Professional Communications Quiz 3

Front matter - title page Name of the organization or individual to whom the report is being submitted

-only need if work is being done for an organization other than your own

Transmittal Letter (Chapter 11) What are the parts of a transmittal letter?

-opens with brief paragraph (one or two sentences) explaining what is being sent and why -next paragraph concisely summarizes the report's contents or stresses a finding or conclusion important to the audience. May also mention any special conditions under which the material was prepared (limitations of time or money) -closing paragraph may acknowledge any help received in preparing the report or express the hope that the information fulfills its purpose

body - text define headings

(heads) are the titles or subtitles of sections within the body of the report

Front matter- title page Names of the writers, principal investigators, or compilers, as appropriate

-contributors list their names -sometimes they identify them by their job titles in the organization (Jane Lihn, Cost Analysis) -also identify themselves by their tasks in contributing to the report (Antoine Baume, Compiler)

Front matter - title page Date or dates of the report

-list the date when the report is to be distributed (for one-time reports) -periodic reports (monthly or quarterly) = list period that the present report covers in a subtitle as well as the date when the report is to be distributed

Front Matter - abstract abstracts are usually classified as either ....or ...

descriptive or informative

Front Matter includes the following

1. Title Page 2. Abstract 3. Table of Contents 4. List of Figures 5. List of Tables 6. Foreword 7. Preface 8. List of Abbreviations and Symbols

body - text uses a combination of numbers and decimal points to subordinate levels of headings in a report. usually for scientific or technical reports

decimal numbering system

back matter - index (9)

1. alphabetical list of all the major topics and subtopics found in the report 2. cites pages where each topic can be found and allows readers to locate information on particular topics quickly and easily 3. useful for reports that will serve as reference documents in a subject area for several years 4. comes at very end of report 5. compile index after final manuscript is completed 6. key is selectivity: don't list every possible reference to a topic, select references to passages where the topic is discussed fully or where significant point is made about it 7. use words or phrases that best represent a topic 8. can be solely of a main entry and its page number or include a main entry, subentries, and even sub-subentries 9. written as a noun or noun phrase (not adjectives alone)

back matter - glossary (6)

1. alphabetical list of def of specialized terms used in a formal report with each entry on a new line 2. include if report goes to readers unfamiliar with the topic-specific terms 3. no glossary, keep entry definitions concise and be sure they are written in plain language 4. term the def 5. begins on new page after bib and appendix 6. no matter what, define specialized terms when they are first mentioned

back matter - bibliography (6)

1. alphabetical listing by author's last name of all the sources you consulted to prepare the report - not just the ones you cite specifically in the report - and suggests additional resources readers might want to consult 2. may be longer than work-cited 3. not necessary if works cite page contains a complete list of sources 4. starts on new page and is labeled by name 5. can be listed in alphabetical order by title 6. annotated bibliography - complete bibliographic information about a work followed by a brief description or evaluation of what the work contains

Front matter - abstract 1. begin with a .... 2. how do you decide what material is relevant 3. write ... and ...., eliminating unnecessary words and ideas but do not omit ... and .... 4. write ... sentences and try to combine ideas by using .... and ... 5. spell out most ..... and all but the most common .... 6. keep the ... and ... with the report

1. begin with a topic sentence that announces the subject and scope of the report 2. using the major and minor heads of your table of contents to distinguish primary and secondary ideas 3. write clearly and concisely, eliminating unnecessary words and ideas, but do not omit articles and important transitional words and phrases 4. write complete sentences, but avoid stringing a group fo short sentences end to end; combine ideas by using subordination and parallel structure 5. spell out acronyms and all but the most common abbreviations 6. keep the tone and emphasis consistent with the original report

Back matter includes the following

1. bibliography 2. appendixes 3. glossary 4. index

body - text how do headings make the report more accessible to the audience

1. calling attention to the main topics 2. signaling changes of topic 3. dividing the body into manageable segments

back matter - appendixes (6)

1. clarifies or supplements info in the body with content that is too detailed or lengthy for the primary audience but that is relative to secondary audiences 2. each appendix contains one type of material 3. long charts, graphs, tables, copies of questionaries, verbatim transcripts of interviews, pertinent correspondence, and explanations too long for footnotes 4. first appendix on new page after bib. each 5. title Appendix A: title 6. only one appendix number pages with 1,2,3... more than one appendix, double-numbered according to the letter of each appendix (B-1)

front matter includes the following (3)

1. explains the topic, organization, and purpose of the report 2. indicates whether the report contains the kind of information that the audience is looking for 3. lists where in the report the audience can find specific chapters, headings, illustrations, and tables

Front Matter - Title page what is included in the title page (5)

1. full title of report 2. name of the writers, principal investigators, or compilers who prepared it 3. date the report was issued 4. name of the organization for which the writers works 5. name of the organization or person to whom the report is submitted

body - text graphic and tabular: how to organize (6)

1. identify each figure with a title and a number, in Arabic numerals, above or below the figure 2. for long reports, number figures by chapter or by section 3. in the text refer to figures by number rather than location 4. always place figure after it is first mentioned 5. identify each table with a title and a number, centering both of these lines above the table 6. tables: short reports are in sequential order and for long reports number tables by chapter or by section

Body - Introduction What is included and describe each part

1. introducing the subject -state the subject -include summary of background information on the definition, history, and theory of the report's subject 2. stating the purpose -function as a topic sentence does in a paragraph -make audience aware of goal -tell them whether material provides a new perspective or clarifies an existing perspective 3. stating the scope -how much detail to expect -broad survey or does it concentrate on one part? -what period does it cover? -confined to specific work site or area? 4. previewing how the topic will be developed -state how you plan to develop/organize your topic -ex. chronological order? -allows audience to anticipate how the subject will be presented and gives them a basis for evaluating how you arrived at your conclusions/recommendations

body - work cited (or references) (7)

1. must cite sources in a text and provide a list of references if you refer to material or quote directly from published work or other research sources 2. allows readers to consult your sources to find further information 3. avoid plagiarism 4. supporting claims 5. use APA or MLA 6. short reports at end, long reports after major sections 7. title reference (or work cited) and begin it on a new page

each member of the team is selected to contribute material based on his or her speciality or background and collaborates on every facet of the writing process

1. planning the report 2. researching the subject and writing a chapter or section of the report 3. reviewing the drafts of other team members 4. revising their drafts on the basis of comments from the team members 5. publishing the final report

Body - conclusions (4)

1. pulls together the report's results or findings and interprets them in the light of its purpose and methods 2. focal point of the work, the reason for the report 3. grow out of the findings discussed in the body 4. be consistent with the purpose stated in the introduction and with the report's methodology

body - recommendations (5)

1. suggest course of action that should be taken based on the results of the study 2. sometimes combined with conclusion 3. "I think we should purchase this, or do that, or hire them" 4. emphasis on verb should 5. advise audience on best course of action based on findings. decision maker makes the final decision about whether to accept the recommendations

conclusion

1. summarize report's findings and relevance 2. relate importance of topic to purpose 3. offer recommendations about topics or ideas for further research

Front Matter - abstract they are usually ... to ... words long they must make sense ..... of the work they summarize because they often appear ....

200 - 250 independently without the report in databases or in online citations

report's glossary has ....

definitions for special terms

Front matter - table of contents a table of contents lists ...

all the headings of the report in their order of appearance, along with their page numbers

Formal Report Parts

Front Matter 1. Title page (i) -Nothing on back page -Backpage considered (ii) 3. Abstract (iii) 4. Table of contents (v) 6. Not as common -List of figures, tables -Foreword -Preface -List of symbols/abbreviations Body 1. Executive summary 2. Introduction 3. Text Body (including headings, tables, and illustrations) -Headings -Subheadings 4. Conclusions and recommendations -Conclusions = purpose, insight -Recommendations = consider ("should") 5. Works cited or references -Just sources used directly in the report Back Matter (supplementary material) 1. Bibliography -Every source used even if you did not directly reference it in the paper itself -Even if the source was only used in your draft -Either have bibliography or work cited 2. Appendix (only common for long reports) 3. Glossary (only common for long reports) 4. Index (only common for long reports)

formal versus informal reports scope = length = collaboration = parts =

Informal Scope = limited, one main topic Ex. incident report Length = few paragraphs, few pages (< 10) Collaboration = No Parts = essentials Intro, body, conclusion, recommendations Formal Scope = broader, part of larger discussion Ex. for teachers: annual report at end of every academic year that analyzes and observes the students success Length = 10 or more pages, few dozens - 100s Collaboration = Sometimes Parts = Essentials + sign posts Sign posts: signals that point to the material; helpful for organization; supplemental elements Ex. table of contents Ex. title page

front matter - abstract define informative abstract

an informative abstract is an expanded version of the descriptive abstract. In addition to information about the purpose, scope, and research methods of the original report, the informative abstract summarizes the results, conclusions, and if any, recommendations retains the tone and essential scope fo the report while omitting its details

starting from introduction, each page is labeled with .... starting with

arabic numerals 1

Transmittal Letter (Chapter 11) what is a transmittal letter

a brief transmittal (or cover) message that identifies the report topic and explains why the report was prepared

Front Matter - abstract define descriptive abstrast

a descriptive abstract includes information about the purpose, scope, and methods used to arrive at the findings contained in the report slightly expands table of contents in paragraph form a descriptive abstract need not to be longer than several sentences

in the workplace, formal reports are often written by .....

a team of specialists assembled for that purpose

what is usually mandatory in a front matter

a title page and table of contents

Front matter - abstract when do you write the abstract and why

after finishing your report otherwise it may not accurately reflect the final version

Front matter - preface specifies the ... for whom the report is intended may highlight the relationship of the report to a given .... may contain ... of help received in the preparation of the report may cite .. obtained for the use of copyrighted work if a preface is not included place this information (if essential) in the ..... the preface follows the .... on a ..... page it is number with ... and titled ...

audience project or program acknowledgements permission introduction table of contents (and the list of figures and tables and the foreword, if present) separate Roman numerals, preface

formal reports are organized to address the needs of more than one..... these .... will occupy a variety of positions, have different levels of knowledge about your topic, and be responsible for reading/responding to different parts of the report

audiences

Front matter - title page the back of the title page

blank and unnumbered page ii

throughout the formal report page numbers are often ...

centered either near the bottom or near the top of each page

Body - Executive Summary the executive summary provides a more ..... of the report than the abstract the summary states the .. of investigation and gives major ....; provides ...., states the ...., includes ...., and if any are made, gives ..... also describes ... or .... used to conduct the experiment

complete overview purpose, findings, background, scope, conclusions, recommendations procedures or methodology

Front Matter - abstract define an abstract

condensed version of a report or journal article that summarizes and highlights its major points

back matter description

contains supplementary material - such as where to find additional information about the topic (bibliography) - and expands on certain subjects (appendixes) define terms used (glossary) and provide information on how to easily locate information in the report (index)

Front Matter - abstract abstracts enable readers to

decide quickly whether the topic is relevant to them

front matter - abstract don't include (4)

detailed discussion/explanation of methods administrative details about how the research was undertaken, who funded it, who worked on it, and the like, unless such details have a bearing on the document's purpose illustrations, tables, charts, maps, and bibliographic references any information that does not appear in the original document

concisely summarizes the report in full

executive summary

body includes

executive summary introduction text (including headings, tables, and illustrations) conclusions and recommendations works cited or references

few in the audience will read the entire report, so the ... and ... must make sense independently of the rest of the report

executive summary and abstract

true/false there is only one best way to organized a formal report

false

different names for formal reports

feasibility study, annual report, investigative report, research report, analytical report, and the like

written accounts of major projects that require substantial research and often involve more than one writer

formal reports

who usually requests formal reports?

formal reports are usually requested by a client or senior executive in an organization

Body - text what does it include

headings explanatory notes Graphic and tabular matter

Body - text the information in the text is often clarified and further developed by the use of ... and ... and may be supported by ... to other studies

illustrations and tables references

front matter definition

includes all elements that precede the body of the formal report

Front matter - abstract when to use a descriptive abstract versus an informative abstract

informative abstracts satisfy the needs of the widest possible audience because of their scope descriptive abstracts are appropriate for information surveys, progress reports that combine information from more than one project, and any report that compiles a variety of information. For these types of reports, conclusions and recommendations either do not exist in the original or are too numerous to include in an abstract.

Body - Introduction define parts

introduction provides your audience with any general information (such as why the report has been written) needed to understand the details of the rest of the report state the subject, purpose, scope, and the way you plan to develop the topic

front matter - table of contents what does a table of contents not include

it includes a listing of all front matter and back matter except the title page and table of contents itself

front matter -table of contents for reports digitally, ... align and ... the text and use ... numerals to label major topics

left single space arabic or roman numerals

the front matter pages are numbered with

lowercase roman numerals

Do formal reports require every one of the front matter element? what does it depend on? example

no it depends on the scope of the report and its intended audience scientific and technical reports often include a separate listing of abbreviations and symbols; in most business reports, such lists are unnecessary

Front matter - title page is the title page numbered?

no although it is unnumbered it is considered page i

when printing on both sides right hand pages are always .... left hand pages are always ....

odd-numbered even-numbered

transmittal letters and memos are brief and usually ...

one page

number the first page of the body page ...

one, using Arabic rather than Roman numerals

front matter -foreword define a foreword

optional introductory statement written by someone other than the author. provides background information about the publication's significance and places it in the context of other works in the field.

front matter - preface define

optional introductory statement written by the author to announce the purpose, background, or scope of the report

Body - Introduction you may also describe how the report will be ..., but as the descriptive abstract exclude specific...

organized findings, conclusions, and recommendations

since different readers will read different sections of the formal report what is appropriate to do with the content?

overlapping content is appropriate in the introduction, executive summary, and abstract, as well as conclusions and recommendations

what page is the abstract on

page iii so that it appears on a right-hand (odd numbered) page

your abstract is a description of your .... not your .... do not ... the first line in the first paragraph don't use .. and ... in abstract states ...., ..., and ...... starting with the abstract, every page should have the .... in the header

project, topic indent you and contractions (can use I) purpose, specific areas of focus/methodology, findings/conclusions report title

the ...., ...., and ... of the project will determine which components will be included and how those components are organized in a formal report

purpose, scope, and complexity

front matter - table of contents table of contents begins on a new... in printed reports

right hand page

new sections and chapters of reports typically begin on a new

right hand page

front matter - table of contents along with the abstract, table of contents gives your audience an overview of the .... and how it is .... aids a reader who may want to look only at certain ... of the report. for this reason the wording of chapter and section titles should always be .... to those in the text

scope of information covered organized sections identical

Body define

section of the report that describes in detail the methods and procedures used to generate the report, demonstrates how results were obtained, describes the results, draws conclusions, and if appropriate, makes recommendations

most formal reports require ....., whether within the printed document or as links in the online version, that point to the material in the report

signposts

body - text explanatory notes

some reports contain notes that clarify content for some readers that would be a distraction for others placed at the foot of the page on which the idea appears they may also appear in a separate notes page at the end of the section, chapter, or report

beneath visual aid include

source listing Source: link

Front Matter - abstract include the following (6)

subject scope purpose methods used results obtained (informative abstract only) recommendations made if any (informative abstract only)

Body - Executive Summary section ... rather than repeats information be about ... of the length of the report should be written ... the report is finished should be able to read this ....

summarizes 10% after independently

gives readers an overview of the content and how it is organized

table of contents

Who coordinates the team's work and how?

team leader -sets up schedules for the work -leading the effort to plan the report -assigning responsibilities -coordinating all content reviews -editing final draft to ensure consistent voice -overseeing production and distribution of final report -ensuring that final draft is current and accurate

who needs to read the whole formal report and who does not necessarily have to?

technical experts will be responsible for implementing the report's recommendations, so they need to understand in detail how the conclusions and recommendations were reached general readers whose needs are less immediate may read only the abstract to decide whether to read the whole report

body - text how is the text usually divided

text is usually divided into several major sections these sections are then subdivided to reflect logical divisions within your main sections

what is the longest section of the report?

the text (or body)

Body - Text define text

the text presents the details of how the topic was investigated, how the problem was solved, how the best choice from among alternatives was selected, or whatever else the report covers

Front Matter - Title Page full title of report

title should reflect topic as the scope and objective of the report provide basis on which audiences can decide whether to read a report aim for accuracy and conciseness: titles too long or vague can be confusing Guidelines -focus on subject matter. avoid titles like "Notes on" or "Studies on" but do use "Annual Report" -title unique to report so it is easily distinguishable (ex. Annual Report: 2017 and not just Annual Report) -avoid abbreviations (only when audience is familiar with topic) -don't include the period covered by a report in the title (include in subtitle)

which parts are on separate pages

title, abstract, and table of contents

body - text heading guidelines: 1. use headings to signal a new .. or .. within a larger topic 2. ensure that headings at the same level are of relatively equal .... and word them in ... grammatical structure 3. subdivide sections only as ... 4. subdivide a section with .. or more headings 5. avoid too ... or too... 6. use different ... types and formatting conventions to distinguish levels fo headings 7. do not leave a heading as the .... 8. ..... headings in digital reports

topic or subtopic importance, parallel needed two many or too few headings style final line of a page hyperlink

front matter - foreword who is usually the author what appears on a separate line below the foreword

usually an authority in the field or an executive of the company author's name and affiliation and the date the foreword was written

front matter - table of contents what is the page number of the table of contents

v (iv is blank on the next side)

front matter - list of figures describe

when a report contains more than 5 figures, list them by title, along with their page numbers, in a separate section beginning on a new page and immediately following the table of contents. number figures consecutively throughout the report with Arabic numbers

front matter - list of tables describe

when a report contains more than five tables, list them, along with their titles and page numbers, in a separate section that follows the list of figures (if there is one). number tables consecutively throughout the report with Arabic numbers

Front matter - list of abbreviations and symbols when do you have this

when the abbreviations and symbols used in a report are numerous and when there is a chance that the audience will not be able to interpret them, include a list of all abbreviations and symbols and what they strand for particularly appropriate for technical reports whose audience is not restricted to technical specialists

Body - Executive Summary is the executive summary optional? when do you use it

yes for reports with multiple readers with different levels of knowledge of the topic of a report