OFFICE OF BASIC AND ELECTIVE COURSES ENGLISH UNIT CHAPTER IV FOR RTW 405 COURSE CHAPTER IV CANKAYA UNIVERSITY OFFICE OF BASIC AND ELECTIVE COURSES ENGLISH UNIT COMPONENTS of A REPORT OUTLINE ID: 371631
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CANKAYA UNIVERSITY OFFICE OF BASIC AND ELECTIVE COURSES-ENGLISH UNIT-
CHAPTER IVFOR RTW 405 COURSESlide2
CHAPTER IV
CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNITCOMPONENTS of A REPORTOUTLINE
prefatory parts ( Front Matter)
body
supplementary parts (Back Matter) Slide3
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
Components of a reportFormal (longer and more complex) reports are generally organized into three major divisions:prefatory parts ( Front Matter)body
supplementary parts (Back Matter)
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
Components of a reportBecause reports are a genre widely used in the workplace, they have come to have standardized components. They include:Letter of transmittal
Abstract
Acknowledgements
Title Page
Table of Contents
Executive Summary
Glossary
Appendices
References or works citedSlide5
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTSPREFATORY PARTS (PRECEDING THE BODY OF REPORT)
Preliminary pages (or prefatory parts)
precede
the text of the report, identfying the contents and giving credit to the people who created it.
Slide6
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTSPREFATORY PARTS (PRECEDING THE BODY OF REPORT)
Letter of Transmittal (or Memo of Transmittal)
WHERE
:
Letter of transmittal or a cover letter is not a part of report itself but often accompanies it.
It is attached as a separate piece of paper.
Generally written on organization letterhead stationery, a letter or memo of transmittal
introduces a formal report.
primary purpose
:
to announce what the attached document is and what project it is related to.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTSPREFATORY PARTS (PRECEDING THE BODY OF REPORT) Letter of Transmittal (or Memo of Transmittal)
You use it primarily to orient your reader to the report’s purpose and topic.
other purposes
:
selling the product or service by indicating that how the report is significant,
preparing the reader for surprising and disappointing results.
A transmittal letter or memo follows the direct pattern and is usually less formal than the report itself. For example, the letter or memo may use contractions and first-person pronouns such as
me and us
.Slide8
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTSPREFATORY PARTS (PRECEDING THE BODY OF REPORT) Letter of Transmittal (or Memo of Transmittal)
The transmittal letter or memo typically
:
announces the topic of the report and tells how it was authorized;
briefly describes the project;
highlights the report’s findings, conclusions, and recommendations, if the reader is expected to be supportive;
Closes with appreciation for the assignment, instructions for the reader’s follow-up actions, acknowledgment of help from others, or offers of assistance in answering questions.Slide9
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTSPREFATORY PARTS (PRECEDING THE BODY OF REPORT)
Title Page
Page at the front of a text that identifies the subject of a report and its recipient, author, and date.
The title page identifies
:
the subject of the report
its recipient,
author,
date.
purpose
:
to identify the document. Slide10
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTSPREFATORY PARTS (PRECEDING THE BODY OF REPORT)
Title Page
Other information on the report depends on the needs of the reader.
You can use it to provide other information, such as
:
a project number or grant number
your telephone number and address.
Thus, the title page may not only identify the report but make it easy for the readers to communicate with the writer. Slide11
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTSPREFATORY PARTS (PRECEDING THE BODY OF REPORT)
Title Page
A report title page begins with
:
the name of the report
typed in uppercase letters (no underscore and no quotation marks).
Next comes
:
Prepared for
(or
Submitted to
) and the name, title, and organization of the individual receiving the report.
Lower on the page is
Prepared by
(or
Submitted by
) and the author’s name plus any necessary identification. T
T
he last item on the title page is the
date of submission.
All items after the title appear in a combination of upper- and lowercase letters. The information on the title page should be evenly spaced and balanced on the page for a professional look.Slide12
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTSPREFATORY PARTS (PRECEDING THE BODY OF REPORT)
Title Page
How To Write Titles
*
plac
e
the title about one-third from the top of the page followed by the name of the recipient, author, and date.
*
us
e
a type size bigger than text size, perhaps 14-point type or larger.
You should pay attention to two points about titles designed to help make a sharp impact on readers:
should be short, preferably on one line only
should specify exactly what the paper is talking about, not simply name a whole subject.Slide13
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTSPREFATORY PARTS (PRECEDING THE BODY OF REPORT)
Title Page
How To Write Titles
EXAMPLE:
Construction and instrumentation of an experimental concrete road on the trunk road D7
Upbridge
bypass to determine the effect of omitting expansion joints.
Effect of omitting expansion joints in concrete roads
Construction and Instrumentation of an experiment on the D7
WHICH ONE IS MORE EFFECTIVE?Slide14
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTSPREFATORY PARTS (PRECEDING THE BODY OF REPORT)
Title Page
How To Write Titles
Titles have two main purposes:
First, they have to inform readers about what is in the document.
Second, they have to distinguish one document from another.
To achieve these goals, a report title gives two types of information:
The topic
The approach to the topic Slide15
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTSPREFATORY PARTS (PRECEDING THE BODY OF REPORT)
Title Page
How To Write Titles
The topic defines the subject matter, such as
radiation emitted from a computer monitor
. The topic alone, however, does not demonstrate why and how you have considered the topic. You may have analyzed the
feasibility
of purchasing shields for monitors. Or you may have described the
process
of emission, or report the results of a scientific measurement.
Consider the following title:
The Effect of Electromagnetic Fields on Computer Users: A Review of Research
Topic Approach
The information orients the reader to the report topic and purpose, but it helps a reader to decide whether to read the report at all. Therefore, stating the approach clearly in the title is of great importance. Slide16
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTSPREFATORY PARTS (PRECEDING THE BODY OF REPORT)Abstract
An abstract is a synopsis of the entire report brief enough to be read in only a few minutes.
It provides an
overview of the key elements
of the report; enabling readers digest important information without having to read the report in its entirety.
In fact, it helps the reader decide whether the report is worth reading.Slide17
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTSPREFATORY PARTS (PRECEDING THE BODY OF REPORT)Abstract
There are 2 basic types of abstracts: indicative and informative.
The indicative abstract
indicates the kind of information included in the report. It’s a description rather than exposition. It outlines what is covered in the report but does not attempt to provide a lot of information .
It usually includes these points:
Purpose
Method
Conclusion
RecommendationSlide18
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTSPREFATORY PARTS (PRECEDING THE BODY OF REPORT)Abstract
There are 2 basic types of abstracts: indicative and informative.
The informative abstract
condenses the information in the report into a brief factual statement. It
provide
s
readers with sufficient information to render the reading of the entire document optional. It provides in condensed form all of the essential information in the report
:
Purpose
Method
Scope
Key sections of the text ( findings, problems, possible solutions, etc)
Conclusions
RecommendationsSlide19
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTS
PREFATORY PARTS (PRECEDING THE BODY OF REPORT)
Abstract
Abstracts should be less than a
single page
long,
single-spaced.
They should be written in complete sentences with logical transitions.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTS
PREFATORY PARTS (PRECEDING THE BODY OF REPORT)
Acknowledgements
An acknowledgement is a statement of credit given to an individual or a group of individuals who have assisted the writer of the report. It names the person credited, the contributions s/he has made, and the effect of his/ her contribution.
An acknowledgement is placed
on a separate piece of paper
and
follows the abstract
of the report.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTS
PREFATORY PARTS (PRECEDING THE BODY OF REPORT)
Table of Contents
The table of contents shows the headings in a report and their page numbers.
The primary purpose
:
to let your readers find specific information easily.
Its secondary purpose is to give your readers an overview of the content and structure of your report.
You should wait to prepare the table of contents until after you have completed the report
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTS
PREFATORY PARTS (PRECEDING THE BODY OF REPORT)
Table of Contents
It’s important to include an elaborative table of contents showing
:
main headings and all sub-headings,
showing the relationship of those parts by
indentation
and a clear
numbering
system
For short reports include all headings. For longer reports you might want to list only first- and second-level headings.
Leaders
(spaced or
unspaced
dots) help guide the eye from the heading to the page number.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTS
PREFATORY PARTS (PRECEDING THE BODY OF REPORT)
Table of Contents
The first item in the contents will most probably be the abstract or executive summary.
Normally, you
won’t
list
the preliminary pages
unless you write a preface; however, you list the
supplementary parts
(or back matter), including the appendixes, references, and glossary.
Do not mix
table of
contents with the” list of tables and figures”.
The visuals are not parts of reports, so they are not included in table of contents page
.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTS
PREFATORY PARTS (PRECEDING THE BODY OF REPORT)
Table of Contents
Suggestions For Writing Table of Contents
Include sub-headings as well as main headings
Write full and informative headings
Use decimal numbering system, indentation, and varying weight of type
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTS
PREFATORY PARTS (PRECEDING THE BODY OF REPORT)
List of Tables and Figures
You may list tables and figures (visual display of data) on a page
following the contents page.
This list is most useful when there are many visuals and your report is long. (The NISO standards require this list when there are five or more figures.)
There is less need for this page in a 10-page report because readers can easily skim to locate the visuals. If you include the list, format it in the same way you formatted the table of contents page.
Include:
The label and number ( Figure 1)
The title of the visual
The page number
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTS
PREFATORY PARTS (PRECEDING THE BODY OF REPORT)
Executive Summary
An
executive summary
summarizes a long report, proposal, or business plan.
It concentrates on what management needs to know from a longer report, so the purpose is to present an overview of a longer report to people who may not have time to read the entire document.
This timesaving device summarizes;
the purpose
key points
findings
conclusions
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTS
PREFATORY PARTS (PRECEDING THE BODY OF REPORT)
Executive Summary
An executive summary is usually no longer than 10 percent of the original document. Therefore, a 20-page report might require a 2-page executive summary.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
1. PREFATORY PARTS
PREFATORY PARTS (PRECEDING THE BODY OF REPORT)
Executive Summary
General Guidelines:
Present
the goal
or purpose of the document being summarized. Why was it written?
Highlight the
research methods
(if appropriate),
findings
,
conclusions
, and
recommendations
.
Omit
illustrations, examples, and references.
Organize for readability by including headings and
bulleted
or enumerated lists.
Include your reactions or an overall evaluation of the document if asked to do so.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
2. BODY OF REPORT
The main section of a report is the body.
It generally begins with an
introduction
,
includes a discussion of
findings
, and
concludes with a
summary
and possibly recommendations.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
2. BODY OF REPORT
All reports have
a beginning that
introduces the issue
,
a middle that
presents the results of investigation
,
an ending that
applies the results to the problem
to show whether and how the problem is solved.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
2. BODY OF REPORT
:
Introduction
The body of a formal report starts with an introduction that sets the scene and announces the subject. The introduction;
Describes the problem or purpose that has occasioned the report.
It answers the questions of
:
who,
what,
where,
when,
why
h
ow
in order to establish the context for the problem and its significance.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
2. BODY OF REPORT
Introduction
It also
forecasts
the rest of the report by indicating
how the report will develop
and
what its major sections
are.
A literature review may be a part of the introduction as a way of establishing the problem.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
2. BODY OF REPORT
Introduction
A good report introduction typically covers the following elements
:
Background
Problem or purpose
Significance
Scope
Sources and methods
Summary
Organizatio
nSlide34
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
2. BODY OF REPORT
Introduction
A good report introduction typically covers the following elements, although not necessarily in this order:
Background
:
Describe the events leading up to the problem or need.
Problem or purpose:
Explain the report topic and specify the problem or need that motivated the report.
Significance:
Tell why the topic is important. You may wish to quote experts or cite secondary sources to establish the importance of the topic.Slide35
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
2. BODY OF REPORT
Introduction
Scope.
Clarify the boundaries of the report, defining what will be included or excluded.
Sources and methods:
Describe your secondary sources. Also explain how you collected primary data.
Summary:
Include a summary of findings, if the report is written directly.
Organization:
Preview the major sections of the report to follow, thus providing coherence and transition for the reader.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
2. BODY OF REPORT
Discussion of Findings
This is the main section of the report and contains
numerous headings and subheadings.
This section discusses, analyzes, interprets, and evaluates the research findings or
solution
to the initial problem. This is where you show the evidence that justifies your conclusions
.
.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
2. BODY OF REPORT
Discussion of Findings
It is unnecessary to use the title
Discussion of Findings
;
many business report writers prefer to begin immediately with the major headings into which the body of the report is divided.
You may organize the findings chronologically, geographically, topically, or by some other method.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
2. BODY OF REPORT
Discussion of Findings
Regardless of the organizational pattern, present your findings logically and objectively.
In most cases you will want to avoid the use of first-person pronouns
(I, we),
unless you are certain that your audience prefers informal language.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
2. BODY OF REPORT
Discussion of Findings
Include
tables, charts, and graphs
if necessary to illustrate findings.
Analytic and scientific reports may include another section titled
Implications of Findings,
in which the findings are analyzed and related to the problem.
Less formal reports contain the author’s analysis of the research findings within the
Discussion
section.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
2. BODY OF REPORT
Summary
A summary review the main points of the report. If the report has been largely informational, it ends with a
summary of the data presented.
The report may end with a summary
if
the purpose of the report has been to describe
an existing situation
or the
current state of knowledge.
The summary thus wraps up the report and reinforces the main points
.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
2. BODY OF REPORT
Summary
T
he summary also can prepare the readers for your conclusions and recommendations.
A review of the main points
can be especially useful in a long report that asks readers to recall a lot of information.Slide42
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
2. BODY OF REPORT
Conclusions
The conclusion to a report tells
what the findings mean
, particularly in terms of solving the original problem.
Conclusions answer the research question. If the report analyzes research findings, then it ends with conclusions drawn from the analyses. Slide43
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
2. BODY OF REPORT
Conclusions
An analytic report frequently poses research questions. The conclusion to such a report reviews the major findings and answers the research questions
.
Conclusions go a step beyond summary because answering the questions
requires evaluation and interpretation
, including the reconciling of contradictory results.
In a complex project, there may be multiple conclusions to draw and thus the section name is plural.Slide44
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
2. BODY OF REPORT
Recommendations
This section directs the action. It
advises
what should be done based on the conclusions.
If a report seeks to determine a course of action, it may end with conclusions and recommendations.
Recommendations regarding a course of action may be placed in a separate section or incorporated with the conclusions
.Slide45
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
2. BODY OF REPORT
Recommendations
Managerial reports usually contain recommendations.
The recommendations part do not need to provide much explanation because that has already been appeared in conclusions. Slide46
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
Creating Effective Visuals
Tables
Formal Tables
They give detailed information and include detailed heading system. Look at page 204.
They include the following items:
Table Number
Title
Units of measure
Row Headings / Column Headings
Data
Footnotes
SourceSlide47
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
Slide48
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
Creating Effective Visuals
Tables
b. Tables with text
Compared with paragraphs, tables can present many kinds of textual information; thus, it is easier for the reader to understand.
See sample on p.205.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
Tables b. Tables with text
See sample on p.205.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
Creating Effective Visuals
Tips for creating tables:
*Use extra space or horizontal lines to seperate the rows
*Make key info stand out with bold, color, highlighting
*Sort row and column headings (group related items under a common heading)
* Avoid too large tables ( include only necesary info / if still large, divide it into 2 or more seperate parts.
See sample on p.205.
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
Creating Effective Visuals
2. Line Graph (p.206)
Use:
1. to show trends and cycles
2. To show the relationship between 2 or more variables.
Key concepts:
Figure Number
Title
Source
Axis : X- axis & Y-axis
Data Points
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
Creating Effective Visuals
2. Line Graph
Slide53
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
Creating Effective Visuals
2. Line Graph
Slide54
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
Creating Effective Visuals
Tips for Creating Line Graphs
Use different colors to enable the readers distinguish among the lines. If you cannot use colors, use different dashes for each.
If possible begin lines at zero to avoid misleading readers.
If it’s not practical to start the lines at zero, use hash marks to signal this. Slide55
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
Creating Effective Visuals
3. Bar graphs (p.208)
Use
: to help your readers compare quantities and see the trends at a glance
Key concepts:
Figure Number
Title
Source
Axis : Y-axis
Labels for bars
***
Arrange bars in the order that your readers will find most helpful. Alternatives include
arranging them
alphabetically
,
chronologically
, or
from longest to shortestSlide56
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORTSlide57
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORTSlide58
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORTCreating Effective Visuals4. Pie Charts (p.212)
Use
: to show the composition of a whole
Key concepts:
Figure Number
Figure Title
Wedges
***You can emphasize a particular wedge in 2 ways : 1 . Use contrasting color 2. pull a wedge out of the pieSlide59
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORTSlide60
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORTCreating Effective Visuals
Tips for Creating Pie Charts
Be sure that your wedges add up to 100 %
Limit the number of wedges to 8 or fewer.
Create an “Other” wedge if you have several small quantities. Include a footnote to explain what is involved in “Other” category.Slide61
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORTSlide62
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORTCreating Effective Visuals
5. Photographs (p.214)
Use
: to show the readers how to perform a task , locate an object, or see how something looks.
Key concepts:
Figure Number
Figure Title
LabelsSlide63
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
Anderson, P.V. (2011).
Technical Communication: A reader-centered approach
p.368Slide64
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
Anderson, P.V. (2011).
Technical Communication: A reader-centered approach
p.368Slide65
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORT
Anderson, P.V. (2011).
Technical Communication: A reader-centered approach
p.368Slide66
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORTCreating Effective Visuals
6. Drawings (p.216)
Use
: to show how to do something or how something is constructed
Key concepts:
Figure Number
Figure Title
LabelsSlide67
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORTCreating Effective Visuals7. Flowcharts (p.220)
Use
: to help your readers understand the steps in a process or procedure
Key concepts:
Figure Number
Figure Title
Labels
Symbols / Drawings
ArrowsSlide70
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COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORTSlide73
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
2. BODY OF REPORTCreating Effective Visuals
8. Organizational Charts (p.222)
Use
: to help your readers understand the scope and arrangement of an organization
To help the readers understand the formal lines of authority and responsibility in an organization.
Key concepts:
Figure Number
Figure Title
Boxes
ArrowsSlide74
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3
.
SUPPLEMENTARY PARTS ( BACK MATTER)
Works Cited , References, or Bibliography
This section includes the works that have been cited in the text.
Your method of report documentation determines how this section is developed.
If you use the Modern Language Association (
MLA
) referencing format, all citations would be listed alphabetically in the
“Works Cited.”Slide77
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.
SUPPLEMENTARY PARTS ( BACK MATTER)
Works Cited , References, or Bibliography
If you use the American Psychological Association (
APA
) format, your list would be called “
References
.”
Regardless of the format, you must include the author, title, publication, and date of publication, page number, and other significant data for all sources used in your report. Slide78
COMPONENTS of A REPORTCANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT
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.
SUPPLEMENTARY PARTS ( BACK MATTER)
Works Cited , References, or Bibliography
Writing APA Citations – Appendix F , p.224Slide79
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.
SUPPLEMENTARY PARTS ( BACK MATTER)
Appendix
The appendix contains any
supplementary
or
supporting
information needed to clarify the report.
This information is relevant to some readers but not to all.Slide81
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SUPPLEMENTARY PARTS ( BACK MATTER)
Appendix
Extra information that might be included in an appendix are such items as
:
survey forms,
a survey cover letter,
correspondence relating to the report,
maps,
other reports,
optional tables. Slide82
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SUPPLEMENTARY PARTS ( BACK MATTER)
Appendix
If there is
more than one Appendix
, each appendix should have a
label
and
title
:
Appendix A. Guidelines for Visuals
Appendix B. Ways to follow in research process
T
hese
items should be referenced in the body of the report.
Each Appendix should begin
on a separate page
and be
listed on the table of contents. Slide83
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SUPPLEMENTARY PARTS ( BACK MATTER)
Glossary
a mini dictionary
of terms that apply to the topics of the report
.
Include in it only those terms that will be unfamiliar to your readers.
If you believe that most of your
readers will need the glossary
to read the report effectively, you might
move the glossary to the front of your report. Slide84
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Index
If your document is too long for your readers to thumb through quickly, give them a quick path to specific pieces of information by creating an index.
Identify the kind of information they may want to locate without reading the rest of the report. Slide85
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Index
You must create an index by generating an
alphabetized list
of the words used in your report.
If several index topics can be gathered under a single word, indent t
h
em
under the main word to create second-level entries
From this list, you can index those that will help your readers find the information they want.