6. Write different parts for
different readers
Readers do the following:
Quick scan
Read summaries, conclusions,
recommendations, charts
Focused search
Look at headings and subheadings
to find what they need
Short follow-ups
Return for important information
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7. Emphasize beginnings
and endings
Place important info where
impatient readers want it—at the
beginning and end
Look at figure 2-1 on page 25.
Where should this classic
question be answered? “So what
does this document mean to me?
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8. Repeat key points
Especially in long documents
For example, key
recommendations may be found in
several places in a long report
Cover letter
Executive summary
Conclusion
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10. What Is the ABSTRACT?
introduces and summarizes
It may tell
why you are writing
what work you did
what main points are that decision-
makers want to know
what main sections follow
11. •What Is the BODY?
Gives supporting details
It may tell
what led up to the project
how you gathered the information
where you got the information
• the field
• the lab
• the office
12. In the Body
use lead-ins at the beginning of
sections
include listings
use graphics
separate facts from opinions
13. What is the
CONCLUSION?
It provides a wrap-up
It may tell
conclusions and recommendations
what happens next
what single point you want to leave
with the reader
what you can do to build
goodwill/enhance your relationship
with the reader
14. Page Design
Make your document easy
to read with the following 4
rules
15. Design Rule #1
Use white space
liberally
Frame text with 1” to 1.5” margins
Experiment with double columns
Skip lines between paragraphs in
single-spaced text
Use ragged right margins in short
documents
Use slightly more space above
headings than below them
See
figure
2-4 on
page 33
16. Design Rule #2
Use headings and
subheadings often
Use your outline to create headings and
subheadings
Use words in your headings that reflect
content
Be careful--if headings are too general,
they don’t help
Background of Successful Fund Drive
is better than Background
Establish a clear visual ranking of headings
17. Design Rule #3
Use lists frequently
Keep lists short (3-9 items)
Use bullets and numbers
Punctuate, space, and capitalize
lists properly
Use proper lead-ins and parallel
structure
18. Design Rule #4
Use fonts effectively
Use serif fonts for regular text
Example: Bookman - serif
Consider using a sans serif font for headings
Example: Arial - sans serif
Avoid too many font variations in a document
21. Graphics can be used
1. to designate a field
He wanted to find a job in the
graphics field.
She was talented in graphics.
2. to name graphical items
I put a graphic on the first page of
my report.
22. Reasons for Using
Graphics
simplify ideas
reinforce ideas
create interest
appeal to universal understanding
of visual media
23. General Guidelines
1. Refer to all graphics in the text
2. Put graphics close to the text
where it is mentioned
3. Position graphics vertically if
possible. (People don’t like to turn
the document.)
4. Avoid clutter
5. Provide titles, keys and source
data
24. The Term Illustrations
means the same as graphics,
visual aids
keep them simple
label them accurately
be creative
25. Tables
illustrations that place numbers
or words in columns or rows or
both
use for explaining complex data
1 2
3 4
30. Technical Drawings
use to show detail
Produced with CAD programs
Exterior view (surface)
Cross-section view (slice)
Exploded view (shows
relationships between parts by
looking deeply inside)
Cutaway view (shows inner
workings by removing exterior)
31. When Is the Test on This?
Wednesday, Oct. 1,
2008
