Technical Writing DSST

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Abstract
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– An abstract is a summary of a body of information. Sometimes, abstracts are in fact called summaries—sometimes, executive summaries or executive abstracts.
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There are different kinds of abstracts—your technical report uses two types
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the descriptive abstract and the informative abstract. Abstracts are typically 200-250 words
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When should abstract be written
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Abstracts should be written after a paper is complete so the abstract accurately reflects the paper.
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The Descriptive abstract
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provides a description of the report’s main topic and purpose as well an overview of its contents. It is very short—usually a brief one- or two-sentence paragraph. In this report design, it appears on the title page. In this type of abstract, you don’t summarize any of the facts or conclusions of the report.
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Informative abstract
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provides information from the body of the report—specifically, the key facts and conclusions. To put it another way, this type of abstract summarizes the key information from every major section in the body of the report.
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the requirements for the informative abstract are
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• Summarizes the key facts, conclusions • Usually about 10 percent of the length of the full report • Summarizes the key information from each of the main sections of the report, and proportionately • Phrases information in a very dense, compact way. Sentences are longer than normal and are crammed with information. • Omits introductory explanation, unless that is the focus of the main body of the report. • Omits citations for source borrowings • Includes key statistical detail. One expects to see numerical data in an informative abstract • Omits descriptive-abstract phrasing * presents details of conclusions and recommendations
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What is an Introduction in a REPORT for business or technical documents
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Should include: -such as what is it about -why was it written -what’s it for -for whom it written, -its main contents.
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What should be in the beginning of a report
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Readers need a basic orientation to the topic, purpose, situation, and contents of a report
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6 parts to an INTRODUCTION
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– Topic – Purpose and situation – Audience – Overview of contents – Background on topic – Background on the situation
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Conclusions and Recommendations
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Summaries, True Conclusions, Afterwards
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What are the 4 ways to end a Business Report
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-a summary -a true conclusion -an afterword -and nothing. Yes, it is possible to end a document with no conclusion (or “final section”) whatsoever.
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What is in the Final Section or Conclusion of a end of a Business Report
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the final section is some combination of the first three ways of ending the document. (Summary, conclusion, afterword)
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Business Letters – What are the types – Examples
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Job Applicants Cover Letter or Letter of inquiry about a job or opportunity.
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What are the two things people send to employers when looking for a job
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Letter of Inquiry and Résumé (CV), to an employer for whom they would like to work.
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What is in a Letter of inquiry or Cover Letter for a job?
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usually short and to the point, containing only the request and a short introduction with an address, phone number or e-mail address from the sender’s side
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What are the four indention formats that Business letters generally conform to
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Block, Semi-Block, Modified Block, and Modified Semi-Block
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What is the Semi-Block indention format
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“Semi-” means that the first lines of paragraphs are indented
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What is the Modified-Block indention format
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“Modified” means that the sender’s address, date, and closing are significantly indented.
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What are the 2 most common styles of indention for Business Letters
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full-block and modified-block
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What is a Memo?
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A Memo is for ~inner~ communication. You would send a memo to your work colleagues or fellow students/professors from the same school.
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What is a Letter?
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A letter is for ~inter~ communication. You would send a letter to someone from a different company than yours, or a different school, etc.
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What’s the difference between a Letter and a Memo?
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A letter is more formal, requires more address information, politeness, use of titles
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What does a Letter and Memo have in common?
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Both have a – MAIN POINT (one-three sentences). Then write your supporting details. -EVERYTHING that is relevant. Don’t leave things out, but don’t put in things that aren’t necessary for the Main point. -Your request if there is one -Polite closing -Your initials/signature
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What are the Parts of a letter
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– Heading – Inside address – Salutation – Body – Complimentary close – Signature – End notations
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What is a business Proposal? or PROPOSALS?
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an offer or bid to do a certain project for someone
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What do PROPOSALS include?
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-technical background, -recommendations -results of surveys -information about feasibility,
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What MAKES a PROPOSAL a Proposal?
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It asks the audience to: -approve -fund – or grant permission to do the proposed project. *A proposal is overtly persuasive.*
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What is a RFP?
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Request for Proposals
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Describe an RFP
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Effective RFPs typically -reflect the strategy -short/long-term business objectives -provided detailed insight upon which suppliers will be able to offer a matching perspective.
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What is an IFB?
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Invitation for Bid
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Describe an IFB
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-used by federal, state, and local government agencies -to solicit bids on clearly defined products or services
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What is a Technical Report also called?
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Scientific report
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What is a Technical Report or Scientific Report?
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-describes the process, progress, and or results of technical or scientific research or the state of a technical or scientific research problem. -also include recommendations and conclusion of the research.
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What makes Technical Reports different from scientific journals
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-rarely undergo comprehensive independent peer review before publication. -there are no formal publishing procedures for such reports, except where established locally
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Who are Technical reports mainly created for?
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often prepared for sponsors of research projects
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What are the Types of Technical Reports?
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• Technical-background report • Instructions – probably the most familiar of all the types of reports • Feasibility, recommendation, and evaluation reports • Primary research report – aka Lab report • Technical specifications • Report-length proposal • Business plans
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What is a Technical-background report ?
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– the hardest to define but the most commonly written
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How popular are Instructions as a Technical Report?
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Instructions – probably the most familiar of all the types of reports
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What order do you write a Technical Paper?
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– Introduction – Findings – Conclusion – Recommendations
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Graphs?
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Technical writing contains graphics — drawings, diagrams, photographs, illustrations of all sorts, tables, pie charts, bar charts, line graphs, flow charts, and so on
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Tables
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Tables, are those rows and columns of numbers and words, mostly numbers. They permit rapid access to and relatively easy comparison of information
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Cover letters Types?
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-Objective letters -Highlight letters
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Objective letters (Cover Letter)?
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says very little: it identifies the position being sought, indicates an interest in having an interview, and calls attention to the fact that the resume is attached
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Highlight letters (Cover Letter)?
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application letter, the type you do for most technical writing courses, tries to summarize the key information from the resume, the key information that will emphasize that you are a good candidate for the job.
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Resumes can be?
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-Objective -Detailed -Functional -Thematic
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What are the 3 Sections of a Resume?
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the heading, the body, and the conclusion
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What is different about a Functional Resume?
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has separate sections for -work experience -education
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What is different about a Thematic Resume?
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separate sections for -the different areas of your experience -education
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What are Instructions ?
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Step-by-step explanations of how to do things: assemble something, operate something, repair something, or do routine maintenance on something.
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Table of Contents is?
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– “Contents or Table of Contents” -is a list of the parts of a book or document organized in the order in which the parts appear. -appears after the title page, copyright notices, and, in technical journals, the abstract
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Glossary ?
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-an alphabetical list of terms -at the end of a book -includes terms within that book which are either newly introduced or at least uncommon
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Index?
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alphabetical list of all the major topics and sometimes subtopics in a written work
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Appendix ?
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Located at the end of a formal report, proposal, or other long document, and supplements or clarifies the information in the body of a document
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How many Appendices can a report or book have?
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A document may have more than one appendix.
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What are some things in an Appendix?
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-Addendum, any addition to a document, such as a book or legal contract -Bibliography, a systematic list of books and other works -Index (publishing), a list of words or phrases with pointers to where related material can be found in a document
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Signatures?
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A signature (from Latin signare, “to sign”) is a handwritten (and sometimes stylized) depiction of someone’s name, nickname or even a simple “X” that a person writes on documents as a proof of identity and intent.
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What is a signatory?
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The writer of a signature
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What is the traditional function of a signature ?
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1. The provenance of the document (identity) 2. The intention (will) of an individual with regard to that document
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What is a Salutation?
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-Salutations usually take the form “Dear [recipient’s given name]” -is a greeting, in particular a formal greeting used in a letter -Has a style of valediction
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What is a style of valediction?
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-valediction is commonly used in English to refer to a complimentary closing – a courteous, formulaic phrase preceding the writer’s signature that expresses the writer’s good will toward the recipient.
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What salutation is used if the name of the intended recipient is unknown?
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-“Dear Sir/Madam” -“Dear Madam/Sir” -“Dear Sir or Madam” -“Dear Madam or Sir” -“Dear Sirs”
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What Salutation is used for Professionals?
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Professional titles such as “Professor” or “Doctor” are often preferred over social title
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Who do you use salutation Ms. for?
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Ms.” is for cases in which the marital status is either unknown to the writer or is irrelevant.
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Who do you use salutation Miss for?
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“Miss” is generally reserved for unmarried women. “
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Who do you use salutation Mrs for?
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“Mrs.” is reserved for married women, and usually only those who have taken their husbands last name. In older conventions
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What are Headings ?
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Headings are like the parts of an outline that have been pasted into the actual pages of a report or other document
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What are Titles?
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A title is a prefix or suffix added to a person’s name to signify either veneration, an official position or a professional or academic qualification. – for example, Graf in German, Cardinal in Catholic usage or clerical titles such as Archbishop or Ter in the Armenian Apostolic Church)
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What are the 2 types of Inquiry Letters?
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• Solicited • Unsolicited
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What is a Solicited Letter?
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You write a solicited letter of inquiry when a business or agency advertises its products or services.
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What is an Unsolicited Letter?
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Your letter of inquiry is unsolicited if the recipient has done nothing to prompt your inquiry.
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What is Functional Analysis ?
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Functional analysis is the branch of mathematics, and specifically of analysis, concerned with the study of vector spaces and operators acting upon them
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What is Causal Analysis?
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The search for the cause or causes of particular events and objects. A causal factor is a variable which causes change in another variable
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What is Active Voice?
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an active sentence, the subject is doing the action. A very straightforward example is the sentence “Steve loves Amy.” Steve is the subject, and he is doing the action: he loves Amy, the object.
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What is Passive Voice?
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the target of the action gets promoted to the subject position. Instead of saying, “Steve loves Amy,” I would say, “Amy is loved by Steve.” The subject of the sentence becomes Amy, but she isn’t doing anything.
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What is Conciseness ?
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Concision: terseness (Brief and to the point; effectively concise) and economy in writing and speaking achieved by expressing a great deal in just a few words.
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What is Concision?
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the removal or rewording of a wordy sentence to take out unnecessary items.
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What are some products of writing to instruct?
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– a manual for a product (ie a printer)
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What are some products of writing to inform?
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progress and activity reports
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What are some products of writing to document?
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trouble or trip reports
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How are numbers represented in documents?
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Numbers, when are they spelled out – (1 through 10 are spelled out. Anything after 10 is listed as a number).
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Examples of Numbers in writing
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Examples: I rehearsed my presentation three times. The association added 150 new members. One hundred and fifty new members joined the association. We have had over a thousand requests this month.
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Which part of a technical paper will most people read fully?
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the abstract
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What is in a Formally solicited proposal?
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-Requirements Matrix, which matches customer requirements with the paragraph and page numbers of where those requirements are addressed in the proposal -Executive Summary, which outlines the primary benefits of the vendors’s solutions to the customer’s requirements -Technical Volume, which demonstrates how each requirement will be met -Management Volume, which describes how the program will be managed -Cost Volume, which provides all costing data, as well as implementation plans and schedules
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What is in a Informally solicited business proposal?
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-A description of the seller’s capabilities or products -A discussion of key issues -A description of the buyer’s specifications and how they will be met -The cost of the offering -A schedule for delivery of the products or services -Proof of prior experience i.e. Testimonials from previous customers, Descriptions of previous projects
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What are the roles in business Proposal Management?
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-Creator – responsible for creating and editing content. -Editor – responsible for tuning the content message and the style of delivery, including translation and localization. -Publisher – responsible for releasing the content for use. -Administrator – responsible for managing access permissions to documents and files, usually accomplished by assigning access rights to user groups or roles. -Consumer or viewer – the person who reads or otherwise takes in content after it is published or shared.
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Memos have a twofold purpose?
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-they bring attention to problems -they solve problems
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What is a White Paper?
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-Corporations use white papers to sell information or new products as solutions that would serve their customers’ needs. – is to advocate that a certain position is the best way to go or that a certain solution is best for a particular problem
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What is H-A-T-S
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HATS: A Design Procedure for Routine Business Documents
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Spell out HATS
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The presentation outlines -how to use headings, (information) -access, -typography (fonts), and -space in routine professional documents to promote user-centered communication.
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What is Jargon?
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a vocabulary particular to a place of work
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Reverse chronological résumé
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lists a candidate’s job experiences in reverse chronological order, generally covering the previous 10 to 15 years. Positions are listed with starting and ending dates. Current positions on a rĂ©sumĂ© typically list the starting date to the present or to the current year. Both are considered acceptable.
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Hybrid résumé
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balances the functional and chronological approaches. A résumé organized this way typically leads with a functional list of job skills, followed by a chronological list of employers. The hybrid résumé has a tendency to repeat itself and is, therefore, less widely used than the other two
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Online résumés
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Many employers now find candidates’ rĂ©sumĂ©s through search engines, which makes it more important for candidates to use appropriate keywords when writing a rĂ©sumĂ©.
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What is a technical writer?
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is a professional writer who engages in technical writing and produces technical documentation for technical, business, and consumer audiences.
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What is a technical description?
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An textual account, usually detailed, of the mechanics of all or part of the technology vested in the project.
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What is Technical drawing?
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known as drafting or draughting, is the act and discipline of composing plans that visually communicate how something functions or is to be constructed.
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What is an executive summary?
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sometimes known as a management summary, is a short document or section of a document, produced for business purposes, that summarizes a longer report or proposal or a group of related reports
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What is a periodical?
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The popular periodicals are magazine and newspapers. The scholarly periodicals are found in libraries and databases. Also are Journals
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What is a professional journal?
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A trade magazine, or trade rag, also called a professional magazine, is a magazine published with the intention of target marketing to a specific industry or type of trade.
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What is a schematic?
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Picture (of a diagram or other representation) symbolic and simplified.
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What is a flowchart?
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a diagram of the sequence of movements or actions of people or things involved in a complex system or activity.
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What is a boolean search?
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Boolean searches allow you to combine words and phrases using the words AND, OR, NOT (known as Boolean operators) to limit, broaden, or define your search.
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What is a feasibility study?
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an assessment of the practicality of a proposed plan or method.
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What is a market survey?
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Market research is any organized effort to gather information about markets or customers. It is a very important component of business strategy
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What is a letter of transmittal?
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Transmittal letters are usually brief. The first paragraph describes what is being sent and the purpose for sending it. A longer transmittal letter may summarize key elements of the proposal in one or two sentences and provide the recipient with other useful information.
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What is in a process description?
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Shows all the major steps in a task. A documented expression of a set of activities performed to achieve a given purpose that provides an operational definition of the major components of a process.
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What is a SOP?
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Standard operating procedures (SOP) are a detailed explanation of how a policy is to be implemented.
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What is a Transmittal Letter?
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Transmittal letters often accompany reports and inform readers of a report’s context. Typically, the letter includes information not found in the report. you should include the recipient’s address, your address, a salutation and closing
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When do you use a Title Page?
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A technical report should always include a title clearly identifying the report. A title should be descriptive and accurate, but not wordy, verbose or too terse.
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Why use a List of Figures & List of Tables?
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These two separate lists assist readers in locating your photos, drawings, tables, graphs and charts.
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What are References?
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Whenever you cite information (this includes graphics) from another source, you must credit the source in your References. Always check with your instructor to determine which reference style to use.
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3 rules of Technical writing
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-Establishing goals: -Analyze the Audience -Ensuring Validity
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What is Report?
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Reports communicate information, which has been compiled because of research and analysis of data and of issues
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What should be in a Technical Report?
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-short paragraph summarizing what the report is -include graphs and diagrams to illustrate the data from the research. -details of work, problems encountered, questions that arose and the consequences of actions towards the research.
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What is in a Progress Report?
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-explain the progress of a given project or several projects. -reassure recipients that you are making progress, that the project is going smoothly, and the expected completion date. -how much work is complete, what work is still in progress -what work remains to be completed. It should also include what problems have occurred, and how the project is going in general.
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What is in a Inspection Report?
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Inspection reports explain the condition of the item being inspected as observed at the time of inspection.
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What is in a Research/laboratory report ?
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-include scientific information that is gathered during a study. -information is presented and tested to -should include *the title of your report, *introduction, *objective, *hypothesis *method and materials, and the results. * A summary
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What is in a Manual?
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a training tool to educate the reader how to use, run, install, set up or build a tool/product. It should include simple language and images.
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What are types of Manuals?
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-Instructions -Procedures -User Guides
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What should be in the First Level of a Heading?
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i.Make first-levels all-caps. ii.Use Roman numerals with first-levels. iii.Either underline the words but not the Roman numeral iv.Make first-levels centered on the page.
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What are some Visual Aids that make Technical Reports, Proposals and such understandable?
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Visual aidsencompass many items: tables and graphs, illustrations,and charts.
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What is a sequence?
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Information presented in a logical sequence creates a readable document. Certain sequence patterns, or methods of development, are useful when creating technical documents.
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What is the tone in a report mean?
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The tone you set in thedocument, just as your speaking reflects an attitude, an attitude to the reader and to the subject matter.
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An exploded view
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A technical drawing that shows the relationship of each part of an object by expanding the spatial juxtaposition between parts is: – an exterior view – a cross section view – an exploded view – a cutaway view
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A problem analysis
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An informal report that presents objective, detailed descriptions of problems for the reader’s comparisions and evaluations is known as: – a recommendaiton report – a problem analysis – a progess report – an evaluation
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Periodical
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An information source that is published at regular intervals is known as a: – periodical – magazine – professional journal – professional abstract
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A sequence of steps presented in such a manner that the reader understands that sequence of steps
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Process descriptions provide: – a sequence of steps presented ina manner that allows the reader to preform a sequence of steps – a sequence of steps presented in such a manner that the reader understands that sequence of steps – standard operating procedures for writing technical manuals – a sequence of steps presented in such a manner that the reader could illustrate those steps
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An expanded definition that emphasizes physical details
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A technical description is best described as: – a verbal representation of something better illustrated by a graphic – an expanded definition that emphasizes physical details – an expanded definition that contains mathematical component(s) – any description of any item discussed in a technical document
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When writing a neutral letter, the author must realize that:
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– it will be of less interest to the reader; thus, the style can be more relaxed than positive or negative letters. – the letter will probably be scanned rather than read – since the neutral letters do not carry the impact of either a positive or negative letter, they must be short – because the reader generally has no direct personal interest in the letter, the author must be absolutely clear as to the purpose of the communication
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Audience for technical writers like the Public, what do they want to know?
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Needs to be informed to understand pros and cons and impacts and costs to make decisions on initiatives or other policy issues
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Audience for technical writers like the Project Team, what do they want to know?
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Needs to understand scientific detail, supporting data, functions,constraints, considerations, and sensitive issues
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How are sidebars used?
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Sidebars are useful for drawing attention. They are usually brief—from one sentence to a paragraph in length—set off with a box or shading. You can use sidebars in a variety of situations. They may contain a summary of key information that you want everyone to read, or a supporting fact that you want to emphasize.
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How are Figures and Tables used?
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provide an instant understanding of complex information. They must be accurate, meaningful, and described in the text. Whenever possible,keep figures and tables in close proximity to the text that describes them
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What’s a cross reference used for?
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use across-reference to guide the reader to the location. Cross-references help the reader know when more information about a topic is available .
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What are Meeting Agendas and Meeting Minutes used for?
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Agendas and minutes are before and after pictures of the same event. The agenda list who was invited and the meeting’s intent, and the minutes document who attended and what happened.
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The agenda should include what?
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The agenda should include the following: 1. Date, place, start time and, if possible, expected end time 2. List of participants 3. Purpose/Objective 4. Issues to be discussed 5. Items to be presented
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Meeting Minutes should include what?
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The format follows the agenda closely 1. Date, time, and place of meeting 2. Names of those in attendance 3. Purpose of the meeting 4. Each issue addressed and highlights of the discussion 5. A notation of any materials handed out at the time 6. Outcome or decisions made (if an agreement was made to meet again, note place and time of next meeting)
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What are Quick reference guides?
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Quick reference guides provide ready reference to essential features during the use of hardware or software. They may include graphical devices and other job aides.
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What are Software user guides?
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Software user guides provide instructions for using a software product. Since there has been a tendency to put these manuals online, third-party publishers have been selling such books to satisfy consumer need.
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What are Software reference guides?
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Software reference guides provide accessible reference information on the features and functions of a software product.
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What are Hardware/Software combination guides?
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Hardware/Software combination guides provide instructions for using a hardware product and modifying or programming its firmware/software. Examples include manuals for computer printers, fax machines, modems and such.
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What are Hardware user guides?
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Hardware user guides provide instructions for using a hardware product. “Hardware” means any electronic or mechanical device, including computers, lawnmowers and stereo equipment.
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What are Hardware installation, reference and repair guides used for?
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Hardware installation, reference and repair guides provide accessible reference information on the features and functions of a hardware product. They also explain how to install, modify, maintain or repair a piece of hardware.
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What are the types of Administrative materials?
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Most companies need documents to cover various administrative requirements. Such material includes: Organization manuals Training materials Annual reports
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What is an Organization manual?
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Organization manuals provide guidance to employees or customers of an organization. They include policies and procedures manuals, style and identity guides and benefits guides.
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What is a Training material?
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Training materials are publications developed for use in a training or classroom environment by either the trainer or student participant; may include manuals, tutorials, workbooks, and instructor guides.
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What is an Annual reports?
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Annual reports summarize the activities or financial position of a corporation, governmental agency, or nonprofit community organization.
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What is Magazine or trade journal articles used for?
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A company may want articles published in magazines. This material would include news and information about an organization, technology, industry, or scientific field. It may be intended for an internal or external audience, a special interest audience or the general public.
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What are Newsletters used for?
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Some companies distribute newsletters giving information about company happenings. Newsletters may be intended for an internal or external audience.
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What are Technical reports used for?
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Companies may want reports written on scientific or technical efforts. They are usually aimed at the professional community or a contracting agency.
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What do Technical Writers create for Speakers?
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Speeches-Top company officials may need speeches written for special occasions or presentations. Some technical writers specialize in this field.
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Which type of abstract is limited to a document’s purpose, scope, and research methods?
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Informative
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What terms refers to a body of standardized text reused in various business documents without any changes?
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Template
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A highly detailed statement about the materials and dimensions required to manufacture or install a product is known as a
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directive
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The primary audiences of technical documents are typically persons who
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experience the results of a document’s proposal
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Which section of an initial progress report should list necessary materials and the anticipated completion date of a project?
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Appendix
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When deciding the best placement of definitions, it is most important to consider a technical document’s
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audience
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Which of the following components would most likely be included in the body of a formal sales proposal? I. List of figures II. Cost analysis III. Site preparation
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I, II, and III
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What is a brochure?
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a small book or magazine containing pictures and information about a product or service.
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Which of the following would most likely be written when a firm is considering the relocation of its manufacturing facilities?
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Procedural report
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The primary purpose of a Standard Operating Procedure document is to
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define the function of a process
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The primary purpose of a topic sentence in a paragraph is to
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persuade the reader
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All of the following are effective graphics for illustrating numerical data EXCEPT
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pictographs
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Which of the following graphics is best used to illustrate the schedule of a project?
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Organization chart
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Which of the following is characteristic of most feasibility reports?
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Foreword and preface
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Which of the following appears first in most justification memos?
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Primary and secondary research results
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What helps readers understand the steps of a complex event?
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Product description
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What is an example of primary research?
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Operating manuals
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Which type of graph is based on a line graph?
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Subdivided bar graph
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The conclusion of a feasibility report serves the purpose of
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reviewing budgetary guidelines
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What is the best method for editing a document with short, choppy sentences?
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Adding transitions
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Which revision method is most commonly associated with instructional writing?
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Case study
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Which of the following is the most important factor when determining the best tone for a document?
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Scope and topic
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Which organizational pattern would be most appropriate for the recommendations section of a feasibility report?
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Division and classification

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