RW402 Glossary

Substructure

The arrangement of material within each of the components of a report, although often applied specifically to the main body (qv). See Logical substructure; Sectional substructure; and Creative substructure.

Structure

The arrangement of the components which collectively make up a report.

Typography

The art and style of printing.

Summary

See Abstract. Synopsis. See Abstract.

Spacing

See Double spacing.

KISS

Stands for Keep It Short and Simple. A very useful principle in all aspects and in all stages of report writing.

Layout

The arrangement of illustrations (qv) and text (qv).

Clip art

illustrations (qv) available commercially in digital form.

Orientation

Whether the print of a report is aligned horizontally on the long edge (landscape, qv) or vertically on the short edge (portrait, qv) of the paper.

Numbering system

A method of identifying the various components of a report for reference and indexing (qv) purposes. Keep it simple.

Indexing

A method of improving the presentation of a report and a way of helping readers find their way around it. The various sections or subsections are separated and distinguished, perhaps by means of overlapping pages or protruding self-adhesive labels.

Traditional notes

A method of note taking where relevant material is condensed using headings (qv) and subheadings (qv), with the most important points and arguments being highlighted (qv). This method is also the basis of report writing, as distinct from report planning - cf Patterned notes.

Graph

A method of presenting figures visually. Particularly useful for illustrating detailed relationships between items or to show a trend over time.

Bar chart

A method of presenting figures visually. Very useful for illustrating relationships between items.

Pie chart

A method of presenting figures visually. Very useful for illustrating relative proportions - or how the total pie is divided up.

SQ3R

A method of reading. Stands for Survey, Question, Read, Recall, Review. The way you read should vary according to the complexity of the material and the reasons for reading it.

Justification

A method of refining the appearance of text (qv) where both the left and the right-hand edges are straight.

Centring text

A method of refining the appearance of text (qv) where each line is placed centrally between the right and left margins. This can be used for whole blocks of text but is more frequently applied to headings (qv).

Ultra-modern format

A modern format (qv) of report with the additional feature of two or more columns - cf Enhanced modern format and Traditional format.

Footnote

A note or reference (qv) placed at the foot of the relevant page; at the end of the relevant section; or towards the end of a report.

Portrait

A page orientation (qv) where printing is aligned vertically on the short edge of the paper - cf Landscape.

Organisational chart

A diagram which depicts the hierarchy of, and the lines of command within, an organisation.

Flowchart

A diagrammatic representation of the sequence of operations in a natural, industrial or organisational system.

Report

A document produced to convey information to a specific audience at a certain moment in time.

Preface

An introductory section to a report. Often used to convey some personal background details behind the production of a report

Source (of information)

Any person, book, organisation etc supplying information or evidence (specially of an original or primary character) used in a report.

Algorithm

A flowchart (qv) which will answer a question, or solve a problem, or undertake a procedure within a finite number of steps.

Digital

A format (qv) used by a computer system that scans the image into computer bits.

Column

A format (qv) using one, two, or three vertical groupings on a page.

Bibliography

A full list of books and other material used in the preparation of a report. Unlike a reference section, it may also include publications not referred to in the report, but considered potentially valuable or of interest to readers - cf References.

Distribution list (or Circulation list)

A list of people who will see a report; its readership (qv). It usually appears on the title page (qv).

Contents page

A list of the various sections of a report in the order in which they appear, with the appropriate page and/or paragraph numbers alongside them. If there are more than just one or two illustrations (qv) they should be listed separately below the main contents, giving their captions (qv), figure numbers and page and/or paragraph numbers.

Heading

A means of identifying and labelling a block of type. It should be specific; comparatively short; expected, or at least easily interpreted; and should cover all the ground collectively. It should be more prominent than a subheading (qv), but less prominent than the title (qv). Headings of similar rank should introduce topics of roughly equal importance.

Subheading

A means of more specifically and precisely identifying and labelling a block of type which comes under an overall heading (qv). Do not use too many subheadings; if necessary re-structure the report to have more headings. Make the subheadings less prominent.

Plastic gripper

A method of binding (qv) a report by placing a plastic slide grip along the left hand edge of the assembled covers and sheets.

Footers

Identifying information placed at the bottom of each page of a report - cf Headers.

Headers

Identifying information placed at the top of each page of a report - cf Footers.

Ring binding

A method of binding (qv) a report where a special machine perforates the binding edge and then threads the binding through the holes in the covers and the report. Looks very professional.

Gluing

A method of binding (qv) a report where the sheets are glued and fixed into the spine of a fabric, card or plastic cover.

Cross-reference

A method of directing readers to another part of a report for related information.

Bulleting

A method of highlighting (qv) important text (qv) by indenting (qv) it and placing a bold dot or bullet in front of the first word.

Network

A collection of telecommunications equipment and transmission lines, used to interconnect devices, such as computers, at different locations so they can exchange information.

Terms of Reference (T of R)

A concise statement of precisely what a report is about. It is essential that these are known/agreed before any work is undertaken and they should be referred to in the introduction (qv).

Abstract (or Summary, or Synopsis)

A condensed version of a report which outlines the salient points and emphasises the main conclusions (qv) and, where appropriate, the main recommendations (qv). It has two functions: either to provide a précis of what the recipient is about to read, or has just read; or to provide a summary of a report if the recipient is not going to read all of it.

Illustration

A pictorial representation of information as distinct from text (qv). Every illustration should have a caption (qv) and figure number and must be referred to in the text. If there are more than just one or two illustrations, they should be listed separately on the contents page (qv).

Traditional format

A report produced on a typewriter - cf Enhanced modern format, Modern format and Ultra-modern format.

Modern format

A report which takes advantage of the ability to add lines and boxes, change font size (qv) and use italics. Otherwise it is basically like a traditional format (qv) - cf Enhanced modern format and Ultra-modern format.

Subtitle

A secondary title expanding the main title (qv).

Conclusions

A section of a report where the author links the terms of reference (qv) with the findings, as presented in the main body (qv), and reaches clear, simply stated and objective conclusions (qv) that are fully supported by evidence and arguments and which come within and satisfy the terms of reference (qv).

Recommendations

A section of a report where the author states what specific actions should be taken, and by whom and why, given the terms of reference (qv), the findings as presented in the main body (qv), and the conclusions (qv) reached. Recommendations therefore must look to the future and should always be realistic. Do not make them unless they are required by the terms of reference.

Appendix (pl Appendixes or Appendices)

A section of a report which gives details of matters discussed more broadly in the main body (qv). It provides additional information for readers who require it without breaking the thread of argument in the main body for readers who do not.

References

A section of a report which provides full details of publications mentioned in the text (qv), or from which extracts have been quoted - cf Bibliography.

Introduction

A section of a report which sets the scene. It states the author's intentions - the terms of reference (qv) - and gives the aims (qv) and scope (qv) of the report. An introduction must include everything the readers will need to know before they read the rest of the report.

Font

A set of characters (the alphabet, numbers and symbols) in one weight and style of typeface (qv).

Title page

A sheet at the beginning of a report which bears the main title (and subtitle [qv], where appropriate); the reference number (qv), the name of the author; and other important information. Every report should have a title page.

Tally sheet

A sheet used to mark or set down, and later to total, the number of observations of specified items; or to mark or set down, and later to total, the various answers given by all respondents (qv) to a questionnaire (qv).

Treasury tag

A simple method of binding (qv) a report. Holes are made in the pages and covers using a punch and then tags are inserted. Useful where amendments and/or inserts such as maps and plans are expected.

Typeface

A specific type design, such as Times New Roman or Rockwell

Aims

A statement of why a report was written; who requested it, when it was requested; and its terms of reference (qv). It usually appears in the introduction (qv).

Creative substructure

A substructure (qv) where information is presented in an apparently haphazard way. A hybrid of the logical substructure (qv) and the sectional substructure (qv).

Sectional substructure

A substructure (qv) where information is presented in meaningful sections, e.g. the work of each department in turn or each engineering or clerical function in turn.

Agenda

A type of report listing items to be discussed during a meeting. Therefore it must be drawn up in advance.

Reference number

A unique number allocated to a report. It should appear on the title page (qv).

Systematic diagram

A visual method of illustrating how items within a system are connected to one another, eg the map of the London Underground shows how stations are connected.

Index

An alphabetical list of items discussed in a report together with their page and/or paragraph numbers. An index should contain more entries than a contents page (qv). Necessary only in a large report.

Glossary (of Terms) (or Gloss)

An alphabetical list of unfamiliar difficult, specialised or technical words and phrases, acronyms and abbreviations used in a report.

Acknowledgements

An author's statement of thanks to people and organisations who helped during the preparation of a report.

Draft

An early version of a report drawn up for initial consideration.

Covering letter

An explanatory letter accompanying a report and including a contact point (qv).

Skeletal framework

An initial overall plan of the structure (qv) of a report. A well-planned skeletal framework is the key to effective report writing. It may be revised at any stage(s) during the preparation of the report.

Pilot test

An initial test of a questionnaire (qv) or other statistical device among a small number of respondents (qv) (or an initial test of a new system) to highlight any obvious errors, omissions, ambiguities or other shortcomings before it goes live (qv).

Foreword

An introductory section of a report, similar to a preface (qv) and an introduction (qv), but usually written by someone other than the author of the report.

Proofreading

Checking and making corrections on a document prepared by a typist or printer. It is very important to identify and correct spelling mistakes and errors and inconsistencies in layout before a report is reproduced and issued.

Caption (or Legend, or Underline)

Descriptive words or lines accompanying an illustration (qv).

Double spacing

Double the usual space between each line of text (qv). It helps a typist or printer read a manuscript (hand written) report; it makes it easier to correct and amend drafts (qv); and it can help readers of a report. Other line spacings include 0, ½, 1½, 2½ and 3. Obviously the choice will affect the number of lines on a page.

Highlighting

Drawing attention to important parts of the text (qv) by methods other than headings (qv) e.g. using upper case or changing spacing (qv).

Bias

Errors that occur in statistical sampling (qv) if the sample is not random (qv) or if the questioning is not objective and consistent. See Leading question.

Graphics

Image enhancements, such as lines, boxes and background used to create interesting and appealing visual design.

Copyright

Legal protection against the use of literary or artistic property without permission. The protection afforded by English law lasts for the duration of the author's life and seventy years thereafter. Copyright is different from a patent in that it cannot exist in an idea, but only in its expression.

Working papers

Notes recording the detailed information, evidence, findings and sources (qv) that will form the basis of the main body (qv), and of any appendixes (qv). Therefore they must be complete and accurate.

Confidentiality

The degree to which the availability of a report is restricted. Reports are often classified as confidential when they contain politically or industrially sensitive information or comment, or when they discuss personnel. Confidential reports should be stamped as such on the title page (qv) and should be kept under physically secure conditions.

White space

The empty space on a page.

Format

The general appearance of a report including type style, paper, binding (qv), covers, layout (qv), shape and size

Artwork

The images in a report, such as clip art (qv), original art or photographs.

Internet

The most famous computer network (qv) which connects thousands of smaller networks and millions of users all around the world.

Contact point

The name, address and telephone number of a person the reader can contact if further enquiry or comment is required. It should be given in a report's covering letter (qv).

Title

The overall heading (qv) of a report; a restatement of the terms of reference (qv), but usually using different words. It should be clear, concise, relevant and unique and should be more prominent than any other heading which appears in the report.

Prelims (or Preliminaries, or Front matter)

The pages of a report before the main body (qv) - cf End matter.

Readership

The people who will read a report, as listed on the distribution list (qv). The report is written for them so they must be given the information they need and in a form that they can understand without undue effort.

Binding

The process of assembling the pages of a report in order and then enclosing them within covers.

Main body

The section of a report which contains the main discussion on the subject-matter as defined by the terms of reference (qv).

Desktop Publishing (DTP)

The use of a personal computer system as an inexpensive production system for generating typeset-quality text (qv) and graphics (qv). Desktop publishers often merge text and graphics on the same page and print pages on a high resolution laser printer or typesetting machine - cf Word processing.

Word processing

The use of a personal computer system to enter text from a keyboard, import it from a file, or open a 'standard' document and then edit, format, save or print it. As well as offering tools for basic graphic (qv) embellishments, most word processors allow graphics and tabular information to be imported from other programs - cf Desktop publishing (DTP).

Components

The various sections which collectively make up a report.

Text

The words of a report as distinct from its illustrations (qv).

Go live

To actually undertake a statistical survey (or to operate a system), as distinct from pilot testing (qv) it.