Report Writing & Communication Skills Quiz
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Questions and Answers

What is the primary purpose of the conclusions section in a report?

  • To introduce new information and topics
  • To summarize key points and generalize implications (correct)
  • To provide detailed background information
  • To list references in chronological order

Which of the following statements about appendixes is true?

  • Appendixes must follow the references page without exception.
  • Appendixes should always be less than one page long.
  • Appendixes should contain the main findings of the report.
  • Appendixes can include materials that might distract from the main report. (correct)

What is the acceptable length for the conclusions section of a 10 to 20 page report?

  • Five to six pages
  • Two to three pages (correct)
  • Four to six pages
  • One page

What should be included on the references page of a report?

<p>All cited information sources in numerical order (D)</p> Signup and view all the answers

Which of the following is NOT a common use of appendixes?

<p>Presenting the abstract of the report (C)</p> Signup and view all the answers

How should sources be listed on the references page?

<p>Numerically by the order they are first cited (B)</p> Signup and view all the answers

Which of the following items would be best suited for an appendix?

<p>Detailed background information (B)</p> Signup and view all the answers

What is a key function of the conclusions section apart from summarizing?

<p>Generalizing the implications of the findings (B)</p> Signup and view all the answers

What type of binding is used for the report mentioned?

<p>Plastic spiral (C)</p> Signup and view all the answers

Which of the following elements should be included on the label for the report cover?

<p>Organization’s name (B)</p> Signup and view all the answers

Where is the page number typically placed in a report?

<p>Bottom center of the page (B)</p> Signup and view all the answers

What is the primary purpose of an abstract in a report?

<p>To summarize the report contents (B)</p> Signup and view all the answers

Which of the following is NOT a requirement for the title page of the report?

<p>Colorful illustrations (B)</p> Signup and view all the answers

How many levels of headings should be included in the Table of Contents?

<p>Limit of three levels (D)</p> Signup and view all the answers

What should the executive summary of a report NOT exceed in length?

<p>Three pages (B)</p> Signup and view all the answers

Which of the following best describes a descriptive abstract?

<p>An overview of the purpose and report contents (D)</p> Signup and view all the answers

What is the primary purpose of the transmittal letter in an engineering report?

<p>To provide a cover letter to the recipient (C)</p> Signup and view all the answers

Which paragraph in the transmittal letter focuses on the purposes and contents of the report?

<p>Second paragraph (A)</p> Signup and view all the answers

Which of the following is NOT a listed component of an engineering report?

<p>Recommendations Section (A)</p> Signup and view all the answers

What is advised about the design of report covers?

<p>They should allow reports to lie open by themselves (A)</p> Signup and view all the answers

What should be included in the last paragraph of the transmittal letter?

<p>Contact information and an invitation for questions (B)</p> Signup and view all the answers

Which of the following sections comes last in the order of writing an engineering report?

<p>Conclusion (C)</p> Signup and view all the answers

What is recommended to do in the first paragraph of the transmittal letter?

<p>State the name of the report and assigned date (C)</p> Signup and view all the answers

Which part of an engineering report typically includes acknowledgments for help received?

<p>Transmittal Letter (A)</p> Signup and view all the answers

What is the primary purpose of the introduction in a report?

<p>To prepare the reader for the report. (C)</p> Signup and view all the answers

Which element is NOT included in the body of the report?

<p>Conclusions (D)</p> Signup and view all the answers

What should be the maximum length of the introduction in a 20-page report?

<p>2 pages (A)</p> Signup and view all the answers

How should first-level sections in a report be formatted?

<p>All caps (D)</p> Signup and view all the answers

For reports that are long, how should figures and tables be arranged?

<p>Separate lists for each (D)</p> Signup and view all the answers

What is the recommended proportion of the background in the introduction?

<p>1/3 of the introduction (A)</p> Signup and view all the answers

Which component is typically excluded from a report's introduction?

<p>Conclusions drawn from research (D)</p> Signup and view all the answers

What is the importance of right-aligning page numbers in a table of contents?

<p>To improve readability. (D)</p> Signup and view all the answers

Flashcards

Executive Summary

A brief introduction to the report, outlining its purpose, scope, and key findings. It should be concise and provide the reader with a clear understanding of the main points of the report.

Transmittal Letter

A document attached to the report that provides a formal introduction, explains the purpose of the report, and acknowledges any assistance received.

Cover

The outer layer of the report that protects it and provides basic information about the document, such as the title and author.

Page Numbering

The process of numbering pages sequentially to make it easy for readers to navigate the document.

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Table of Contents

A detailed list of all sections and subsections within the report, along with their corresponding page numbers.

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List of Figures

A comprehensive list of all figures and illustrations used in the report, including their titles and corresponding page numbers.

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List of Tables

A comprehensive list of all tables and charts used in the report, including their titles and corresponding page numbers.

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Body of the Report

The main body of the report that explains the findings, analysis, and conclusions in detail.

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What is a title page?

The first page of your report right after the cover. It includes the report title, your name, your organization's name, and a date.

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What is a spiral bound report?

This type of binding uses a plastic spiral, thick cardstock paper for the covers, and includes a label with report title, author, organization, and date.

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What is a descriptive abstract?

The text providing an overview of the report's purpose and content.

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What is an executive summary?

This highlights the key facts and conclusions of a report. It should not exceed three pages.

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How are pages numbered in a report?

The page number is placed at the bottom center of the page, and all pages except the title page and the first page of the introduction are numbered.

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What is a table of contents?

It shows the reader what topics are covered, the subtopics, and on which page each section starts. Don't use more than three heading levels.

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What is the purpose of an abstract?

Summarizes the report contents and plays one of two different purposes, with two different types of abstracts in a report.

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What is the function of a report label?

Printed and photocopied onto the report cover, it contains the report title, author's name, organization, and the date.

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What is the purpose of an Introduction?

The introduction prepares the reader for the main body of the report. It includes the purpose, audience, motivation, scope, and background information.

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Why is understanding your audience important?

It's important to understand the intended audience's knowledge level to tailor the report's language and complexity.

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Why include motivation in an introduction?

The motivation explains why the report is being written and what problem it addresses.

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What does 'scope' refer to in an introduction?

The scope outlines the specific topics covered in the report.

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What is included in the 'background' of an introduction?

Background includes relevant concepts, definitions, history, or statistics that provide context.

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List the key elements in the body of a report.

Headings, lists, symbols, numbers, abbreviations, sources, graphics, and cross-references are essential elements to organize and make a report clear and concise.

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What is the purpose of the Conclusion?

Conclusions summarize the most important findings and insights from the report.

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Why are 'References' important in a report?

References are a list of all sources used in the report, ensuring proper attribution and allowing readers to verify information.

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Conclusions

The last section of a report that summarizes key findings, draws conclusions, and discusses implications for future work.

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References Page

A section within the report where information sources are listed in numerical order based on their first appearance in the text.

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Appendixes

Sections placed after the references page that contain supplementary material not fit for the main body of the report.

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Appendixes: What are they used for?

An appendix type used for large tables of data, chunks of code, fold-out maps, or complex background information not suitable for the main body of the report.

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Transmittal Letter: What is it?

A document that provides a formal introduction to the report, explains its purpose, and acknowledges any assistance received.

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Transmittal Letter: What does it cover?

This letter outlines the report's purpose, how the information was gathered, and any acknowledgements for assistance.

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Report Grading Criteria

A list of criteria used to assess the report's quality and adherence to technical writing standards.

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Transmittal Letter Grading Criteria

A set of criteria used to assess the quality of the transmittal letter, considering its clarity, conciseness, and adherence to formal letter writing guidelines.

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Study Notes

Course Information

  • Course: Report Writing & Communication Skills
  • Course Code: ASUx41
  • Semester: Fall 2024
  • University: Ain Shams University
  • Faculty: Faculty of Engineering
  • Instructor: Dr. M ElBanna

Report Writing Components

  • Transmittal letter (cover letter)
  • Covers and labels
  • Title page
  • Page numbering
  • Executive summary
  • Table of contents
  • List of figures and tables
  • Introduction
  • Body of the report
  • Conclusions
  • References
  • Appendixes

Transmittal Letter

  • A cover letter attached to the report or included within

  • From the report writer to the recipient

  • Paragraph 1: states the report name (in italics), assigned date, and reasons for the report

  • Paragraph 2: Focuses on the report's purpose and briefly describes the contents

  • Paragraph 3: Acknowledges funding or assistance from others, mentions limitations or omissions

  • Last Paragraph: Expresses hope that the reader finds the report satisfactory and encourages the reader to contact the writer for any questions, comments or concerns.

Cover & Label

  • Covers: use covers that allow reports to lie open by themselves, plastic spirals, thick cardstock
  • Labels: print, photocopy, and affix to the cover. The report's title, writer's name, organization's name, and a date.

Title Page

  • First page after the front cover
  • Contains: report title, writer's name, organization's name (and logo if available), and date.

Page Numbering

  • All pages (not covers) are numbered
  • Title page and first page of introduction are not numbered
  • Report body is numbered in Arabic numerals except for the pages before the introduction (use lowercase Roman numerals)
  • Page numbers are in the bottom center of the page.

Abstract & Executive Summary

  • Abstracts summarize report content
  • A report may have one or two abstracts for different uses.
  • Executive Summaries outline key report facts and conclusions.
    • Executive summaries should be no longer than three pages.

Table of Contents

  • Shows covered topics and subtopics.
  • Indicates page numbers for each section
  • Avoid overcrowding with too many levels of headings
  • Make sure words in the TOC match the report text
  • Headings of different levels should be aligned.
  • Page numbers are right aligned

List of Figures & Tables

  • Assists in finding figures and tables.
  • Create separate lists for longer reports
  • Combining lists for shorter reports.

Introduction

  • Provides context for the report
  • Explains its purpose and the intended audience.
  • Brief overview of the report's contents.
  • Background information (1/3 of the introduction), if needed, can be moved to another section

Body of the Report

  • The body contains the report's main text
  • Includes headings, lists, symbols, numbers, abbreviations, sourced information, graphics, and figures, cross-references.

Conclusions

  • Summarizes the report's key findings
  • Generalizes from specific data and conclusions from different discussions and conclusions
  • Length recommendations: from 100 words to multiple pages, depending on the report length

References

  • Information sources are listed numerically according to first citation.
  • Reference data must be at the end of the report.

Appendix (Appendices)

  • Contains supplementary material (diagrams, tables or extra information).
  • Distracting to the report's flow but cannot be omitted.
  • Includes large data tables; big chunks of sample code; fold-out maps; background info that is too basic or too advanced for the main report contents; or large illustrations that do not fit in the report's main body.

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Report Writing & Communication Skills PDF - Ain Shams University Fall 2024

Description

Test your knowledge of report writing components such as the transmittal letter, title page, and executive summary. This quiz covers essential elements that are crucial for effective communication in academic and professional reports. Assess your understanding of structuring and presenting a report effectively.

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