Subject-Specific Writing 16 - Professional, Technical Writing 16

14、Writing Report Abstracts

Types of abstracts

There are two types of abstracts: informational and descriptive.

Informational abstracts

• Communicate contents of reports

• Include purpose, methods, scope, results, conclusions, and recommendations

• Highlight essential points

• Are short—from a paragraph to a page or two, depending upon the length of the report (10% or less of the report)

• Allow readers to decide whether they want to read the report

Descriptive abstracts

• Tell what the report contains

• Include purpose, methods, scope, but NOT results, conclusions, and recommendations

• Are always very short— usually under 100 words

• Introduce subject to readers, who must then read the report to learn study results

Qualities of a good abstract

An effective abstract

• Uses one or more well-developed paragraphs, which are unified, coherent, concise, and able to stand alone

• Uses an introduction-body-conclusion structure in which the parts of the report are discussed in order: purpose, findings, conclusions, recommendations

• Follows strictly the chronology of the report

• Provides logical connections between material included

• Adds no new information but simply summarizes the report

• Is intelligible to a wide audience

Steps for writing effective report abstracts

To write an effective report abstract, follow these four steps.

1. Reread your report with the purpose of abstracting in mind. Look specifically for these main parts: purpose, methods, scope, results, conclusions, and recommendations.

2. After you have finished rereading your report, write a rough draft without looking back at your report. Consider the main parts of the abstract listed in step #1. Do not merely copy key sentences from your report. You will put in too much or too little information. Do not summarize information in a new way.

3. Revise your rough draft to

• Correct weaknesses in organization and coherence,

• Drop superfluous information,

• Add important information originally left out,

• Eliminate wordiness, and

• Correct errors in grammar and mechanics.

15、White Paper

（1）Purpose and Audience

What is a White Paper?

Originally, the term white paper was used as shorthand to refer to an official government report, indicating that the document is authoritative and informative in nature. Writers typically use this genre when they argue a specific position or propose a solution to a problem, addressing the audience outside of their organization. Today, white papers have become popular marketing tools for corporations especially on the Internet since many potential customers search for information on the Web. Corporations use white papers to sell information or new products as solutions that would serve their customers' needs.

The Purpose of a White Paper

Typically, the purpose of a white paper is to advocate that a certain position is the best way to go or that a certain solution is best for a particular problem. When it is used for commercial purposes, it could influence the decision-making processes of current and prospective customers.

What Kind of Problems Do Readers Want to Solve?

The audience for a white paper can be the general public or multiple companies that seek solutions to their problems or needs. Typically, you will not know your audience personally, unlike when you write a recommendation report for your client. And yet, in order to persuade your audience, you need to focus on their needs. If you can address the problems that your readers want to solve, they will read your white paper for a solution. Otherwise, your white paper may not be read. It is important to emphasize your readers' interests rather than your interests, as shown in the example below:

Not: This white paper introduces ABC company's new freight service.

Instead: This white paper discusses how to choose a freight service company that best fits your needs.

（2）White Paper: Organization and Other Tips

A white paper typically starts with a big picture and leads readers to the proposed solution. Make the headings clear and specific so that busy readers can scan the white paper effectively. The following are general guidelines on organizing a white paper.

Introduction / Summary

It is a good idea to provide a summary at the beginning of the paper in order to have busy readers quickly grasp the main point.

Background / Problems

A white paper needs to provide readers with general background information of a particular issue in order to help them make their decision based on the understanding of facts. Show them enough evidence that you are an expert on the subject. Point out problems from your readers' perspective. Make sure that you do not digress from the main subject; do not pose problems for which you cannot provide solutions.

Solution

After explaining the background and problems, propose your solution.

Advertisement

If you write a white paper for a commercial purpose, mention your products/services last to ensure that your readers read the whole paper. If you advertise before convincing your readers of the truths of your argument, they are more likely to be turned off.

Conclusion

Write a conclusion in order to wrap up the white paper and enhance your readers' understanding.

Works Cited

Put the works cited at the end of your white paper. Do not forget to put the information of hyperlinked sources for the reader who prints out your white paper.

Other Tips: Visuals and Examples

Visuals and examples deepen the reader's understanding and make the white paper more appealing and persuasive. Because many white papers are published online and thus read on screen, it is important that the visuals are appealing to the reader who browses the Internet. Graphics (charts, graphs, diagrams, and tables) increase readability, if used properly. Also consider using case studies and examples in addition to theoretical concepts and models.

Learn More from Reading Other White Papers

White papers abound online. Because the white paper is a genre, you can find examples and look for commonalities in them in order to understand the genre conventions more fully. Learn the strengths and weaknesses of those white papers to help improve your own writing.

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