Key No. 8
Report Editing, Layout And
Presentation
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It is necessary to draw the reader's attention to the subject
matter, to condition the reader for what he or she is about to read and to
focus attention on the key issues and conclusions. |
Editing and Layout
You have now arrived at the point where editing,
layout, format and presentation of your writing has to be carried out. At
first, it will be necessary to re-read your draft material to ensure that the
objectives or terms of reference are complied with and that the treatment of
the subject matter follows a logical pattern similar to those given in the
guidelines of the previous sections. It may be necessary to use a "cut and
paste" technique to improve the continuity and integration of your material,
but if you have access to a word processor this task can be carried out very
efficiently. You will appreciate that it is necessary to draw the reader's
attention to the subject matter, to condition the reader for what he or she is
about to read and to focus attention on the key issues and conclusions. A
document well laid out will achieve these objectives. Grammar, punctuation and
spellings must also be verified and all associated charts, graphics, etc. must
be checked for applicability and correctness.
Format
Next, all the associated information that will
make your document complete must be prepared and compiled in the order below or
in an appropriate order to suit your writing. Theses documents are dictated by
Colleges and Universities and follow a variety of formats.
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TITLE PAGE: |
Title
should be short and precise. |
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AUTHOR'S PAGE: |
Title,
your name, address, date, prepared for, reference. |
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INDEX OF TEXT: |
Number
chapters, sections, pages. |
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INDEX OF OTHER DATA: |
Number
appendices, drawings, charts, graphs, tables. |
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TERMS OF REFERENCE: |
Subject
matter and objective. |
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SUMMARY OF DOCUMENT: |
Abstract. |
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RECOMMENDATIONS: |
List. |
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SCOPE OF REPORT: |
Restrictions and limitations. |
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STAGES OF STUDY: |
Research undertaken, references, location and time frames. |
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BACKGROUND: |
Historic data, examples and references. |
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INTRODUCTION: |
Outline
of the subject, objective and intermediate steps. |
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EDITED TEXT: |
Main
body of report as per guidelines given in Key 7. |
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RECOMMENDATIONS: |
List in
detail at end of document. |
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APPRECIATIONS: |
Refer. |
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CREDITS: |
List. |
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REFERENCES: |
List. |
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APPENDICES: |
Include
appendices, drawings, charts, graphs, tables. |
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ATTACHMENT: |
Include. |
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BLANK SHEETS: |
For
readers notes and comments |
Presentation
Impact
Finally, the presentation of your writing in the
form of a document or report should receive careful consideration. The type
faces, line spaces, margins, etc. should be selected to facilitate the reader
and to enhance your work. Avoid monotonous blocks of text. Use headings and
sub-headings to break-up your writing. Highlight a paragraph's key points by
using a bold typeface, underlining or by setting them out as separate points
and flagging them accordingly.
Remember
your writing should be easy to read, review and remember.
Your document should be bound for presentation
and protection. Commercially available binders and covers are available which
will enhance your work and protect it from damage, wear and tear.
Your writing is now complete. It is a work of art and like a painting or
sculpture it will reflect your skill and will be of interest and value to
others.
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Key Points |