shape business messages 39) An index in a formal report A) lists names. and subjects mentioned in the report. B) a fully developed "mini" version of the report.37) The synopsis of a formal report is A) a brief overview of the report's most important points. C) lists the names of things and ideas.

D) all of the above.40) The prefatory parts of a solicited proposal may include A) a letter of authorization. B) make sure that you put the file in the right location. B) useful if the proposal is fairly short. C) verify how the report displays and functions on screen. and distribute business messages 14 . Use of IT Learning Outcome: Revise. Diff: 2 Skill: Concept Objective: 4 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 41) In a formal. complete. a synopsis or executive summary may be omitted. D) visual elements. a solicited proposal may include a copy of the entire RFP or simply a reference to the name and tracking number of the RFP. C) an index. Answer: D Explanation: D) For proposals (especially formal and unsolicited). a synopsis or executive summary may be A) essential for highlighting your competitive advantage. In that case. Answer: D Explanation: D) Whenever you're posting a report online. making a synopsis or executive summary redundant. B) a copy of the RFP. C) placed in an appendix. Answer: B Explanation: B) Based on the instructions in the RFP. unsolicited proposal. the description of the document may appear in the letter of transmittal. D) unnecessary. Diff: 3 Skill: Application Objective: 4 AACSB: Communication Abilities. links. Diff: 3 Skill: Concept Objective: 4 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 42) If your company or client expects you to distribute a report online A) double-check that you've uploaded the correct file. double-check to make sure that you've uploaded the right file to the right location. and other elements are in place and operational. charts. and verify that all graphics.

D) all of the above. D) give potential bidders some background information on your organization. identify decision criteria and choose information to measure against those criteria. C) maintaining a manual system for tracking responses to RFPs. Answer: D Explanation: D) Don't ask bidders to submit information about aspects of their operations that won't be relevant to your decision-making process. B) pressuring bidders to respond as quickly as possible. Answer: B Explanation: B) The requirements section in an RFP should spell out everything you expect from potential vendors. B) spell out everything you expect from potential vendors. Answer: A Explanation: A) Use a smart RFP management approach that involves identifying decision criteria and information to measure against them. you can maximize the effectiveness of the RFP process if you use a smart management approach that involves A) identifying your decision-making criteria. B) cause unnecessary complications in your review process. Diff: 3 Skill: Critical Thinking Objective: 5 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 15 . However. C) provide contact information for someone who can answer detailed questions. Diff: 2 Skill: Application Objective: 5 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 44) When you're preparing an RFP. D) waiting until all bids have been received before you finalize your information needs. and using an online system for tracking responses. you will A) place unreasonable demands on bidders. giving bidders plenty of time to respond. C) discourage some potentially attractive bidders from responding. don't leave anything to unstated assumptions.43) The requirements section in a request for proposals should A) let bidders know how and when you'll be making a decision. Otherwise. Diff: 3 Skill: Critical Thinking Objective: 5 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 45) Managing RFPs can be labor-intensive and time-consuming.

46) Using words such as I and we decreases the formality of your report. such as suppliers or customers. Diff: 1 Skill: Concept Objective: 1 AACSB: Communication Abilities Learning Outcome: Compose and shape business messages 48) Communicating with people inside your organization usually requires more formality than communicating with people outside the organization. Answer: FALSE Explanation: The "you" attitude is vitally important for a proposal. Diff: 2 Skill: Concept Objective: 1 AACSB: Communication Abilities Learning Outcome: Compose and shape business messages 47) Using the "you" attitude is inappropriate when writing proposals. so the use of formal modes and conventions of communication is unnecessary. Failure to provide adequate transitional phrases often makes a report seem disjointed and poorly organized. Diff: 2 Skill: Application Objective: 1 AACSB: Communication Abilities Learning Outcome: Compose and shape business messages 16 . Therefore. Diff: 1 Skill: Concept Objective: 1 AACSB: Communication Abilities Learning Outcome: Compose and shape business messages 49) Including transitional phrases such as "As you can see" in a business report is helpful to readers as they seek to understand the document. using words such as I and we will make your documents sound more conversational. Answer: TRUE Explanation: Transitional phrases help tie ideas together in your report. you know people within your organization personally. Answer: FALSE Explanation: Generally. Every word in the proposal should be designed to cater to the needs of the audience and give the audience the impression that you and your company are the right choice for the job. Answer: TRUE Explanation: Formal documents do not use first-person personal pronouns.

use informative headings. Diff: 2 Skill: Concept Objective: 1 AACSB: Communication Abilities Learning Outcome: Compose and shape business messages 51) Using descriptive headings. Answer: FALSE Explanation: Readers can feel "lost" in long reports and lose sight of how the section they just read is relevant to the report. Help your readers by following a section with a review that connects the main ideas in that section to the report's theme. such as "Effects of Pay Scales on Employee Turnover.50) In a long report. Answer: FALSE Explanation: For a hard-hitting. and may even cost you important career and business opportunities. readers will prejudge the quality of your products or services by the proposal you submit." will help you maintain a hard-hitting. Answer: FALSE Explanation: If you use primary and/or secondary sources for your report or proposal. direct tone in a business report. including review sections at the end of every major section is redundant and distracting. Diff: 2 Skill: Concept Objective: 2 AACSB: Communication Abilities Learning Outcome: Plan and prepare business messages 17 . omissions." Diff: 2 Skill: Concept/Application Objective: 2 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 52) You don't have to worry about documenting your sources of information. when you're writing a report or proposal in the workplace. Diff: 2 Skill: Concept Objective: 2 AACSB: Communication Abilities Learning Outcome: Find and evaluate data to support business messages 53) In the workplace. direct tone. such as "Below-Market Wages Increased Employee Turnover by 60 percent. and inconsistencies in your proposal will work against you. be sure to give credit to your sources and document them properly. Answer: TRUE Explanation: Errors.

Diff: 2 Skill: Concept Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 18 . Diff: 2 Skill: Concept Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 55) The close of a formal proposal emphasizes the benefits that readers will realize from your solution. In the closing. and distribute business messages 57) In solicited proposals. decisions about actions should be finalized and specific tasks and deadlines should be clearly listed for all to see. Diff: 1 Skill: Concept Objective: 3 AACSB: Communication Abilities Learning Outcome: Revise. Diff: 2 Skill: Concept Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 56) If your report is intended to prompt others to action. in the close you should specify exactly what should happen next. stick to the RFP or guidelines provided by the client. complete. Answer: FALSE Explanation: Formal proposals and formal reports have largely the same components. the close needs to focus on how the reader will benefit from the solution that is being offered. In order to be convincing. Answer: TRUE Explanation: Action strategies and advantages of different courses of action can be discussed in the body of the report. you have more freedom in terms of scope and organization than you do in unsolicited proposals. Answer: TRUE Explanation: A key to the close section is to "close the deal" with a persuasive argument for why the person needs your product or services.54) The components of a formal proposal are entirely different from those of other formal reports. but most formal proposals and reports have the same components. Prefatory parts may differ slightly. Answer: FALSE Explanation: In solicited proposals. Failing to address issues in the RFP can greatly decrease your chances of landing the job.

Answer: TRUE Explanation: Mention of staff members with MD degrees is a qualification. Answer: FALSE Explanation: Discussion of costs should appear in the section specified for costs in the RFP. The body of a proposal is an appropriate place for listing qualifications. Diff: 2 Skill: Concept Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 59) Your writing approach for a proposal should be similar to that used for persuasive messages. If the RFP specifies no particular section for costs. a proposal is a persuasive document. Answer: TRUE Explanation: In most cases. Diff: 2 Skill: Concept Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 61) The body of a proposal on health insurance would be the best place to mention that your staff includes several individuals with MD degrees. Answer: TRUE Explanation: A properly written RFP specifies precisely what the client is looking for. Diff: 2 Skill: Application Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 19 . when things are not spelled out in the RFP.58) Most RFPs spell out exactly what you should cover in your report and in what order. consult your firm's policy for how to address cost issues. desire. Diff: 1 Skill: Concept Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 60) The close of a proposal is the right place to discuss any costs associated with your recommendations. you may find it useful to contact the client for clarification. In some cases. action) format for persuasive messages usually works well for proposals. The AIDA (attention. interest.

address every issue identified in the RFP. one reason that your company should be chosen is that it has advantages over competitors. Answer: FALSE Explanation: The whole idea of a proposal is to establish that your company is the best choice for the job. Diff: 2 Skill: Application Objective: 3 AACSB: Analytical Skills Learning Outcome: Apply the writing process when writing business proposals 65) If your proposal is solicited. So rather than think you are being unprofessional. it is unprofessional to point out your company's advantages over its competitors. Diff: 2 Skill: Application Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 64) If your proposal involves providing replacement machine parts that your company regularly stocks. the client is looking for you to identify advantages you have over competitors. Diff: 2 Skill: Concept Objective: 4 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 20 . Presumably. Diff: 2 Skill: Concept Objective: 3 AACSB: Ethical Understanding and Reasoning Abilities Learning Outcome: Apply the writing process when writing business proposals 63) In the close of a proposal to install energy-saving light fixtures at a local hospital. don't emphasize client benefits if you think they are obvious.62) In a formal proposal. Answer: TRUE Explanation: The RFP is your guide for how to proceed with a proposal. When you're composing a solicited proposal. clients often forget benefits or fail to consider them if the benefits are not pointed out frequently. follow the instructions in the RFP. Answer: TRUE Explanation: If your company is a regular supplier. Unless their memory is jogged. Answer: FALSE Explanation: Any benefits to the client should be clearly identified. the Work Plan doesn't need to describe how you'll accomplish what must be done. even if they seem obvious. you would need a work plan only if your procedure were to drastically differ from your normal mode of operation.

Diff: 2 Skill: Concept Objective: 4 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 68) The most common supplementary parts to include in a formal report are the appendix. the bibliography. Answer: FALSE Explanation: When you're writing an RFP.66) A synopsis is generally more comprehensive than an executive summary. Diff: 2 Skill: Concept Objective: 5 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 21 . Answer: FALSE Explanation: An introduction is required for all reports. on the other hand. remember that it is more than just a request. an executive summary covers all major topics and points that the actual report covered. Diff: 2 Skill: Concept Objective: 4 AACSB: Communication Abilities Learning Outcome: Plan and prepare business messages 67) Reports do not need an introduction if they have a synopsis and a letter of transmittal. The introduction may be as short as a single paragraph. The most common supplements to appear in reports are the appendix. and the index. and the index. Answer: FALSE Explanation: By definition. Diff: 2 Skill: Concept Objective: 4 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 69) Typical RFPs are nothing more than routine requests. A synopsis. focuses on major ideas and omits less important ideas. Answer: TRUE Explanation: Supplements are much more common in long reports than in short reports. but it is a key part of any report. it's in informational report that provides potential bidders with the information they need to respond to your request effectively. the bibliography.

"Here is the report you requested. the informative synopsis tries to cover all major sections of the report. Answer: FALSE Explanation: The requirements sections should spell out everything you expect from potential vendors. Answer: prefatory Explanation: Of the cover. The letter of transmittal typically states.70) When you're composing the requirements section of a request for proposals (RFP). it addresses any special concerns that the reader might have. and many short reports do not require tables of contents. The title page may serve as a cover. only the title page is absolutely essential. Diff: 1 Skill: Concept Objective: 4 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 72) The letter of ________ conveys the essence of the report to the readers in a manner that can be less formal than the rest of the report. Don't leave anything to unstated assumptions." Then. Diff: 2 Skill: Concept Objective: 2 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 22 . Diff: 2 Skill: Application Objective: 5 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 71) The cover. In a brief and condensed way. title page. title page. Answer: transmittal Explanation: The letter of transmittal functions as the note you might affix to the report on delivering it to the person who asked you to write it. Diff: 2 Skill: Application Objective: 2 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 73) A(n) ________ synopsis presents the main points of a report in the order in which they appear in the text. Answer: informative Explanation: An informative synopsis is more comprehensive than a descriptive synopsis. you can assume that bidders will understand the conventions and protocols of your industry. and table of contents are among the ________ parts of a formal report. and table of contents.

including the most important headings and visuals from the report. An index helps the reader find references to people and subjects. without providing many of the details. formal or informal. it tries to give a meaningful preview of the main ideas that are presented in the report. but both can be useful. Diff: 2 Skill: Concept Objective: 2 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 75) A(n) ________ ________ is a fully developed "mini" version of the report itself. Answer: supplementary Explanation: Neither of the features is required in any kind of report. Diff: 2 Skill: Concept Objective: 2 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 76) An appendix. especially in lengthy. a descriptive synopsis may leave out some features of the report while it gives special attention to selected highlights of the report. Answer: descriptive Explanation: A descriptive synopsis does not attempt to be comprehensive. Diff: 2 Skill: Concept Objective: 5 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 23 . and the delivery of a product or service. An RFP demands careful consideration because it starts a process that leads to a proposal. Diff: 2 Skill: Concept Objective: 2 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 77) A request for proposals (RFP) is an ________ report that provides potential bidders with the information they need to compose effective proposals. The bibliography provides a guide to sources that the author found most helpful.74) A(n) ________ synopsis simply tells what the report is about. Reading the executive summary should give the reader a good idea of the report itself. ambitious reports. a contract. Answer: executive summary Explanation: An executive summary should mirror the report in every major aspect. and an index are the ________ parts of a formal report. In the process. Instead. Answer: informational Explanation: A request for proposals is more than a routine request. a bibliography.

the letter of transmittal follows the pattern for ________ messages. what you will and will not do. or long. Answer: formal Explanation: The advantage of a formal tone is that its rigor and structure reduce ambiguity and misunderstanding. Diff: 2 Skill: Concept Objective: 1 AACSB: Communication Abilities Learning Outcome: Describe the opportunities and challenges of communicating in a diverse world 80) The general purpose of any ________ is to persuade readers to do something. that is. In any situation in which misunderstanding is likely (outsiders reading the report. and complex topics) a formal tone works best.78) In an unsolicited proposal. Diff: 2 Skill: Concept Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 81) The introduction of a proposal includes the ________ or boundaries of the proposal. especially those dealing with controversial or complex information and those that will be sent to other parts of the organization or to outsiders. The purpose of a proposal is to convince the reader to do something. or hire the services of the proposal's author. confusing. or implement a program. Answer: proposal Explanation: A proposal by definition is a persuasive document. an unsolicited proposal should follow models for persuasive messages. Diff: 2 Skill: Application Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 79) Use a more ________ tone for longer reports. Answer: scope Explanation: The scope of a proposal sets the boundaries of the proposal. such as purchase goods or services. purchase something. Since it is a persuasive document. Answer: persuasive Explanation: An unsolicited proposal tries to convince the audience to do something. fund a project. controversial topics. Diff: 2 Skill: Application Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 24 .

Preview sections help readers determine the content of a section so that they can decide whether or not they need to read it. Diff: 2 Skill: Concept Objective: 1 AACSB: Communication Abilities Learning Outcome: Compose and shape business messages 25 . Diff: 2 Skill: Concept Objective: 1 AACSB: Communication Abilities Learning Outcome: Compose and shape business messages 85) Use ________ sections after a body of material in a report to summarize the information for your readers. Answer: transitions Explanation: Transitions tie together ideas in a document. when the work will begin. and when it will be completed. Answer: review Explanation: Review sections help the reader summarize what he or she just read and tie the material to the larger themes and main points of the entire document.82) The ________ ________ of a proposal describes (among other things) how you'll accomplish what must be done. Without good transitions a document can seem fragmented. or disorganized. Answer: Preview Explanation: Preview sections are important for reports because readers often skip from section to section rather than reading the whole report from start to finish. muddled. Diff: 2 Skill: Concept Objective: 4 AACSB: Communication Abilities Learning Outcome: Compose and shape business messages 84) ________ sections introduce important topics by helping readers get ready for new information. Diff: 2 Skill: Concept Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 83) Words or phrases that tie ideas together and show how one thought relates to another are known as ________ and are useful for keeping readers on track as they read your report. Answer: work plan Explanation: The work plan is a detailed outline of what the work is and how you will get it done.

how do you determine the organizational approach to use in the letter of transmittal? Answer: How you handle the letter of transmittal depends on whether the proposal is solicited or unsolicited. Be careful to avoid jokes. use the impersonal journalism style. using only moderately greater detail than the table of contents. Diff: 3 Skill: Concept Objective: 4 AACSB: Communication Abilities Learning Outcome: Compose and shape business messages 26 . a descriptive synopsis simply tells what the report is about. (3) what your audience expects and requires. and metaphors. similes. Diff: 3 Skill: Concept Objective: 2 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 88) In a formal proposal. If the proposal is unsolicited. eliminating all references to "you" and "I" (including "we.86) List three ways to increase the formality of business reports. and try to minimize the use of colorful adjectives or adverbs. (2) the length of your report. highlighting those aspects of your proposal that may give you a competitive advantage. the transmittal letter follows the pattern for persuasive messages. Answer: (1) The type of report you are writing." "us." and "our"). Answer: Whereas an informative synopsis presents the main points of the report in the order they appear in the text. and (4) your organization's preferences. Diff: 3 Skill: Concept Objective: 1 AACSB: Communication Abilities Learning Outcome: Compose and shape business messages 87) List at least three factors that can help you decide what parts to include in a business report. Diff: 3 Skill: Concept Objective: 3 AACSB: Analytical Skills Learning Outcome: Apply the writing process when writing business proposals 89) Briefly explain the difference between an informative synopsis and a descriptive synopsis. since it must persuade the reader that you have something worthwhile to offer. Answer: To make a report more formal. the transmittal letter follows the pattern for positive messages. If the proposal is solicited.

and readable. Diff: 3 Skill: Concept Objective: 2 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 92) In researching a proposal to expand your division. Should you include it in your report? Why or why not? Answer: Yes.90) What is a letter of transmittal? Answer: A letter of transmittal is a "cover letter" that introduces the report and can include scope. when. It can also offer to provide follow-up information or assistance. you should include it. where. and highlights of the report. limitations. and it acknowledges the contributions of those who helped prepare the report. and (3) brings all the action items together in one place and gives the details about who should do what. Moreover. you find evidence that does not support your line of reasoning. Answer: The close of a report (1) emphasizes the main points of the message. Diff: 3 Skill: Concept Objective: 4 AACSB: Communication Abilities Learning Outcome: Compose and shape business messages 91) List three functions of the close in a business report. and how. inviting. methods. (2) summarizes the benefits to the reader if the message proposes a change or course of action. Diff: 2 Skill: Critical Thinking Objective: 3 AACSB: Ethical Understanding and Reasoning Abilities Learning Outcome: Apply the writing process when writing business proposals 93) What does it mean to "package your proposal attractively"? Why is it important to do so? Answer: This phrase refers to making sure your proposal is letter perfect. It is important to do so because readers will prejudge the quality of your products or services by the proposal you submit. Omitting relevant information or facts can bias your report. you'll build credibility with your audience by researching and presenting all sides of an issue. Diff: 2 Skill: Concept Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 27 .

The title page includes the report's title. and prices of other companies offering similar products or services. inviting. services. Diff: 3 Skill: Synthesis Objective: 2 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 96) Describe six strategies (in addition to using the AIDA format) for strengthening your argument in business proposals. Spell out your plan and give details on how the job will be done. relating your product. Analytical Skills Learning Outcome: Apply the writing process when writing business proposals 28 . Answer: Six strategies for making proposals more effective are (1) Demonstrate your knowledge in order to convince your audience that you have the knowledge and experience to solve the problem or address the opportunity outlined in your proposal. (6) Package your proposal attractively. and readable. or proposal and make a decision. even if some of the information doesn't support the author's line of reasoning. (5) Adopt the "you" attitude. and the date of submission. (4) Prove that your proposal is workable and compatible with your audience's capabilities and resources. unsupported generalizations. quantifiable information and examples instead of vague. either as stated in the RFP for a solicited proposal or as discovered through your own investigation for an unsolicited proposal. or personnel to the reader's exact needs.94) What is the difference between a title page and a title fly? Answer: The title fly is simply a plain sheet of paper with only the title of the report on it. insuring that it is letter perfect. Diff: 2 Skill: Concept Objective: 1 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business reports 95) List and briefly explain five characteristics of effective report content. (4) clear and logical—written in uncluttered sentences and logically organized with clear transitions. problem. Diff: 3 Skill: Concept Objective: 3 AACSB: Communication Abilities. Answer: The content of effective business reports is (1) accurate—it is factually correct and error-free. (2) Provide concrete. service. Readers will prejudge the quality of your products or services by the proposal you submit. (3) Research the competition using trade publications and the Internet to become familiar with the products. the name(s) and title(s) of the writer(s). (3) balanced—presenting all sides of the issue fairly and equitably and including all the essential information. and (5) documented properly—giving credit to all outside sources of information on which the report draws. (2) complete—providing colleagues or supervisors with all the information they need to understand the situation.

clearly defining its boundaries and explaining what you will and will not do. It describes how you'll accomplish what must be done. It also specifies when the work will begin. their timing. explains the steps you'll take. the introduction explains how the proposal is organized. the work plan. The introduction also describes the scope or "delimitations" of the proposal. Diff: 3 Skill: Concept Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 98) In a formal proposal. and whether any follow-up is involved. Diff: 3 Skill: Concept Objective: 3 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 99) What elements are normally included in the body of a formal proposal? Answer: The body of a formal proposal can contain any or all of the following elements: facts and evidence to support your conclusions. It also offers a brief description of the solution—outlining the change you propose along with your key selling points and their benefits. Finally. Diff: 3 Skill: Application Objective: 4 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 29 . orienting the reader to the remainder of the proposal and calling attention to the major divisions of information. the proposed approach (what you have to offer). how it will be divided into stages.97) What four topics are commonly covered in the introduction to a business proposal? Briefly explain each one. the methods or resources you'll use. a statement of qualifications. Answer: The introduction to a business proposal normally provides some background or simply a statement of the problem or opportunity. where does the Work Plan section normally appear. and the person(s) responsible. when you will finish. and what information does it contain? Answer: The Work Plan section normally appears in the body of a formal proposal. and a breakdown of costs. Here you review the reader's situation and establish a need for action and emphasize how your goals align with those of the audience.

a description of the project. An RFP will specify what the proposal must include and in what order. The content of an RFP will vary from industry to industry and project to project. expectations for submitted proposals. and relevant submission and contact information.100) What is a request for proposals (RFP)? Answer: A request for proposals (RFP) usually governs the scope and organization of a solicited proposal. This uniformity lets the recipient evaluate competing proposals in a systematic way. Diff: 3 Skill: Concept Objective: 5 AACSB: Communication Abilities Learning Outcome: Apply the writing process when writing business proposals 30 . However. solution requirements. criteria for making selection decisions. most RFPs will include background on the company.