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ENG 333 Communication for Science and Research

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Jamie Larsen, Instructor

Abstracts

NOTE: You may have already read this from the notes provided for Assignment 5B - Required Components.

An abstract is the entire report condensed into a brief space, with a usual range of 100 to 300 words. This should be the last thing that you write. The abtract is very important because it is one of the few parts of your document that you can be fairly certain that most of your readers will read. A good abstract will give a balanced view of the entire document.

Your primary objective is to stay reader centered. You want to:

  1. Help readers identify points of interest (make it easy for readers to go to the Table of Contents and locate the more detailed information on the topics that interest them)
  2. Outline main points
  3. Guide the reading of the longer document (just as you forecast coming headings in the text, you need to forecast the coming topics in your report)

There are three types of abstracts:

  • Descriptive
    • Similar to a table of contents
    • Shortest of the three
    • Description of what a document is
  • Informative
    • More than just description
    • Conclusions and findings are included
  • Executive Summary
    • Decision makers are the primary audience
    • Points of interest, and persuasion, should be highlighted

An abstract needs to "stand alone." You need a proper heading with the document's title, date, and authors listed, as well as any contract, or bid numbers, that are relevant. One method for creating a first draft of an abstract is to copy each topic sentence from every major section of the report. Then begin a revision process to narrow the focus to the main points. The following questions are ones that are pertinent to consider when writing an executive summary (which is required for your proposal:

  1. What's the background?
  2. What's the request/problem?
  3. What was done?
  4. What's the recommendation?
  5. Why? Prove your credibility. Be specific. Be convincing.

Again, realize the the executive summary must stand alone. Spell out all acronyms. Often, this is the part of your document that will be copied and circulated to other readers.

When considering style and tone, you should use a collaborative tone, not authoritative. State, "You can benefit from this proposal..." , not "You must agree with my recommendation..." .

Suggestions for Writing Your Executive Summary

The following steps will help you write a focused executive summary:

    Write the executive summary (abstract) AFTER the proposal is written
  1. Scan your document and pull out the key passages and major conclusions. This is easy to do with a word processor by simply using the edit copy and paste features.
  2. Put the major passages together and edit for smooth transitions. Delete less important information and remember that the abstract needs to tell a story and stand alone.
  3. Test for reading level and comprehension.
  4. Have someone who is unfamiliar with the proposal read your abstract. Ask them to identify your major claim, your most important proof, and your primary credibility builder.
  5. Write an informative heading. Abstracts are often detached and copied. They can be circulated to other departments, so a heading is needed to provide sufficient connection with the detailed proposal. The basic features of a heading that need to be provided are:
    • Bid number, or some identifying tracking number (if this is applicable)
    • Title of document (same as on the title page)
    • Author(s) names
    • Name of Department or Company (if applicable)
    • Date

    An example of a heading for the inner city your center RFP might be:

    306593 Reponse to Raleigh Urban Development for Youth's Request for Proposal. Miller, C.R., Turner, C.H., Williams, J.K. Innovative Designs, 4/6/98.