Final Project – Recommendation Report
Markel, M. (2015). Technical communication (11th ed.). Boston, MA: Bedford/St. Martin's.
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WRitiNG the FRONt MatteR
Front matter is common in reports, proposals, and manuals. As indicated in Table 18.1 on page 476, front matter helps readers understand the whole report and find the information they seek. Most organizations have estab- lished formats for front matter. Study the style guide used in your company or, if there isn’t one, examples from the files to see how other writers have assembled their reports.
letter of transmittal In the letter of transmittal, which can take the form of a letter or a memo, the writer introduces the primary reader to the purpose and content of the report. In addition, the writer often states who authorized or commissioned the report and acknowledges any assistance he or she received in carrying out the project. The letter of transmittal is attached to the report, bound in with it, or simply placed on top of it. Even though the letter likely contains little information that is not included else- where in the report, it is important because it is the first thing the reader sees. It establishes a courteous and professional tone. Letters of transmittal are customary even when the writer and the reader both work for the same organization. See page 488 in the sample recommendation report for an example of a transmittal letter in the form of a memo.
Cover Although some reports do not have covers, reports that will be han- dled a lot or that will be exposed to harsh environmental conditions, such as water or grease, often do. The cover usually contains the title of the report, the name and position of the writer, the date of submission, and the name or logo of the writer’s company. Sometimes the cover also includes a security notice or a statement of proprietary information.
title Page A title page includes at least the title of the report, the name of the writer, and the date of submission. A more complex title page might also include a project number, a list of additional personnel who contributed to the report, and a distribution list. See page 490 in the sample recommenda- tion report for an example of a title page.
abstract An abstract is a brief technical summary of the report, usually no more than 200 words. It addresses readers who are familiar with the techni- cal subject and who need to decide whether they want to read the full report. In an abstract, you can use technical terminology and refer to advanced concepts in the field. Abstracts are sometimes published by abstract services, which are useful resources for researchers.
Abstracts often contain a list of half a dozen or so keywords, which are entered into electronic databases. As the writer, one of your tasks is to think of the various keywords that will lead people to the information in your report.
