Chapter 16: Adding Document Supplements
Chapter 16: Adding Document Supplements
Supplements are reference items that make a long document more accessible, to accommodate user with various interests. Supplements help address the problem that different people often use a document for different purposes. The cover and title page, with a clear title for the document, introduce the reader to the document's thesis. A letter of transmittal may be included, and it can be tailored to a specific audience. It can address who developed the report, sections of special interest, limitations, need for follow-up, personal observations, special uses for the information, and lastly, urges the reader to immediate action. Following the letter of transmittal is the Table of Contents which specifically lists the contents of the document by section and page number. A clear, easy to follow Table of Contents is essential for the reader to preview what is ahead, and for those only interested in certain sections, to find the sections clearly and speedily. A list of tables and figures follows the Table of Contents page. An Informative Abstract may be placed next in the document for readers who lack the time to willingness to read the entire document. This is a summary written for the general audience and includes the issue/need that led to the report, the major report findings, and a condensed conclusion and recommendation, if any.
A glossary follows the main document, and it is an alphabetical list of special terms and definitions. The glossary should define all terms which would be unfamiliar to a general audience or those that have a special meaning in your report. All terms should be defined by class and distinguishing features, and it is better to over define than to leave the audience unsure of your intended meaning(s). When a word is first used, use a * next to the word to indicate that it is a term defined in a glossary. A glossary should be listed in the table of contents by its first page number.
The appendix is a general term for items that are important,
but perhaps difficult to integrate, into the body of the main document.
It holds relevant material, and the writer should refer the readers in
the text to consult the appendix where necessary. Only one item per
page (appendix) should appear, and each page should be clearly labeled
with a heading, beginning with Appendix A: Subject of page, then
Appendix B: Subject of page and so on. Items that are commonly
placed in an appendix include photos, tables, charts, etc. larger than
4" x 4", related and relevant pamphlets, purchases orders, supply
descriptions, results of studies, questionnaires, and so forth. The material
placed in an appendix should enhance the document, not distract
from it. It should not take the place of properly organizing, writing,
and editing material that should be in the main body of the document.
The more complicated the subject, the more likely that an appendix will
be needed. The appendix, when done properly, can clarify issues for
the various levels of readers whether they are technical, non technical,
or novice.
Summary of Key Points 