Report Writing standard guidelines for the

School of Civil Engineering

This document contains a summary of points about the layout and production of reports
which should be followed for all reports unless you are given specific instructions otherwise.

All reports should be word processed. If files are to be submitted electronically then
appropriate file formats are Microsoft Word or Adobe Portable Document Format
(PDF). When submitting files, be careful that the file size does not exceed the limit in
WebCT/Canvas or other submission method. If sending files by email they should not
exceed 1Mb (1000kb) in size.
A suitable title page should be included as the first page in your report. A sample title
page is included in these notes and can be adapted as appropriate or you may be given
a specific template to use for a specific report.
The title of your report should be concise and meaningful. A title such as MEng
project report is meaningless because it is not specific to your own work.
Font Times New Roman, Ariel and Century Schoolbook are suitable fonts. Any
report should use a consistent font throughout the document.
Normal text should be 12pt in size
Chapter headings (and Appendix headings) should be in 14pt bold text
Section headings should be in 12pt bold text
Subsection headings should be in 12pt bold italic text
The line spacing of text should be at least 1.1, normally 1.5 or 2 (double line spacing)
Margins must be at least 25mm (1) all around, 30mm is suitable
Chapter headings, section headings and subsection headings should be numbered
[Chapter headings with whole numbers 1. 2. 3 section headings 1.1, 1.2, 1.3 within
the chapter and subsection headings 1.1.1, 1.1.2, 1.1.3 within the section]
Pages should be numbered, starting with page 1 where Chapter 1 begins. Before this
page, for the list of contents and other material, small roman numerals should be used
for page numbers [i, ii, iii, iv, v]. The title page never has a page number.
Appendices should be treated as separate Chapters, with suitable sections and
subsections if required. However, instead of Chapter numbers [1. 2. 3] the
Appendices should be given letters [A. B. C.]. Sections and subsections within the
appendix are numbered [A1.1, A1.2]

The text of every report should be written in clear, concise and grammatical English.
Spelling should follow UK English practice (not US English). If you are worried
about the quality of your English then consult with the English for International
Students Unit (EISU) who provide information, support and training. Do not leave
this until the last minute.

Tables always require a table number and a caption. The table number should refer to
the Chapter of the report in which it is placed. Therefore the first table in Chapter 6 is
Table 6.1. The caption should concisely describe what is presented in the Table. If the
table is taken from another source then the caption should also contain a reference
citation to that source (see referencing below).

All tables must be referred to in the main text and the information contained in the
table explained and used appropriately.
Figures always require a figure number and a caption. The figure number should refer
to the Chapter of the report in which it is placed. Therefore the first table in Chapter 4
is Figure 4.1. The caption should concisely describe what is presented in the Figure. If
the figure is taken from another source then the caption should also contain a
reference citation to that source (see referencing below).
All figures must be referred to in the main text and the information contained in the
figure explained and used appropriately.
All graphs, photographs, diagrams are Figures.
Equations always require an equation number (but not a caption). This is normally
placed to the right of the equation on the same line taking care that the equation
number is not so close to the equation as to be confused as part of the equation itself.
The equation is normally placed in (round brackets). The equation number should
refer to the Chapter of the report in which it is placed. Therefore the first equation in
Chapter 2 is equation (2.1).
All the terms (letters, symbols) in an equation must be clearly defined. This is often
done immediately underneath the equation as in this example:
FD = 0.5 A CD v2
(1.1)
Where FD is the drag force (N), A is the projected area of the plate (m2), CD the drag
coefficient, the density of air (taken to be 1.23 kg m-3) and v is the air speed (ms-1).

If you have many equations and such terms it is appropriate to include a glossary (list)
of these at the start of the report. Take care that you use consistent terms (letters)
throughout your report.
Numbers (values) should be quoted to a suitable precision (number of decimal places
or significant figures) which depends on the accuracy of the value. The accuracy
should be quoted or estimated as appropriate e.g. from the experimental data.
Units should be clearly stated with any value. International (SI) units (kg, m, s, etc.)
are the basis of all scientific work and should be used throughout. Any imperial or US
values used should be given with metric equivalents in (brackets) alongside and the
metric values used for calculations. Where large or small values are being used then it
is appropriate to use multiples of 1000 in the units according to the standard SI
prefixes which are given in Table 1.
Prefix
Prefix
Factor Name
Factor Name
symbol
symbol
24
-3
10
yotta Y
10
milli m
21
-6
10
zetta Z
10
micro
18
-9
10
exa
E
10
nano n
15
-12
10
peta P
10
pico p
12
-15
10
tera
T
10
femto f
9
-18
10
giga G
10
atto a
6
-21
10
mega M
10
zepto z
3
-24
10
kilo k
10
yocto y
Table 1 Standard prefixes for SI units

In some engineering fields it is accepted to use units which are not technically SI such
as km/h for vehicle speeds in highway and railway engineering. However, in these
cases particular care is required when performing calculations and if in doubt the SI
unit should be used.

References are a vital part of any report. A reference is formed of two parts, one in the
main text of the report (known as the citation) and the second in the Reference list
section of the report (known as the reference). Where a reference is cited in the main
text this should be done by giving the authors family name (or where necessary the
organisation name) and the date (year) of publication such as (Quinn, 2013). If there
are two authors then both are listed (Quinn and Metje, 2013). If there are more than
two authors then the first is given and the suffix et al (meaning and others) is used
(Quinn et al, 2013).
The reference in the reference list must give complete information for the reader to be
able to find the source you have used. The format of the reference depends on the type
of source you are giving. There are detailed instructions on the iCite web site on how
to use the Harvard (also sometimes known as Author, date) referencing system.

https://intranet.birmingham.ac.uk/as/libraryservices/icite/referencing/harvard/index.aspx

The reference list should NOT be numbered and should be listed in alphabetical order
of the first authors family name (or organisations name where there is not an
individual author).