Writing Lesson 5

Identify ways to cite information in a technical report.

Depending on the citation method preferred by your field, internal citations are usually page numbers or authors' last names and dates in parentheses at the end of material that is quoted, paraphrased, or summarized. Internal citations tell the reader that the material is borrowed and from where. The endnotes provide full publication information so readers can locate your sources if they choose to.

What is the difference between internal citations and endnotes? What purposes do each kind of citation serve?

Depending on the citation method preferred by your field, internal citations are usually page numbers or authors' last names and dates in parentheses at the end of material that is quoted, paraphrased, or summarized. Internal citations tell the reader that the material is borrowed and from where. The endnotes provide full publication information so readers can locate your sources if they choose to.

citations and endnotes

properly formatted lists of sources used to create a report

executive summary

A 250- to 500-word brief version of the report that focuses on the interests and concerns of executives or management.

What is a letter or memo of transmittal? How does the electronic version of a letter of transmittal differ from a paper version?

A letter or memo of transmittal introduces your document to individual readers. A letter/memo of transmittal can be a form letter or it can be unique to each reader; which you choose depends on how many readers you have and how distinct their needs are. The letter/memo of transmittal announces the topic and purpose of your document, highlights important segments or surprising information, and prepares the readers for your conclusions and recommendations. You can also set up personal meetings through this document. An electronic version is not terribly different, except that you can attache the entire document if it is not too long or complex and if the readers have download capability.

Describe the purpose of a letter or memo of transmittal.

A letter or memo of transmittal introduces your document to individual readers. The letter/memo of transmittal announces the topic and purpose of your document, highlights important segments or surprising information, and prepares the readers for your conclusions and recommendations. You can also set up personal meetings through this document

list of illustrations

A list of graphics (tables, drawings, photographs, etc.) in a document in the order in which they appear, including the page numbers on which they appear

What material goes in a table of contents? How is a table of contents organized?

A table of contents is a list of all the headings and subheadings that appear in the document, in the order in which they appear; therefore, its organization mirrors hat of the document exactly. A table of contents includes the page numbers on which each section or subsection begins. Often, writers use dot leaders to help readers connect the proper headings with their page numbers across the width of a page.

index

Alphabetized list of words or phrases and the page numbers on which they appear. This list helps readers to find specific information quickly.

glossary

Alphabetized list of words or phrases that are unfamiliar to a document's readers and that must be defined to allow them to understand the document completely.

Define the appendix. When and why would you include an appendix? Where does it belong?

An appendix is additional material that supports or elucidates information or data provided in the document. It appears at the end of the document. Usually, you use an appendix when some of your readers want or need more detail, raw data, or other proof to understand or believe your analysis. Do not include an appendix if your audience does not need or want more depth or detail.

Distinguish between an executive summary and an abstract for technical professionals.

An executive summary targets administrative or supervisory readers. If some of your readers are so busy that they are unlikely to read the document, you need an executive summary; if your readers are finance- or resource-focused, you will need an executive summary. This kind of summary is usually longer than an abstract. Executive summaries still rely on the document's overall structure for shape, but you focus on those issues that concern executives and that might be products or results of the project, potential markets, patent, or copyright problems. Abstracts are more technical and objective than executive summaries; abstracts of articles are often required by trade or scholarly journals, for instance.

front matter

Any materials that precede the body of a report. These materials are not paginated as part of the document's body and instead are numbered with small Roman numerals.

Describe the back matter sections of technical documents.

Back matter is the sections or parts of a formal document that surround the body of a document. Back matter sections include endnotes (or works cited pages), appendixes, and indexes. Many of these sections help readers to navigate a document quickly and easily (title page, table of contents, list of figures, and index); others prepare readers for the document (preface, title page, cover); some provide additional useful information that does not belong in the body of the report (endnotes and appendixes).

cover

Binding or folder that protects and identifies a report or other document.

preface

Brief front matter section that highlights the purpose and proper use of a document. This section can include acknowledgments.

back matter

Material that follows the body of a document.

quotation

Someone's exact words in a document. You have to use quotation marks, and you have to cite the source.

Determine in which situations information should be cited in a technical report.

Whenever a direct quotation of another person's words is used and when someone's ideas are paraphrased or summarized, a citation is needed. Obvious information needs no citation, but anything that must be looked up warrants citing. When in doubt about whether or not something is common knowledge, cite the source.

table of contents

List of all headings and subheadings in a document, in the order in which they appear, including the beginning page number of each section.

Identify covers used to protect and bind longer technical documents.

Three-ring binder: This binder is inexpensive and sturdy, so it's useful when you need to protect a long document but have a small budget. Spiral binder: This binder is also inexpensive and relatively sturdy. Center-stapled ("two-up saddle-stitch"): Like a magazine, this binding requires a bit more technical ability or cooperation of a professional printer, but it looks finished and professional. Professionally sewn or glued bindings: Unlike the glued bindings available from copy stores, these are very sturdy and nearly invisible.

List four different kinds of covers and bindings. In what circumstances would you choose each of them? Remember that there are more than four kinds of covers and bindings.

1. 3 ring binder - this binder is inexpensive and sturdy, so it's useful when you need to protect a long document but have a small budget. Also, this kind of binder is useful when your readers may need to exchange lessons or sections as material is updated. 2. Spiral Binder - this binder is also inexpensive and relatively sturdy. It's less bulky that a 3 ring binder, and you can select whatever paper weight or color you want for the cover. It is a permanent binding,which means users can't add or exchange pages or sections, but it looks more formal. 3. Center-stapled ("two-up saddle-stitch"), like a magazine - this binding requires a bit more technical ability or cooperation of a professional printer, but it looks finished and professional. You can select any paper weight or color; the length of the document is a bit more limited, perhaps 150 pages, depending on thew eight of paper you select for the body. 4. Professionally sewn or glued bindings - unlike the glued bindings available from copy stores, these are very sturdy and nearly invisible. Often, trade books are done like this, and you can look at any popular paperback to see an inexpensive version. This kind of binding is only practical when you are mass-producing a document or you anticipate that the document will last for decades. Doctoral dissertations, for instance are bound like this because they are included in university libraries and, therefore, need to last for many years. Most professional documents do not need this kind of treatment.

Explain how an electronic document, such as a Web page, handles a glossary.

A Web site can include a link to a separate page with terms and their definitions, or it can have a more extensive help function that includes search capabilities.

letter or memo of transmittal

A brief correspondence (it can also be an E-mail message) that announces a report's purpose, highlights important material, and invites meetings or responses. Letters of transmittal go to a document's readers.

abstract

A brief preliminary section that objectively summarizes the salient information, findings, and recommendations of a report

acknowledgments

A few sentences or brief paragraph in the front matter that gives credit to those who have contributed to the development of a document.

What is a glossary and when would you include a glossary in a document?

A glossary is an alphabetized list of words or phrases and their definitions that appears at the beginning of a document (it occasionally appears at the end of documents, depending on the audience's needs and expectations). You include those terms that would be unfamiliar to most of a document's readers, especially if there are key terms that the readers need to understand when they read the text.

paraphrase

A rewrite of someone's words or ideas in your own words but maintaining the approximate length of the original. You have to cite the source.

How does an index help readers to navigate through your document? How might an electronic index function?

An index is an alphabetized list of important words or terms that appear throughout your document; after each term is the page or pages on which the term appears. Indexes appear at the end of a document. Readers often want specific information that may not be reflected in a table of contents; an index provides them with lists of words and phrases that are not necessarily part oft he headings or subheadings, so they have an increased chance of finding what they want or need.

Given a description of a long document, explain how to analyze potential covers for strengths and weaknesses and select an appropriate one.

First, assess your entire rhetorical situation. Then consult your collaborators, consider your audience, and budget in selecting an appropriate cover. Covers provide readers with salient information, but covers also subtly sell your document. Even the most professional and objective report is helped with some sensible and tasteful cover designing that supports the professionalism of the document. Consider using covers to set an overall tone that will help your case. Covers should reflect the company's priorities and appeal to the document's readers.

Define front and back matter. Why would you use any of these sections for a report or other document?

Front and back matter are just sections or parts of a formal, document that surround the body of a document. Front matter sections include covers, title pages, tables of contents, lists of figures, prefaces, and glossaries. Back matter sections include endnotes (or wors cited pages), appendixes, and indexes. Many of these sections help readers to navigate a document quickly and easily (title page, table of contents, list of figures, and index); others prepare readers for the document (preface, title page, cover); some provide additional useful information that does not belong in the body of the report (endnotes and appendixes).

Given a description of a document and writing scenario, determine which front and back matter should be included.

Front and back matter is generally conventional: It is the same regardless of the genre of the document. No matter which kind of document—proposal, manual, year-end report—you use the same front and back matter. Front matter sections include covers, title pages, tables of contents, lists of figures, prefaces, and glossaries. Back matter sections include endnotes (or works cited pages), appendixes, and indexes.

Describe the front matter sections of technical documents.

Front matter sections include covers, title pages, tables of contents, lists of figures, prefaces, and glossaries. Many of these sections help readers to navigate a document quickly and easily (title page, table of contents, list of figures, and index); others prepare readers for the document (preface, title page, cover).

Why would you include proprietary or other cautionary statements on the title page of a document?

If a document includes any proprietary or copyrighted material, it is important to signal that immediately so that the reader knows to treat the document responsibly. If you don't tell readers about proprietary material, you leave your organization's intellectual property unprotected. A clearly stated notice of ownership or proprietary information tells readers that they may not share this information with anyone outside the company, nor may they use it for any other purposes outside the company (basically, they can't sell or disclose it to competitors). If you want your reader to keep the document's information secret, say so.

When would you include acknowledgements in a document? What purpose do they serve?

If anyone outside your coauthors or co-designers contributed to a project, include an acknowledgment to his or her work. If previous or other researcher's articles or work has been particularly important, mention it. If you had unusual financial or other kind of support, acknowledge it. You can put this information in a preface, if you use one. Acknowledgments are a way to thank others for contributing; it's graceful and honest to acknowledge help.

How do you find out what citation method is used by your profession?

If you are still in college, you can ask professors in your field. If you are not, a quick Web search will answer the question. Nearly every major university and library in the world has uploaded information on citation methods. and most professional organizations have also uploaded citation preferences. Finding the right citation method won't be difficult; using it effectively will be the challenge.

summary

In your own words, abbreviating someone else's words or ideas within your document. You have to cite the source.

title page

Page that appears immediately after the cover on which appears a document's title, date, author, and other information requested by the client or company

What is a preface? When would you include one?

Some technical writing textbooks advocate using a preface for instruction manuals, in particular, so you can identify the audience, what's included in the document, and what limits the document has. You can also include a preface if you need a longer forum for thanks and explanations about the genesis of a document. Again, audience needs and expectations are paramount.

appendix

Supporting material after a document that demonstrates specific points or allows readers to review more extensive data than can be included in a report.

What impact does the audience have on the design of your cover and title page?

The audience is always the guide on designing a cover or title page because you are trying to appeal to your readers - get them to read thoroughly and with a positive frame of mind. Solid audience analysis is primary to any document, of course, and just as important to the final parts of a formal report, such as a cover or title page.

What information goes on a title page? Why?

The following goes on a title page: title, authors, date, company or other affiliation, and proprietary or cautionary information. Other kinds of information are possible on title pages, too, such as the publisher, if there is one; company logo; or identifying numbers or codes. It depends on the organization's policies and needs. The title page lets a reader know what to expect and whether the document is intended for him or her. This page serves a public relations function, too, because it set the tone for the rest of the document.

How do electronic documents use title pages and tables of contents?

Using a Web site as an example of an electronic document, we can say that it needs a good beginning page that serves as both title page and table of contents. Usually, it's called the index page, and it includes graphical (design) features that make it unique and attractive to the audience, but more importantly, it helps the readers to link to other information in the Web site that the reader needs to or wants to locate.

When and why would you use an executive summary instead of an abstract?

You us an executive summary hen all or part of a document's audience is supervisory or management level (hence, the name "executive" summary). This kind of summary is longer than an abstract, about 250-500 words long. An abstract is generally an objective summation of an entire document's contents. An executive summary focuses on issues that are most pertinent to an executive audience, which most often means making costs and benefits very clean. An abstract would not provide the financial focus that most executives need, nor would it provide as much explanation or detail.