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. 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. 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. 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. 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. 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. 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. 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. 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. 10) Effective transitions in business reports A) are limited to key words and short transitions. B) should not exceed the length of one sentence. C) may be as long as a paragraph. D) are included between major sections but never within each section. Answer: C Explanation: C) A transition can be a word, a phrase, a sentence, or an entire paragraph. 11) Effective business writers use ________ to help readers prepare for upcoming information and ________ to help them verify and clarify what they've just read. A) introductions; conclusions B) previews; reviews C) synopses; executive summaries D) headings; subheadings Answer: B Explanation: B) By introducing important topics, previews help readers get ready for new information; reviews come after a body of material and summarize that information. 12) Which of the following would be the most effective preview in a formal report? A) Our sales in the eastern region have plummeted, but we think we know the cause, and it is definitely not our fault. B) So far, we have discussed three essential elements: price, service, and performance. C) The next section will present the advantages of using social media to connect with your customers. D) Okay, now for the important part. Answer: C Explanation: C) Preview sections introduce important topics by helping readers get ready for new information. 13) When preparing review sections in a report, A) always write them in narrative form, not as lists. B) use multiple review sections if the report is long and complex. C) introduce new facts and information to support the review points. D) do all of the above. 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. 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, our current marketing strategy is highly effective. B) The next segment illustrates potential challenges that our company faces in the coming decade. C) Having outlined the details, I will now offer a few other points. D) Now that the body of the report is finished, supporting evidence needs to be provided. 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. 15) The introduction (or opening) of a business report should A) discuss your conclusions or recommendations. B) include all of your information sources. C) carry the full weight of your message. D) help readers understand the context of the report. Answer: D Explanation: D) The introduction puts the report into context for readers, introduces the subject, previews main ideas, and sets the document's tone. 16) The ________ is not included in the prefatory parts of a formal report. 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, not a prefatory part. 17) The detailed proof needed to support your conclusions and recommendations should appear in the ________ of your report. A) opening B) body C) close D) appendix Answer: B Explanation: B) The body of a report presents, analyzes, and interprets the information you found during your investigation and supports your recommendations and conclusions. 18) Don't ________ in the closing section of a business report. 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, emphasizing potential benefits, and gathering action items. 19) In order to help your readers make informed decisions A) tell them what they need to know—no more, no less. B) withhold information that doesn't suit your needs. C) present your raw data, so they can compile it as they see fit. D) manipulate the data to smooth out negative trends. Answer: A Explanation: A) To help audiences make informed decisions, tell them what they need to know to understand the situation, problem, or proposal. 20) As stated in your textbook, effective report content is accurate. Therefore, information presented in the report A) should be positive. B) must be easy to find. C) should be relatively precise. D) must be factually correct. Answer: D Explanation: D) Information presented in a report must be factually correct. In addition to checking for typos, double-check your facts and references. 21) When you're using a direct approach to present a report, use ________; however, ________ will be more effective, if you're using an indirect approach to present a report. A) descriptive headings; informative headings B) structured headings; unstructured headings C) informative headings; descriptive headings D) parallel headings; decorative headings Answer: C Explanation: C) Informative headings are appropriate when a report uses the direct approach. Descriptive headings are more effective when a report uses the indirect approach. 22) The general purpose of a ________ is to persuade the audience to do something. 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, such as purchase goods or services, fund a project, or implement a program. 23) The writing approach for a proposal is similar to the approach used for persuasive sales messages, so you can A) follow the AIDA model. B) follow the good-news message plan. C) minimize the "you" attitude. D) open with a buffer statement. Answer: A Explanation: A) Since a proposal is usually a persuasive document, you can use the AIDA model to gain attention, build interest, create desire, and motivate action. 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. Qualifications are usually considered to be support material, so they often fit in best in the body of the proposal. 25) In a formal proposal, the work plan section A) reviews the situation at hand and explains the need for action. B) describes your action plan for accomplishing the work that must be done. C) describes your organization's experience, personnel, and facilities. D) emphasizes the benefits and advantages of your proposed solution. Answer: B Explanation: B) A work plan describes how you'll accomplish what needs to be done, including when the work will begin, when you'll finish, and when and how you'll follow up. 26) Describing your organization's qualifications in a formal proposal is A) considered arrogant and should be avoided. B) appropriate, but only in the introduction. C) an essential part of the body section of the proposal. 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. 27) The close of a proposal should A) summarize how your proposed solution will benefit the reader. B) reemphasize why your firm is the right choice for the job. C) ask for a decision from the reader. D) do all of the above. Answer: D Explanation: D) The close of a proposal should summarize key points, emphasize the benefits and advantages of your proposed solution, and ask for a decision from the reader. 28) In a proposal to install an air conditioning system, statements such as "Our company has over 25 years of experience installing heating, plumbing, 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. By making this claim, the company is implying that it must provide good service since it has managed to last for 25 years. 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. 30) The introductory section of a formal proposal includes all of the following except A) a statement of your qualifications. B) the scope or boundaries of the proposal. C) background information or a problem statement. D) an overview of how the document is organized. Answer: A Explanation: A) The introduction to a proposal includes the following elements: background or statement of the problem, solution, scope, and organization. 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, delivering it in person will allow you to "introduce" the report and remind readers why they're receiving it. 32) Within the context of preparing formal reports and proposals, 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. C) factors beyond your control that have affected the report's outcome. D) the risks, rewards, costs, and benefits of a specific course of action. Answer: C Explanation: C) If factors beyond your control have affected the outcome of your report, discuss those limitations in the introduction to the report. 33) If you want to call attention to the visuals in a formal report, you should A) create a table of contents. B) include a list of illustrations. C) submit them in a separate document. D) cite their sources in the bibliography. Answer: B Explanation: B) Consider including a list of illustrations as a prefatory element, if you want to call attention to the visuals in your report. 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) provide a page for the reader to make notes on. Answer: B Explanation: B) The title fly is like the first title page of a book. It gives little information, but looks formally impressive on the page. 35) All of the following except ________ are important functions of a transmittal document in a formal report. 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, offers to provide additional assistance, and acknowledges help received while preparing the report. 36) An executive summary A) is shorter than a synopsis. B) presents a fully developed "mini" version of the report. C) provides additional information (not covered in the report) that executives will need. D) is unnecessary if the report is not intended for executives. Answer: B Explanation: B) The executive summary reproduces every major part of the report in a highly condensed form. For this reason, longer reports require longer executive summaries. A short report typically has a one-page executive summary, while the executive summary of a very long report can run several pages in length. 37) The synopsis of a formal report is A) a brief overview of the report's most important points. B) a fully developed "mini" version of the report. C) usually from one to five pages in length. D) a list of all the headings and subheadings in the report. Answer: A Explanation: A) A synopsis is a brief overview (one page or less) of a report's most important points. 38) Materials in an appendix are not incorporated into the text because A) they are controversial. B) they include bad news. C) they are lengthy, or lack direct relevance to the report. D) they will not be interesting to anyone who reads the report. Answer: C Explanation: C) Use an appendix to compile material that is lengthy or indirectly relevant to the report. That way, the material will not disrupt the flow of the report, and anyone who wants to read it can do so. 39) An index in a formal report A) lists names, places, and subjects mentioned in the report. B) lists only the names of authors cited in the report. C) lists the names of things and ideas, but not individual people or authors of works. D) involves all of the above. Answer: A Explanation: A) An index lists names, places, and subjects mentioned in the report, along with the pages on which they occur. 40) The prefatory parts of a solicited proposal may include A) a letter of authorization. B) a copy of the RFP. C) an index. D) visual elements. Answer: B Explanation: B) Based on the instructions in the RFP, a solicited proposal may include a copy of the entire RFP or simply a reference to the name and tracking number of the RFP. 41) In a formal, unsolicited proposal, a synopsis or executive summary may be A) essential for highlighting your competitive advantage. B) useful if the proposal is fairly short. C) placed in an appendix. D) unnecessary. Answer: D Explanation: D) For proposals (especially formal and unsolicited), the description of the document may appear in the letter of transmittal, making a synopsis or executive summary redundant. In that case, a synopsis or executive summary may be omitted. 42) If your company or client expects you to distribute a report online A) double-check that you've uploaded the correct file. B) make sure that you put the file in the right location. C) verify how the report displays and functions on screen. D) all of the above. Answer: D Explanation: D) Whenever you're posting a report online, double-check to make sure that you've uploaded the right file to the right location, and verify that all graphics, links, charts, and other elements are in place and operational. 43) The requirements section in a request for proposals should A) let bidders know how and when you'll be making a decision. B) spell out everything you expect from potential vendors. C) provide contact information for someone who can answer detailed questions. D) give potential bidders some background information on your organization. Answer: B Explanation: B) The requirements section in an RFP should spell out everything you expect from potential vendors; don't leave anything to unstated assumptions. 44) When you're preparing an RFP, identify decision criteria and choose information to measure against those criteria. Otherwise, you will A) place unreasonable demands on bidders. B) cause unnecessary complications in your review process. C) discourage some potentially attractive bidders from responding. D) all of the above. 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. 45) Managing RFPs can be labor-intensive and time-consuming. However, 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) pressuring bidders to respond as quickly as possible. C) maintaining a manual system for tracking responses to RFPs. D) waiting until all bids have been received before you finalize your information needs. Answer: A Explanation: A) Use a smart RFP management approach that involves identifying decision criteria and information to measure against them, giving bidders plenty of time to respond, and using an online system for tracking responses. 46) Using words such as I and we decreases the formality of your report. Answer: True Explanation: Formal documents do not use first-person personal pronouns. Therefore, using words such as I and we will make your documents sound more conversational. 47) Using the "you" attitude is inappropriate when writing proposals. Answer: False Explanation: The "you" attitude is vitally important for a proposal. 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. 48) Communicating with people inside your organization usually requires more formality than communicating with people outside the organization, such as suppliers or customers. Answer: False Explanation: Generally, you know people within your organization personally, so the use of formal modes and conventions of communication is unnecessary. 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. Answer: True Explanation: Transitional phrases help tie ideas together in your report. Failure to provide adequate transitional phrases often makes a report seem disjointed and poorly organized. 50) In a long report, including review sections at the end of every major section is redundant and distracting. 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. 51) Using descriptive headings, such as "Effects of Pay Scales on Employee Turnover," will help you maintain a hard-hitting, direct tone in a business report. Answer: False Explanation: For a hard-hitting, direct tone, use informative headings, such as "Below-Market Wages Increased Employee Turnover by 60 percent." 52) You don't have to worry about documenting your sources of information, when you're writing a report or proposal in the workplace. Answer: False Explanation: If you use primary and/or secondary sources for your report or proposal, be sure to give credit to your sources and document them properly. 53) In the workplace, readers will prejudge the quality of your products or services by the proposal you submit. Answer: True Explanation: Errors, omissions, and inconsistencies in your proposal will work against you, and may even cost you important career and business opportunities. 54) The components of a formal proposal are entirely different from those of other formal reports. Answer: False Explanation: Formal proposals and formal reports have largely the same components. Prefatory parts may differ slightly, but most formal proposals and reports have the same components. 55) The close of a formal proposal emphasizes the benefits that readers will realize from your solution. 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. In order to be convincing, the close needs to focus on how the reader will benefit from the solution that is being offered. 56) If your report is intended to prompt others to action, in the close you should specify exactly what should happen next. Answer: True Explanation: Action strategies and advantages of different courses of action can be discussed in the body of the report. In the closing, decisions about actions should be finalized and specific tasks and deadlines should be clearly listed for all to see. 57) In solicited proposals, you have more freedom in terms of scope and organization than you do in unsolicited proposals. Answer: False Explanation: In solicited proposals, stick to the RFP or guidelines provided by the client. Failing to address issues in the RFP can greatly decrease your chances of landing the job. 58) Most RFPs spell out exactly what you should cover in your report and in what order. Answer: True Explanation: A properly written RFP specifies precisely what the client is looking for. In some cases, when things are not spelled out in the RFP, you may find it useful to contact the client for clarification. 59) Your writing approach for a proposal should be similar to that used for persuasive messages. Answer: True Explanation: In most cases, a proposal is a persuasive document. The AIDA (attention, interest, desire, action) format for persuasive messages usually works well for proposals. 60) The close of a proposal is the right place to discuss any costs associated with your recommendations. Answer: False Explanation: Discussion of costs should appear in the section specified for costs in the RFP. If the RFP specifies no particular section for costs, consult your firm's policy for how to address cost issues. 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: Mention of staff members with MD degrees is a qualification. The body of a proposal is an appropriate place for listing qualifications. 62) In a formal proposal, it is unprofessional to point out your company's advantages over its competitors. Answer: False Explanation: The whole idea of a proposal is to establish that your company is the best choice for the job. Presumably, one reason that your company should be chosen is that it has advantages over competitors. So rather than think you are being unprofessional, the client is looking for you to identify advantages you have over competitors. 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. Answer: False Explanation: Any benefits to the client should be clearly identified, even if they seem obvious. Unless their memory is jogged, clients often forget benefits or fail to consider them if the benefits are not pointed out frequently. 64) If your proposal involves providing replacement machine parts that your company regularly stocks, the Work Plan doesn't need to describe how you'll accomplish what must be done. Answer: True Explanation: If your company is a regular supplier, you would need a work plan only if your procedure were to drastically differ from your normal mode of operation. 65) If your proposal is solicited, follow the instructions in the RFP. Answer: True Explanation: The RFP is your guide for how to proceed with a proposal. When you're composing a solicited proposal, address every issue identified in the RFP. 66) A synopsis is generally more comprehensive than an executive summary. Answer: False Explanation: By definition, an executive summary covers all major topics and points that the actual report covered. A synopsis, on the other hand, focuses on major ideas and omits less important ideas. 67) Reports do not need an introduction if they have a synopsis and a letter of transmittal. Answer: False Explanation: An introduction is required for all reports. The introduction may be as short as a single paragraph, but it is a key part of any report. 68) The most common supplementary parts to include in a formal report are the appendix, the bibliography, and the index. Answer: True Explanation: Supplements are much more common in long reports than in short reports. The most common supplements to appear in reports are the appendix, the bibliography, and the index. 69) Typical RFPs are nothing more than routine requests. Answer: False Explanation: When you're writing an RFP, remember that it is more than just a request; it's in informational report that provides potential bidders with the information they need to respond to your request effectively. 70) When you're composing the requirements section of a request for proposals (RFP), you can assume that bidders will understand the conventions and protocols of your industry. Answer: False Explanation: The requirements sections should spell out everything you expect from potential vendors. Don't leave anything to unstated assumptions. 71) The cover, title page, and table of contents are among the ________ parts of a formal report. Answer: prefatory Explanation: Of the cover, title page, and table of contents, only the title page is absolutely essential. The title page may serve as a cover, and many short reports do not require tables of contents. 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. 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. The letter of transmittal typically states, "Here is the report you requested." Then, it addresses any special concerns that the reader might have. 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. In a brief and condensed way, the informative synopsis tries to cover all major sections of the report. 74) A(n) ________ synopsis simply tells what the report is about. Answer: descriptive Explanation: A descriptive synopsis does not attempt to be comprehensive. Instead, it tries to give a meaningful preview of the main ideas that are presented in the report. In the process, a descriptive synopsis may leave out some features of the report while it gives special attention to selected highlights of the report. 75) A(n) ________ is a fully developed "mini" version of the report itself. Answer: executive summary Explanation: An executive summary should mirror the report in every major aspect, including the most important headings and visuals from the report. Reading the executive summary should give the reader a good idea of the report itself, without providing many of the details. 76) An appendix, a bibliography, and an index are the ________ parts of a formal report. Answer: supplementary Explanation: Neither of the features is required in any kind of report, formal or informal, but both can be useful, especially in lengthy, ambitious reports. The bibliography provides a guide to sources that the author found most helpful. An index helps the reader find references to people and subjects. 77) A request for proposals (RFP) is an ________ report that provides potential bidders with the information they need to compose effective proposals. Answer: informational Explanation: A request for proposals is more than a routine request. An RFP demands careful consideration because it starts a process that leads to a proposal, a contract, and the delivery of a product or service. 78) In an unsolicited proposal, the letter of transmittal follows the pattern for ________ messages. Answer: persuasive Explanation: An unsolicited proposal tries to convince the audience to do something, purchase something, or hire the services of the proposal's author. Since it is a persuasive document, an unsolicited proposal should follow models for persuasive messages. 79) Use a more ________ tone for longer reports, especially those dealing with controversial or complex information and those that will be sent to other parts of the organization or to outsiders. Answer: formal Explanation: The advantage of a formal tone is that its rigor and structure reduce ambiguity and misunderstanding. In any situation in which misunderstanding is likely (outsiders reading the report, controversial topics, or long, confusing, and complex topics) a formal tone works best. 80) The general purpose of any ________ is to persuade readers to do something, such as purchase goods or services, fund a project, or implement a program. Answer: proposal Explanation: A proposal by definition is a persuasive document. The purpose of a proposal is to convince the reader to do something. 81) The introduction of a proposal includes the ________ or boundaries of the proposal; that is, what you will and will not do. Answer: scope Explanation: The scope of a proposal sets the boundaries of the proposal. 82) The ________ of a proposal describes (among other things) how you'll accomplish what must be done, when the work will begin, and when it will be completed. Answer: work plan Explanation: The work plan is a detailed outline of what the work is and how you will get it done. 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: transitions Explanation: Transitions tie together ideas in a document. Without good transitions a document can seem fragmented, muddled, or disorganized. 84) ________ sections introduce important topics by helping readers get ready for new information. 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. Preview sections help readers determine the content of a section so that they can decide whether or not they need to read it. 85) Use ________ sections after a body of material in a report to summarize the information for your readers. 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. 86) List three ways to increase the formality of business reports. Answer: To make a report more formal, use the impersonal journalism style, eliminating all references to "you" and "I" (including "we," "us," and "our"). Be careful to avoid jokes, similes, and metaphors, and try to minimize the use of colorful adjectives or adverbs. 87) List at least three factors that can help you decide what parts to include in a business report. Answer: (1) The type of report you are writing, (2) the length of your report, (3) what your audience expects and requires, and (4) your organization's preferences. 88) In a formal proposal, 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. If the proposal is solicited, the transmittal letter follows the pattern for positive messages, highlighting those aspects of your proposal that may give you a competitive advantage. If the proposal is unsolicited, the transmittal letter follows the pattern for persuasive messages, since it must persuade the reader that you have something worthwhile to offer. 89) Briefly explain the difference between an informative synopsis and a descriptive synopsis. Answer: Whereas an informative synopsis presents the main points of the report in the order they appear in the text, a descriptive synopsis simply tells what the report is about, using only moderately greater detail than the table of contents. 90) What is a letter of transmittal? Answer: A letter of transmittal is a "cover letter" that introduces the report and can include scope, methods, limitations, and highlights of the report. It can also offer to provide follow-up information or assistance, and it acknowledges the contributions of those who helped prepare the report. 91) List three functions of the close in a business report. Answer: The close of a report (1) emphasizes the main points of the message, (2) summarizes the benefits to the reader if the message proposes a change or course of action, and (3) brings all the action items together in one place and gives the details about who should do what, when, where, and how. 92) In researching a proposal to expand your division, you find evidence that does not support your line of reasoning. Should you include it in your report? Why or why not? Answer: Yes, you should include it. Omitting relevant information or facts can bias your report. Moreover, you'll build credibility with your audience by researching and presenting all sides of an issue. 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, inviting, and readable. It is important to do so because readers will prejudge the quality of your products or services by the proposal you submit. 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. The title page includes the report's title, the name(s) and title(s) of the writer(s), and the date of submission. 95) List and briefly explain five characteristics of effective report content. Answer: The content of effective business reports is (1) accurate—it is factually correct and error-free; (2) complete—providing colleagues or supervisors with all the information they need to understand the situation, problem, or proposal and make a decision; (3) balanced—presenting all sides of the issue fairly and equitably and including all the essential information, even if some of the information doesn't support the author's line of reasoning; (4) clear and logical—written in uncluttered sentences and logically organized with clear transitions; and (5) documented properly—giving credit to all outside sources of information on which the report draws. 96) Describe six strategies (in addition to using the AIDA format) for strengthening your argument in business proposals. 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. (2) Provide concrete, quantifiable information and examples instead of vague, unsupported generalizations. Spell out your plan and give details on how the job will be done. (3) Research the competition using trade publications and the Internet to become familiar with the products, services, and prices of other companies offering similar products or services. (4) Prove that your proposal is workable and compatible with your audience's capabilities and resources. (5) Adopt the "you" attitude, relating your product, service, or personnel to the reader's exact needs, either as stated in the RFP for a solicited proposal or as discovered through your own investigation for an unsolicited proposal. (6) Package your proposal attractively, insuring that it is letter perfect, inviting, and readable. Readers will prejudge the quality of your products or services by the proposal you submit. 97) What four topics are commonly covered in the introduction to a business proposal? Briefly explain each one. Answer: The introduction to a business proposal normally provides some background or simply a statement of the problem or opportunity. Here you review the reader's situation and establish a need for action and emphasize how your goals align with those of the audience. It also offers a brief description of the solution—outlining the change you propose along with your key selling points and their benefits. The introduction also describes the scope or "delimitations" of the proposal, clearly defining its boundaries and explaining what you will and will not do. Finally, the introduction explains how the proposal is organized, orienting the reader to the remainder of the proposal and calling attention to the major divisions of information. 98) In a formal proposal, where does the Work Plan section normally appear, and what information does it contain? Answer: The Work Plan section normally appears in the body of a formal proposal. It describes how you'll accomplish what must be done, explains the steps you'll take, their timing, the methods or resources you'll use, and the person(s) responsible. It also specifies when the work will begin, how it will be divided into stages, when you will finish, and whether any follow-up is involved. 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, the proposed approach (what you have to offer), the work plan, a statement of qualifications, and a breakdown of costs. 100) What is a request for proposals (RFP)? Answer: A request for proposals (RFP) usually governs the scope and organization of a solicited proposal. An RFP will specify what the proposal must include and in what order. This uniformity lets the recipient evaluate competing proposals in a systematic way. The content of an RFP will vary from industry to industry and project to project. However, most RFPs will include background on the company, a description of the project, solution requirements, criteria for making selection decisions, expectations for submitted proposals, and relevant submission and contact information. Test Bank for Business Communication Today Courtland L. Bovee, John V. Thill 9780132971294, 9780134562186, 9780135900239, 9780132539555
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