A strong introduction to any document is a necessity in technical writing. In the opening sentences, you must familiarize your readers with your topic, or remind them of it; give the purpose of your document; and tell your readers what the document will cover. One technical writing expert calls this approach to writing an introduction the Context, Purpose, Organization (CPO) type of introduction.
Context - key elements surrounding your
topic
answers the question Why?
Purpose - what the document (letter,
report, manual) will accomplish
answers the question What?
Organization - states key terms
identifying the parts of the paper, or if a brief document,
mentions the main points to be covered.
answers the question How?
Example from a Research Proposal (prescribed plan):
|
Context |
This letter is my proposal for a two-document EH 301 class project to be completed by December 8, 2000. |
Why: generic context for all these proposals |
|
Purpose |
The project will produce a manual describing how to use Config Elements in Acme’s AcmeConsole menu library, and an annotated bibliography justifying the implementation of Config Elements using other GUI implementations. |
What the project is intended to accomplish. [A separate Purpose section will provide more detail, including client and audience.] |
|
Plan |
This proposal discusses the following project elements: background, audience, purpose, scope and approach, sources, and qualifications. |
Each of the key terms listed here is a prescribed main heading in the proposal. Subheadings will provide project-specific terms. |
Example from a Technical Report:
|
Context |
VHS tape has a poor track record when it comes to longevity, and those looking for a long term storage solution for video footage have been out of luck for nearly two decades. Two relatively new formats, Video Compact Disc (VCD) and Digital Versatile Disc (DVD), now offer users greater longevity and unlimited playback without the degradation of quality associated with VHS tapes. |
Why the project was undertaken (here providing background) |
|
Purpose |
The purpose of this report is to determine the characteristics, strengths, and weaknesses of each of these video formats and recommend the media type that is the best candidate for digital storage of footage from approximately 300 VHS tapes. |
What it is intended to accomplish |
|
Plan |
The report briefly overviews the clients’ existing systems and the two options, describes the hardware and software needed for each option, and then compares each to evaluation criteria to reach a final recommendation. |
Each of the key terms listed here is used in a heading in the report. |
Example from a Software Manual:
| Context | This document is a guide for using the Space Craft Operating System (SCOS) for the first Students for Exploration and Development of Space Satellites (SEDSAT 1). | This statement briefly orients readers to the organization that produced the document. |
| Purpose (indirect method) |
The document is intended to help any student or faculty/staff member new to the project in learning the background and purpose of the project and in learning to use the software. | In the indirect method, the writer does not use the word
"purpose." Here the writer could also have said "the
purpose of this document is"
The boldfaced terms indicate the main goals of the report and emphasize its teaching function.. |
| Organization | It begins with an overview of the SEDSAT 1 Project, and then presents information about the SCOS software program, including certain source code and input commands. To accommodate a wide range of readers, the guide also includes a list of acronyms, a glossary, and an annotated bibliography of sources helpful in learning about this and similar projects. | The first sentence names the two main parts of the report,
using key terms from the headings. The outline of the paper may be
inferred: Overview SCOS Software Program Source Code Input Commands Acronyms Glossary Annotated Bibliography |
Example from a First Aid Manual:
| Context | All of us at Purdy Machine Shop understand the importance of safety on the job, but we also know that accidents and health emergencies are always possible in any work environment. | Why the manual was written |
| Purpose | To help you know how to cope with such emergencies, we have compiled this first aid manual. | What it is intended to accomplish |
| Organization | The manual covers artificial respiration, bleeding, burns, cardiopulmonary resuscitation, choking, electrical injury, eye injury, head and neck injury, and shock. | Each of the key terms listed here is a heading in the manual. Thus this states how the manual is organized. |