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82 Cards in this Set

  • Front
  • Back
A brief Preliminary section that objectively summarizes the salient information of a report
A few sentences or brief paragraph in the frot matter that gives credit to those who have contributed to the development of the document
Supporting material after a document that demonstrates specific points or allows readers to review more extensive data that can be included in a report
Material that follows the body of a document
Back Matter
Properly formatted list of sources used to create a report
Citations and end notes
Binding or folder that protects and identifies a report or other document
A 250-500 word brief version of the report that focuses on the interests and concerns of executives or management
Executive Summary
Any materials that precedes 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
Front Matter
Alaphabetized list of words or phrases that are unfimiliar to a document's readers and that must be defined to allow them to understand the document completely
Alaphabetized list of words or phrases and the page numbers on which they appear. This list helps readers to find specific information quickly.
A brief correspondance (it can also be an email message) that announces a report's purpose, highlight important material, and invites meetings or responses. Letters of transmittal go to a document's readers
Letter or memo of transmittal
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
List of illustration
A rewrite of someone's words or ideas in your own words but maintaining the approximate length as the original. You have to cite the source
Brief front matter section that highlights the purpose an proper use of a document. This section can include acknowledgements
Someone's exact words in a document. You have to use quotation marks, and you have to cite the source
In your own words, abbrevating someone else's words or ideas within your document. You have to cite the source
List of all headings and subheadings in a document, in the order in which they appear, including the beginning page number of each section
Table of contents
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
Title Page
The material that follows a document.
Documents that provide data and perhaps recommendations after research done in the field
Field Reports
Functional headings describe the purpose of a section- an "introduction" introduces; a "Discussion" discusses etc.
Descrptive headings provide information about the actual content of a section, much like titles of novels provide hints as to the content
Functional and descriptive headings
Scientific reports, basically, of what occurred during or after experiments or tests
Laboratory Reports
A helpful way to set up information clearly and quickly, especially when material is a simple set of items or has a repetive structire
Lists (bulleted or numbered)
Short reports that record what occrured at a meeting. These can be very detailed, including who says what, when, how, and why, or they can be very general
Minutes and Meeting records
Short reports in which you explain the progress on a task or tasks. IN these reports you discuss what is done as well as what is left to do; problems are also discussed
Progress Reports
A way to save word-processed files so that they can be read by programs other than your own
rich-text format (.rtf)
Short reports in which you provide information and recommendations you gathered on a trip
Trip Reports
Pictorial way to present and compare numerical data by using bars of different lengths or height
Bar Graph
Any two-dimensional image that is not a photograph
Text or images that appear at the bottom of a page below the bottom margin of the text
In a web page, a frame looks like a bar along the left or top margins (or, less frequently, the bottom margins)- iclude links to helpusers navigate a website and prevent users from leaving the main site
Pictorial way to present and compare numerical data
Text or image that appear at the top of a page, above the text's margin
Symbolic image that signifies a message to readers
White space between letters and symbols that can be adjusted in desktop publishing programs
White space between lines in a document that can be adjusted in desktop publishing
Paper that is 8 1/2 x 14 inches
Legal Paper
Paper that is 8 1/2 x 11 inches
Letter paper
Pictorial way to present and compare numerical data that uses the x- and y- axes and points to connect the lines
Line Graph
Text or image in a web page that connect users to another page using imbedded commands
Determing all facets of how a text will appear on the page, including font, margins, and graphical elements
Page Design
Graph that uses recognizable images, such as stacked coins, to present data
Graph that represents parts of 100 %, with the "pie" representing 100% and each slice representing a smaller percentage
Pie Chart
Image captured by a camera- digital or standard
Rows and columns of data placed together to a point for ease of reading
Paper that is 11 x 17 inches
Tabloid paper
How a computer program adjusts space between letters and symbols in a line
Style and design of letters (both upper and lower), punctuation, and special characters
Individual page accessed via the web, usually linked to other pages to form a site
Web page
Group of linked pages that relate to the same topic and issues and are supported by the same group or organization
Web Site
Open (white) areas on a page- helps readers recognize how material is related and breaks up long blocks of text
White Space
A sentence structure in which the subject of the sentance does the action. e.g "Jane completed the project"
Active Voice
A note that tells readers that some action or possible error may damage equipment, programs, or processes, and tells how to avoid the problem
Method for numbering sections and steps in manuals (or any document). It uses arabic numbers a decimal point and sequential numbers
Decimal point system
Direct voice command structure text that tells readers or users how to complete an action or process successfully
A sentance structure in which the subject of the sentance recieves the action: "The project was completed by Jane"
Passive Voice
A sequential review of how a process proceeds, how a piece of equipment works, or how a program functions- often in passive voice
Process Description
Sequential list of actions necessary to completing a task or process successfully
Overview of how a task, process, or piece of equipment functions, with focus on the principles behind the design
Theory of operations
Usually a list or table of common problems, what causes them, and ways to fix them
Testing the effectiveness of manuals or other documents by having the clients or proposed audience use them in the field
Usability Test
A note that tells readers that an action, process, or piece of equipment can be dangerous to them
Direct address command structure that allows writers to leave out "you" (it's "understood" to be there), as in "close the door"
"you understood"
Statements about the professional qualifications of the writer, writing team, or organization- aimed at persuading the reader(s) the the individual/team offering its goods or services has the expertise to do the job
Clearly articulated standards or measures used to evaluate decisions, purchases, products, and services
A formal proposal (solicited or unsolicited) submitted to a reader or readers in an organization other than the one to which the writer belongs
External Proposal
A bar chart used to display activities occuring within a specific span of time; particularly useful for displaying the beginning and ending dates for concurrent tasks or activities
Gannt Chart
A request for existing products or services; spells out the required good or services and priveds guidelines and timelines for submitting bids for contracts
Information for bid (IFB)
A proposal (solicited or unsolicited) usually in memo format submitted to a reader or readers within the writers organization urging the purchase of equipment, adoption of a process, or support for a course of action
Internal Proposal
A request issued to solicit reponse from coporate suppliers or contractors for specialized products or services; contains a detailde list of an organization's pr agency's needs, evaluates criteria, and the guidelines and timelines to follow in submitting a proposal in response to the request
Request for Proposal (RFP)
The position that the writer takes on a topic about which s/he is writing; in feasibilty studies and proposals, the writer usually takes a persuasive stance
Rhetorical Stance
Proposals responding to requests (see RFP or IFB) for products, services, or solutions to a problem or oppurtunity
Solicited Proposals
The key point, the heart or thesis, of a document, stated clearly and succintly
Bottom line
Letters, memos, E-mail, and other short documents that encourage interaction between writer and reader
Organizational strategy fro letters, memos, or e-mail in which the bottom line, or central point, of the document appears in the first paragraph
Direct-plan Document
Documents that are sent outside a company. Usually letter or email form
External Correspondance
Documents that circulate within a company, usually memo or email form
Internal Correspondance
Organizational strategy for letters, memos, or Email in which the bottom line, or central point, of the document appears in the middle of the document
Indirect-Plan Document
Short, external document, with an inside address or letterhead, date, recipient's address, and usually a salutation at the beginning; ends with a complimentary closing and signature; usually no longer than a page
Short, internal document, with simple headings ("Date, To, From, Subject"), often no longer than a few paragraphs
Traditional job search documents; a _____ _____ introduces you and your interest in the company; a _____ is a one page summary of your qualifications, skills, and achievements
Cover Letter and Resume
Strategy in letter and memo writing in which you consider the interest and concerns of the reader in your composition
"you" attitude