Professional & Technical Communication

Workplace writing in a variety of places and ways

A Supplemental Text for English 3764 at Virginia Tech as taught by Traci Gardner <tengrrl @ vt. edu>

Writing Your Abstract

Overview

Flowchart showing this is the third item in the report's front matter: 1. Letter of Transmittal: Introduce the primary readers to the purpose and content. 2. Title Page: List the title, author, and date as well as the recipient. 3. Abstract: Provide a brief technical summary for readers familiar with the topic. 4. Table of Contents: List headings and sub-headings with page numbers or links. 5. Executive Summary: Summarize the background, findings, and implications for management.
The Sections of the Front Matter of the Recommendation Report

Summarize your Recommendation Report, in approximately 200 words or less, for readers who are familiar with the technical subject. Provide all the basic information technical readers need to determine whether to read the full report.

Where You Can Find Help

Focus on Audience

Write the abstract for readers who understand the underlying technical aspects of your report. Provide details for the people who will be involved in the actual work. You are giving technically-savvy readers the information to confirm your approach and understand your plan from a working point of view.

How You Do It

  1. Complete a draft of the body sections of your report (Introduction, Methods, Results, Conclusions, Recommendations) before beginning your Abstract. It’s easier to summarize the report if you have already written it.
  2. Add the headings for your Abstract:
    1. Add the word Abstract as the heading at the top of the page and center the line.
    2. Format the word so that it is clearly the heading for the page. You can use the built-in headings in your word processor. See the Tech Tip on p. 55 for help.
    3. Skip a blank line.
    4. Add the title of your Recommendation Report, using more than one line if necessary.
    5. Center the title on the page.
    6. Skip a blank line.
    7. Set the text to left alignment.
    8. Add details on the author (you) with the heading “Prepared by:”
    9. Skip another blank line.
  3. Write the content of your Abstract, all in one paragraph, focusing on the audience of people with technical knowledge of the topic:
    1. Begin by explaining the background and purpose of the report.
    2. Summarize the research methods you used.
    3. Explain the main findings, providing relevant technical information.
    4. Close with your major recommendations, again providing relevant technical information.
    5. Skip a blank line.
    6. Add the label “Keywords:”
    7. List the keywords for your report, separating them with commas.
  4. Review your Abstract to confirm that you include appropriate technical information and terminology.
  5. Move on to the next part of your report that you want to work on.