Front and Back Matters Chapter 11
Definitions • Front matter consists of the reference aids that come before the body of the document (tables of content, list of illustrations etc). • Back matter consists of reference aids that come after the body of the document (Glossary, appendix).
Reference Purpose • To help readers locate information in the document. • To help readers decide whether they want to read the document. • To summarize the document when readers may not have time to read the entire document. • To help readers to understand the document.
Types of Front Matter • Letter of transmittal – • Cover – • Title page – • Table of contents – • List of illustrations – • Abstract and Executive summary -
Letter of Transmittal - Purpose • To summarize the subject and purpose of the document. • To identify the occasion – the reason for preparing the document. • To emphasize any information in the document that is likely to especially interest the readers – methods, conclusions, recommendations etc.
Cover of Formal Report - Purpose • To protect the pages • To identify the document • To create a positive impression of your document and organization. To print the cover: • Use a laser printer to print the cover on ordinary page; then photocopy the cover onto heavier paper such as card stock. • Laminate the cover for durability and professional look. • Spiral bind the document.
Title Page contains.. • Document Title • Name of the organization for whom this has been prepared. • Your name and position • Your organization’s name or logo • Date that you submit the document to its intended readers.
Table of Contents • Use the exact wording that appears in the headings and subheadings • Show the heading levels by varying the type style and indenting • List only the first three levels of headings • Use guide dots to connect headings and page numbers • Include list of illustrations, abstract or executive summary, and any other front matter except the cover, title page, and letter of transmittal.
List of Illustrations • Separate tables and figures in the list if separate numbering sequence used. • Use the exact wording and number that appears with the illustration. • Use guide dots to connect the illustration and the page number.
Tips for writing Innovative Abstract • Identify the document • State the objectives or problem addressed in the document • Conclude with the key results, conclusions, or recommendations
Executive Summary (Conclusions) • Executive summary is a conclusion that provides the information that readers need to make decision or implement a recommendation. It should contain: • A general overview of the topic of the document or research. • A concise statement of the key results, conclusions and recommendations without excessive detail. • Include the information that readers need to make decision or to implement recommendations. • Use nontechnical language. • Give readers only the information they need.
The Back Matter • Works cited list • Glossary (In the body of document, Identify all words that appear in glossary, carefully define all difficult terms, list in alphabetical order, for definitions use phrases or clauses, include 1st page # of glossary in table of contents) • List of abbreviations or symbols (alphabetical order, use phrases or clauses for explaining) • Appendixes (information that is not essential for readers to understand the main points, conclusions etc)
Number the Pages • Use lowercase roman numerals ( i, ii..) for the front matter. • Use Arabic numerals for front and back matter (1,2,3…0) • Begin the body of the document on a right hand page even if it means that the left hand page might remain blank. • Leave the title page and any blank pages unnumbered even though it will be included in the page count.