Document Supplements: All the Parts of “Large” Documents Dr. Jennifer L. Bowie Document Design Some information from Lannon

Why Supplements? Added to reports and other longer documents to accommodate readers –Allows readers to avoid reading the whole report –Allows readers to focus on the information they deem important (like an overview, the bottom line…)

Overview of the Parts Front Matter (before the report, with lowercase roman numerals): –Cover –Title page –Letter of transmittal –Table of contents –Lists of figures and/or tables –Abstract End Matter (after the report, with arabic numerals): –Glossary –Appendix(es) –Footnotes/Endnotes pages –Bibliography/References/ Works Cited page –Index

The Parts: The Cover Placement: first thing in the report Includes: title and author Should be sturdy and fastened in such a way that the document can lie flat when opened Not numbered or even counted in the numbering

The Parts: Title Page Placement: right after the cover Purpose: announce the documents subject and purpose Includes: title, author(s), organization or person the report is addressed to, date of submission Not numbered, but counted in the numbering

The Parts: Letter of Transmittal Placement: right after the title page Purpose: provide a specific audience overview, point out sections of special interest, acknowledge people who helped Includes: varies Numbered with lowercase roman numerals

The Parts: Table of Contents (TOC) Placement: right after the letter or title Purpose: lists contents, used as a navigational device, necessary on longer documents Includes: front matter, documents, and end matter (d0n’t include the TOC) Higher levels of headings from the document should be included –don’t be excessive, doesn’t have to include all levels of headings –don’t include headings not in the document –If you include one heading at that level (say level 3) include all Phrase headings the same as the report List headings at various levels in varying styles (be consistent, consider mimicking the design of your actual heading levels) Use leader lines or other visual devices to match numbers to headings Numbered with lowercase roman numerals

The Parts: List of Tables and Figures Placement: right after the TOC Purpose: lists tables or figures (two separate sections/pages) Include when a document has more than 4 of 5 of either types. Numbered with lowercase roman numerals Follow TOC formatting

The Parts: Abstract Placement: right after the TOC or list of visuals Purpose: varies can be informative, descriptive, executive Follow design of document Numbered with lowercase roman numerals

Your Document Comes Here

Now on to End Matter…

The Parts: Glossary Placement: right after the document Purpose: provide key definitions of special terms List in alphabetic order Highlight terms and then use a colon before the definition Make sure terms in glossary are marked in the document so it is clear they are in the glossary Numbered with arabic numerals, continued from documents

The Parts: Appendixes Placement: right after the glossary or document Purpose: catchall for important items not in the document such as: –formulas, interview questions & responses, maps, material for secondary readers, complex or long visuals, correspondence, statistical information Each major item should be separate Each appendix should be titled clearly (example Appendix A: List of Interview Questions) Appendixes include letters in their titles and are listed in alphabetic order (Appendix A, Appendix B) Appendixes need to be referred to in the document, like visuals Numbered with arabic numerals

The Parts: Reference Page Placement: last, unless there is an index Purpose: list all sources used Should be formatted in the correct format (such as MLA, APA,..) Numbered with arabic numerals

The Parts: The Index Placement: last Purpose: reference/navigational aid to key concepts Includes: key concepts that readers may want to find in the report and the pages where the concepts can be found Numbered with arabic numerals

Questions?