Technical Writing Notes:

Mini-Lecture 3: Abstracts and Summaries
	-AKA
		-Summary
		-Synopsis
		-Précis
	-There are three types:
		-Descriptive
			-General description of the contents of the document
			-(ex) The report discusses the recommendations for purchasing a new copier for the Marketing Department.
			-Include only general info. that allows a reader to decide whether or not to read the document
			-Not necessary to quote the full report with quotation marks

		-Informative
			-A summary of the most important information in a document
			-(ex) The report discusses the recommendations for purchasing a new copier for the Marketing Department. Purchasing recommends a switch from the current Xerox 4132X copier to the newly released Kodak SL586 color copier.
			-Not necessary to quote the full report with quotation marks
			-Include:
				-Significant points
				-Major findings and interpretation (if given)
				-Important people, dates, stats.
				-Major conclusions or recommendations
			-Do not include:
				-Background discussion given in introduction
				-Author's background
				-Examples
				-Illustrations
				-Lengthy definitions
				-Your personal opinion or evaluation
				-New data

		-Executive Summary/Synopsis/Précis
			-A brief overview of a report's most important points
			-May be descriptive or informative
			-An Executive Summary is always at the beginning of a report, not the same heading as other stand-alone abstract documents
			-The title only needs to be "Executive Summary"
			-Not necessary to quote the full report with quotation marks
			-(ex - descriptive) The report discusses the rising popularity of owning your own hot tub.
			-(ex - informative) More homeowners are purchasing hot tubs because they are cheaper and more convenient than belonging to a health club.
			-Generally use informative writing, unless writing to a hostile audience, then use descriptive writing
			-The executive summary should contain enough information to enable an executive to make a tentative decision without reading the entire report

	-Limit an abstraction to ~5%-10% of the intended full length
	-Can be used at the beginning of the document to provide general info. or as a stand alone document (a library database has a collection of abstracts)
	-If an abstract is with the original document, just the word abstract is needed rather than a reference to the author, just write as if you were the original author

Heading for a stand-alone abstract
	-Title of the document you're writing the abstract for
	-Publication date of the document ... ... ... ... ...
	-Author of the document ... ... ... ... ...
	-"Abstract prepared by <Your Name Here>"

Writing Abstracts:
	-Review audience and purpose
		-Who's reading the report? What will they do with the information?
	-More specifically:
		-Determine vital information
		-Summarize this information
		-Use "layman's terms"
		-Go back and edit to remove every unnecessary word
		-Note important external sources, if used
		-Don't write more than 1-2 pages
		-Do not reference the original document's author, just state the fact, since it's assumed that you are writing and that the original author wrote the original document
		-Again, do not use quotation marks

Memos:

Heading:
	Date: January 28th, 2009
	To: Jon Doe
	From: David DiPaola
	Subject:/Re: <Subject here>

Guidelines:
	-Include a running header or footer with last name and page number on pages 2-end
	-Double space heading only

	Intro: Brief paragraph that contextualizes the memo, sum up main points
	Body: Break up into sections with headings (heading must have good descript names)
	Conclusion: State what response we want the reader to have, contact info.

Short informal report vs. Memo:
	-A short Informal Replort is really like a long more in-depth memo

Notes:
	-Need to be concise but informative enough to avoid needless questions

Email:
	-Slightly less formal than a printed memo, but more formal and official than a brief note
	Attachments
		-Remember, they're a pain to open

Message guidelines:
	Send a plain email if:
		-Short/informal message
		-Intended to be read quickly and discarded
		-They hate attachments
		-People prefer it
		
	Send an attachment email if:
		-It's a formal or long document
		-Important save worthy document
		-File has complex formatting
		-People prefer it

	Post a message if:
		-Large group of readers
		-Message is not time sensitive
		-Preserve message for later access
		-People prefer it

Workshop 3:
Reports:
	Intro:
		-Give an overview first
		-Like an abstract
	Body:
		-Details to support purpose
		-At section level (or under major heading)
			-Opening sections orient non-specialized readers
			-Discussion and appendices provide detail for specialized readers
		-At the paragraph level
			-General point in first sentence
			-Support for point
	Conclusion:
		-Purpose and conclusion (may ask audience to do something with new info.)
		-Contact info.

	-Orient readers by explaining the organizational problem, toe occasion for the report and the report's purpose
	-Logically organize the report depending on the situation
	-Pictures are nice for non-specialized readers
	-Labels in the report help people navigate
		-Opening labelled "Foreword", "Summary", or "Executive Summary"
		-In complex reports:
			-"table of contents" lists headings, clarifies structure
			-"list of figures" directs readers to data
			-"glossary" explains terms
			-"appendicies" house related data (and complex data too big for report) in typeset reports
			-color text for important data or examples
			-sidebars help laymen understand info.
			-photographs are included
			-company style sheets dictate layout and typefaces
			-company policy has a play in vocabulary
	-Choose a format according to your audience (ex: memo, letter, manuscript, email, webpage)