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530 19 Writing Recommendation Reports

Writing the back Matter
The back matter of a recommendation report might include the following
items: glossary, list of symbols, references, and appendixes.

Glossary and List of Symbols A glossary, an alphabetical list of defini-
tions, is particularly useful if some of your readers are unfamiliar with the
technical vocabulary in your report. Instead of slowing down your discus-
sion by defining technical terms as they appear, you can use boldface, or
some similar method of highlighting words, to indicate that the term is de-
fined in the glossary. The first time a boldfaced term appears, explain this
system in a footnote. For example, the body of the report might say, “Thus
the positron* acts as the . . . ,” while a note at the bottom of the page
explains:
*This and all subsequent terms in boldface are defined in the Glossary, page 26.
Although the glossary is usually placed near the end of the report, before the
appendixes, it can also be placed immediately after the table of contents if
the glossary is brief (less than a page) and if it defines essential terms. Figure
19.6 shows an excerpt from a glossary.

glossary
applicant: A state agency, local government, or eligible private nonprofit organization that
submits a request to the Grantee for disaster assistance under the state’s grant.
case Management: A systems approach to providing equitable and fast service to ap-
plicants for disaster assistance. Organized around the needs of the applicant, the system
consists of a single point of coordination, a team of on-site specialists, and a centralized,
automated filing system.
cost estimating format (cef): A method for estimating the total cost of repair for
large, permanent projects by use of construction industry standards. The format uses a base
cost estimate and design and construction contingency factors, applied as a percentage of
the base cost.
declaration: The President’s decision that a major disaster qualifies for federal assistance
under the Stafford Act.
hazard Mitigation: Any cost-effective measure that will reduce the potential for damage
to a facility from a disaster event.

figure 19.6 glossary

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