Chapter 12: Drafting and Revising Front &

Back Matter

Jasna Karkin | Katina Zachas | Gregory Wilson | Chinh Tran | Colleen Sherwin

Drafting and Revising Front and Back Matter

Front and Back matter play various roles: Help readers find the information they seek Help readers decide whether to read the document Substitute for the whole document Help readers to understand the document Protect the document

Front Matter

Letter of Transmittal Cover Title page Abstract Table of Contents List of Illustrations Executive Summary

Letter of Transmittal

Introduce reader to the purpose and content of the document States methods used Acknowledges assistance writers have received Refer to any errors or omissions in the document It is not a place to apologize to the reader or ask for the

reader’s patience or compassion

Cover

Protects document from normal wear and tear and from harsher environmental conditions

Contains:- title of the document- name and position of the writer - date of submission- name or logo of the writer’s company

Sometimes includes a security notice or a statement of proprietary information

Title Page

A good title indicates the subject and purpose of the document Use generic term, such as analysis, recommendation,

summary, instructions, in a phrase following a colon Include names and positions of the writer and the principle

reader of the document Indicate the date the document was submitted Indicate the name or logo of the writer’s organization

Abstract

Brief technical summary of a document Usually no more than 200 words Helps reader decide whether to read entire document Uses technical terminology Refers to advanced concepts in the field

Two types: descriptive & informative

Abstract

Descriptive• Used when space is at a

premium• Placed at the bottom of the

title page• Describes type of

information contained in the document

Informative• Presents major findings• Begins with the

problem and purpose of the study

• Describes some technical details of the study

Table of Contents

Helps reader find desired information Helps to understand scope and organization of document Headings should be clearly written and of sufficient amount Does not list itself as an entry

List of Illustrations

Table of contents for figures and tables List figures first and tables second Begin list on same page as table of contents or, if on

a separate page, document in the table of contents

List of Illustrations

FiguresFigure 1.1 U.S R&D Spending on

Biotechnology………………………………11Figure 1.2 ESCA R&D Spending v. Biotech R&D

Spending…………………..14Figure 2.1 Annual

Sales……………………………………………………………16

TablesTable 1.1 Industry Costs of the Final Rule(1995 Dollars)

………………………12Table 1.2 Industry Costs of the Final Rule(2002 Dollars)

………………………12Table 4.1 ESCA Biotech

Techniques……………………………………………..42

Executive Summary

Epitome Executive Overview Management Summary Management Overview

What is an Executive Summary?

Synopsis of key points of a project, document, or business plan

Intended to brief managers on an organization’s specific projects and how projects fit together into a coherent whole

What composes an Executive Summary?

20 page document= 1 page, double-spaced Longer document= 5% of document length Presents information to mangers in two parts:

Background, Major findings and implications

What composes an Executive Summary?

Background:

Explains background of the project: the specific problem or opportunity presented by the project

Major findings and implications:

Project methods, conclusions, and recommendations

Writing an Executive Summary: Suggestions

Use specific evidence in describing background Be specific in describing research Briefly describe methods Describe findings in accordance with your readers’ needs Ask an outside reader to review your draft Decide how to integrate the executive summary within the body

of the document

Executive Summary vs. Informative Abstract

Abstract:

Focuses on technical subject eg: whether new radio-based system effectively monitors energy usage

Summary:

Concentrates on whether the system can improve operations at a particular company

Writing the Back Matter

Important to include various back matter items at the end of each document compiled

Elements composing the back matter: Glossary List of symbols References Appendices

Glossary

An alphabetical list of definitions Highly useful and recommended if reader is unfamiliar

with technical vocabulary of the document Boldface or highlight a word to identify that the word will

be defined in the glossary During the first occurrence where the boldface is used, a

footnote should be used to present and introduce to the reader

Placed near end of the document, prior to appendices If brief, can be placed after the table of contents

List of Symbols

Same formatting as used for glossary Content defines symbols and abbreviations rather than terms (as

in a glossary) May be placed before the appendices or after the table of

contents

List of Symbols

CRT cathode-ray tube

Hz hertz

SNR signal-to-noise ratio

uhf ultra high frequency

References Majority of the documents contain a list of references

Bibliography or Works Cited Documentation: References and content citations throughout

document with the appropriate form (MLA Style) Acknowledges debt to the sources used Establishes credibility as a writer Aids readers to locate and review the sources used

Highly significant to cite each source accurately to prevent plagiarism

Appendices Convey information too long for use in the body

or only interesting to a few readers Defined as any sections following body of

document Appendices might consist of the following:

Maps, large technical charts, computations, computer printouts, and texts of supporting documents

Labeled with letters (Appendix A), listed in the table of contents Referred to at the appropriate points in the body of the

document Always accessible to readers for consultation

Strategies for Intercultural Communication

Honold (1999) “German users of high-tech products rely on the table of

contents in a manual because they like to understand the scope and organization of the manual. Therefore, the writers of manuals for German readers should include comprehensive, detailed tables of contents”

Technical Communication, Mike Markel

Revision Checklist

Transmittal Letter Cover Title Page Abstract

Table of Contents Executive Summary Glossary List of Symbols Appendices

Questions? Comments?

References

Markel, Mike. 7th ed. Boston: Bedford/St. Martin's, 2004.