Report Writing

Structures, Conventions and

Processes
Pam Mort
The Learning Centre
http://www.lc.unsw.edu.au
Prepared by Pam Mort, The Learning Centre UNSW 2014
Why Write Reports?
To document information
To communicate and share knowledge
To describe a problem and provide a
solution
To evaluate something and enable others to
see what action is required

Test/Laboratory Report
Experimental Report
Field Report
Investigation Report
Proposal Report
Feasibility Report
Progress Report

Types of Reports
Sterility Test for
Cosmetic Perfume
Honours/Masters
/PhD Report
Work Placement Report
Analogue Electronics used
in High Schools
Options for Recycling Waste
Materials in a Paper
Production Plant
Reports - A general structure
Title page

Abstract/summary

Table of contents

Introduction

Body (headings and subheadings)

Conclusion & recommendations

References

Acknowledgements

Appendices

What is the topic of the report?

What was the purpose, conclusions
and outcomes of this report?

How is the report organised?

What is the purpose and
background of this report?
What did we find out and how do
we know this?

What are the key findings and
outcomes?
Whose work, information and
images are referred to in the report?

Who helped us?

What extra information may be
useful for the reader?
+Cover sheet !
4
The University of New South Wales
School of Civil and Environmental Engineering


THE PANTHEON
Dome Structure and Efficiency


Jane Smith
Sn: 9800330
Submitted June 5
th
2000
Lecturer: Dr Stephen Foster




Or school cover sheet?
About the Abstract/Summary
Write it last
Give an overview of the report
Include a summary of the most important
points or content in the report (i.e. What was the aim
and approach? What were the key findings? What are the
conclusions/outcomes? What are your recommendations?)
Usually one or two paragraphs
6
ABSTRACT
This report contains our recommendations for the development
and construction of a payload delivery device. Our proposed
design solution was reached by following a very specific and
systematic process, the details of which are also described in
this report.

The process that we used to develop our solution consisted of
three main phases: problem definition, conceptual design and
design evaluation. The problem definition phase provided us
with the essential foundation of a meaningful, accurate and
unrestrictive problem statement. Conceptual design involved
generating as many solution concepts as possible in order to
help us find the best one possible. The final stage of design
evaluation was a systematic analysis of the concepts we had
generated, which lead to the selection of our final,
recommended solution. This procedure was a vital part of our
project, as it ensured that the solution chosen was a good one.

We concluded that the design that would best satisfy the
requirements set out in the clients project brief was a catapult
to fire the payload onto the finishing platform. This design
ranked the highest of all the concepts that were considered,
taking into account its expected performance in each of the
judging criteria.
Purpose, topic,
general approach
Summarizes
approach
and rationale
Key finding
7
ABSTRACT/SUMMARY = a summary of the
most important points or content in the report
(i.e. What was the aim and approach? What
were the key findings? What are the
conclusions/outcomes? What are your
recommendations?)
Which statements are suitable
for inclusion in an
abstract/summary?
B) The report will contain sketches, diagrams and
explanations of the final design and copies of the group
minutes
A) This report serves to propose the design that our team
came up with for the project PASS.
C) Three phases were used to master this problem: Phase
1 was defining the project, phase 2 was the conceptual
design and phase 3 was evaluating the design.
D)The best solution developed was to use rat traps
to power the mechanical machine as they are
simple yet powerful , while the mechatronic vehicle
will use
TIP: Write this last

Aim could be more concise
X
Do not describe the
contents in vague terms
X


8
Abstract
This report examines electric vehicle technology (EVT),
possible future technological developments, and the
environmental, economic and social impacts of EVT. No
current electric vehicle can equal the performance of an internal
combustion engine. The limitations of lead batteries have
resulted in new developments in different types of batteries,
such as; AC motors, Hybrid vehicle technology, fuel cells and
charging by induction. A country adopting electric vehicle
technology will need a comprehensive network for recharging
and an increased generating capacity. Reduced emissions are
not guaranteed due to an increased demand for electric power
stations. However, there are substantial benefits for countries
using hydropower. Social attitudes are expected to show a
preference for zero emission vehicles. Improved design and
increased demand will make electric vehicle technology
competitive in the next twenty years.
Heading
Topic
Significance
Summarise main
findings
Concluding opinion
Contents
1. Introduction 1
2. Smithfield Bridge 1
2.1. Design and Construction 1
2.2. Significance 4
3. Hell Gate Bridge 5
3.1. Design and Construction 5
3.2 Significance 7
4. Other Achievements in Bridge Design 8
5. Conclusions 10
6. References 11
Page numbers
1
st
level heading
2
nd
level heading
10
Report Organisation:Variations - 1
General Report Lab Report Field Trip Report
Aim: Discuss a specific topic
and related issues/achievements
Aim:Describe an experiment and
discuss the findings.
Aim: Describe a workplace/site
and discuss issues/achievements.
Possible Sections
Introduction
Historical or Technical
explanation
Achievements/Benefits
Current limitations
Recommendations
Conclusions
References
Possible Sections
Introduction
Methods
Results
Discussion
References
Possible Sections
Introduction
Site description
Resources
Procedures/processes/related
theory
Achievements
Issues
Conclusions
References
Appendices
Report Variations - 2
Feasibility Report
(Finkelstein 2005)
Proposal Report
(Finkelstein 2005)
Research Report ( eg thesis)
Aim: Identify and evaluate
current solutions to problems
Aim: Offer a solution to a
problem and a plan for
implementation
Aim: to contribute original
knowledge to the field
Possible sections:
Introduction ( purpose, problem,
proposed solution & criteria)
Discussion (for each criteria)
Describe and justify
Provide findings/data
Interpret relative to solution
Summary
Conclusions
Recommendations
References
appendices

Possible sections
Introduction ( purpose, problem,
scope)
Review of theory/methods
Approach
Project plan/statement of work
Resources
Conclusion
References



Possible sections
Introduction ( purpose,
problem, aim, outline)
Literature/theory review
Your Work
Methods/Approach 1
Results, discussion
Method/Approach 2
Results discussion
Etc..
Conclusions
Future work
References
Appendices
General Report Sections
The Introduction
Introduce the topic 1. Introduction
Electric vehicle technology is currently the focus of much research in the
effort to find an alternative to the internal combustion engine.

State significance of the
topic. Often expressed as a
problem statement.
Demand for cleaner vehicles has arisen due to unacceptable pollution levels
and the obvious need for sustainable and renewable uses of energy sources.
Provide an outline of the
report.

A short introduction like
this example would be
presented as one
paragraph.
In some courses your
opinion/judgement/ key
finding of the topic would
be included in the
introduction.
This report summarises the current limitation of the traditional lead battery
and presents new developments in different types of batteries. The potential
and the problems in implementing an electric vehicle network nation-wide
are also discussed.

1. Body sections organised in a logical sequence
(eg; What is it? How does it work/function? What is useful
/interesting about it? How could it be
improved/applied?)
2. Headings helpful and informative
3. Definitions, explanations of terms, concepts and claims
are clear and sufficient
4. Paragraphs and sentences express ideas well.
5. Visuals help explain/demonstrate information in the
text.
General Report Organisation
The Body
General Reports
Summarising and integrating your research
4. Recent Developments
An example of a recent development in control automation that deals with
safety issues is the further integration of control systems into the operation
of a car. This has included the utilisation of a "smart airbag"(Bretz 2000, p.91).
It has sensory systems that detect the size and weight of the seat's occupant
and adjust the air-bag system accordingly (Bretz, 2000). Adaptive Cruise
Control (ACC) has been developed in recent Jaguar and some Volvo
models. ACC uses microwave radar technology and through the installed
sensors is able to maintain a constant distance from the vehicle in front by
measuring distance and relative speed (Caplan 2000). A similar system can
be used to sense if there is movement in a driver's blind spot. Sensors send
a signal that can be relayed to the driver as a flash or a beep if the indicator
is activated while a vehicle is in the driver's blind spot(Caplan 2000).

5. Conclusion
Electric vehicle technology will become more
competitive in the next twenty years as the demand
for zero-emission transport increases and as electric
vehicle technology improves. Consequently , many
countries will experience major structural changes
to their power supplies networks along with an
increased number of power stations. While for
hydro-electric power the benefits of zero-emissions
are evident, the current challenge of electric vehicle
technology is to equal the performance of the
internal combustion engine.
Numbered Heading
Summarise main
findings
Overall opinion
No new information
References

Beder, S. 1998, The New Engineer: Management and Professional
Responsibility in a Changing World, Macmillan Education Australia,
South Yarra.

Harber, M. (ed) 1993, Manual on Scientific Writing, TAFE Publications,
Victoria.

Hesketh, T., Jiang, Y. A., Clements, D. J., Butler, D. H. & van der Laan, R.
1998, 'Controller Design for Hot Strip Finishing Mills', IEEE Transactions
on Control Systems Technology, vol.6, no.2, pp208-218.

Johnston,S., Gostelow, P., Jones, E. & Fourikis, R. 1995, Engineering and
Society: An Australian Perspective, Longman, Australia.

Riezenman, M. 1998, Engineering the EV future, [online] Available:
http://www.spectrum.ig/spectrum/nov98/features/int.html
[20 August 2000].


Lab Reports: Introduction (Berk et al.1998)
Problem: A statement that clearly states the
focus of the experiment.
In the practical session a rotor with a known
imbalance is to be balanced both statically
and dynamically.
Background: Outline the theory, give
explanation and definitions and discuss
briefly the procedures used.
A rotor is shown to be unbalanced if, when it
rotates with some angular speed, its bearing
are subjected to induced forces which are not
present when the rotor is stationary. The
effects of these dynamic forces can only be
removed by the addition of balance masses.
Hypothesis: A prediction of what will happen
in the experiment. Should link to a relevant
theory.
Shigley (1995, p 641) suggests that a rotor
which is dynamically unbalanced requires a
mass to be added to two separate balance
planes to achieve complete static or dynamic
balance of the rotor.
Aim- provide the specific focus of the
experiment. Include the purpose and scope
of the practical.

Notes: These stages can be in a different
order. Always check course requirements for
lab reports
The aim of this practical is two fold. First to
confirm that the rotor cannot be balanced by
the addition of mass at only one balance
plane. Then the rotor will be satisfactorily
balanced by the addition of mass on two
balance planes.
Lab Reports: Methods ( Berk et al. 1998)
Outline experimental steps may need to
summarise your original instructions for the
practical.

2.Procedure
The power and actual frequency were
measured at the following settings: voltage
at 9V, Gunn oscillator to 8.5 GHz and power
to 1mW range. The measurements were
repeated in 0.5 GHz steps up to 11.5 GHz.
When the power exceeded 10mW , the
attenuator was adjusted until 10mW was
obtained.
Include materials and equipment can use
lists and diagrams.
Describe experimental conditions may also
need to mention precautions taken.

Describe any changes to experimental
procedure instructions give reason why.
Lab Reports: Results ( Berk et al. 1998)
Location of
results
Statement of
results

Summarize data
in a table or
figure
The calculated modulus of elasticity is compared to
the generally accepted value for different types of
materials in Table 1. This comparison shows close
agreement between calculated and accepted values.

Table 1 Calculated modulus of elasticity for various
materials
Material Modulus of elasticity Generally accepted
( kN/nm
2
) value(kN/nm
2
)
Mild steel 205 207
Tool Steel 207 207
Brass 104 97
Dural 72 70

Lab Reports: Discussion (Berk et al. 1998)
Restate aim and summarise how
results were obtained
Note: See handout for sample
discussion
Introduce significant results
Compare results
Give reasons for
expected/unexpected results
Suggest improvements to the
experiment
Academic Conventions
Referencing
Style
Visuals

Why Do We Reference?
A way of showing how you know something in your report .
(This requires sources being mentioned in the body of the text and at the end of the
text.)

Gives credit where it is due.

Avoids plagiarism (ie:presenting other peoples ideas and information as your own).

Shows the depth and relevance of your research.

If you use your sources well, you can show that you understand the information.
How to reference
1: In text citations (Author surname date)
Smith (1989) studied
Studies have shown.. (Smith 1989, Jones 1999).
Quotations
Smith (1989) defines force as blah blah blah(p.34).
2: In the reference list
Jones, A 1999, Fluid Dynamics (3
rd
ed.), Wiley Ltd,
Australia.
Smith, B 1989, Physics, Longman, England.
In most Australian underground coal mines,
rockbolts form the basis of the primary roof support
system. Previous studies have found however that
despite an estimated industry-wide annual
expenditure of over $A35 million on rockbolts, it is
estimated that 30%-35% of the rockbolts do not
perform to specification and may represent some risk
to the maintenance of a safe workplace environment
(Galvin et al 2001).

Using Sources Well
Extract from Hagan (nd)
Sources provide the background
to the problem/topic
Various researchers have noted the importance of
minimising resin thickness. For example Franklin and
Woodfield (1971) found when using a 19 mm rebar, a
resin annulus of 6.4 mm resulted in the most rigid and
strongest anchorage system. Durham (1973) suggested
an optimum range of resin annulus of between 4 and
6 mm.

Extract from Hagan (nd)
Sources provide facts/
definitions/opinions on an
aspect of the topic
Introduce the source smoothly-
give some context
Recent work by Hagan (2003) found in a laboratory
pull test study that there was little significant
variation in rockbolt behaviour with resin annulus
sizes of 4 mm or less when using a standard 22 mm
rockbolt as illustrated in Figure 2.

Similar findings have been made available by
equipment suppliers. For example, Yeaby (1991)
stated that in essence encapsulation is reduced by
20% per millimetre of bit diameter in terms of the
reduction in rockbolt performance.

Results can be compared to
other sources
Direct quotations must flow with
the rest of the sentence.
Extract from Hagan (nd)
This finding emphasises the possible need for a
quality control system to monitor conformance
to specification of rockbolts from the suppliers.
Interestingly if the guidelines of the American
Society for Testing of Materials were applied,
seven out of the sixteen batches or nearly 44% of
the batches would not comply. Its guidelines for
rock bolts (ASTM, 1995) state the core diameter
should be to within 0.38 mm.

Extract from Hagan (nd)
Use the source to support your opinion
Technical Writing Style
Impersonal and Formal
Apart from these three projects described in the
following.

Factual
The deck of the Ziggenbach Bridge (Figures 1 and
2) is polygonal in plan to allow for the 25 m radius
of curvature of the road.
Maillart (1934) mentioned the favourable effect
Hypothesises
The resulting eccentricity may be compensated by a
suitable prestressing of the deck beam.
Sufficiently stiff behaviour can thus be achieved at
least for small live to dead load ratios.

Specialised Vocabulary
The bridge deck axis is elliptic in plan; radii of
curvature at midspan.

Logically organised
Abstract
Introduction
The Four Bridge Projects
Review of Maillarts Design Approach
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The present paper describes the four bridge projects and
comments on .
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The deck axis is
The deck beam is
The arch is
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Many authors criticise Opposingly, Loerke (1990) argues Salvadori (1990)
emphasises
Comments Politely
It is most remarkable how with his experience,
insight, and intuition, Maillart mastered the
uncertainties regarding the behaviour of his
complex structures.

Acknowledges Sources
Schlaich et al. (1988) applied this system for a
strikingly elegant pedestrian bridge

Avoids wordiness, spoken phrases and clichs
Slowly but surely, by keeping our noses to
the grindstone we are beginning to take
the bull by the horns and get down to tin
tacks. In this day and age, we need to get
the big picture without further delay, so
that at the end of the day our bottom line
will be none the worse for wear.
Adapted from Eunson 1994)

2
nd
draft-
Project goals 1.1 and 1.2 are complete. Goal 1.3
will not be completed until June 2010 but is still
within the initial budget forecast. The project
should now be completed by June 2010.
33
Report body- text types
Describing What is it? (name, function, parts,
characteristics)
Explaining What happens/ed? How does/did it
work? How did/will you proceed?
Analysing comparing ,ranking, evaluating,
(categories/criteria)(Which is better and why?)
Reasoning Why that approach, outcome, decision?
Drawing conclusions So, consequently, therefore,
this means...

Endless combinations possible
Must connect/flow in a logical
manner
34
Taken from Hagan (nd)
Refer to figure/table in
the text
Using Visuals


Table 2: ITU-R Classification of Cellular Wireless Systems


ITU
Classification

Wireless
Technology

Supported Bit
Rate

Switching Technology


2G

GSM


10kbps


Circuit Switching

TDMA - IS-136

cdmaOne










2.5G

GPRS


64-144kbps


Packet Switching

EDGE

IS-95B










3G

WCDMA


384kbps - 2Mbps


Packet Switching

UWC-136

cdma200

Source: Nyandoro, 2001.
Figure 1: Usability Laboratory. After Dix & Finlay (1998).

The Writing Process
Task Analysis
Research
Reading and Note-making
Documenting your work ( research reports)
Forming an opinion
Forming a Draft Outline
Writing..re writingrewriting
Cover sheet!
Reading Note-making
Include bibliographical information author, year, title, volume/issue no.s,
publisher, place published

State the aim or main argument of the source

Include quotations

. (p.75)

Summarise/paraphrase in your own words
Include your
thoughts
(usefulness,
place in
report,
questions,
comments,
new ideas)

Use a column system
Jones, W. (2001 September) Keeping Cars from Crashing, IEEE
Spectrum. pp 40-45

This article is about the latest developments in This topic relates to
Adaptive Cruise Control (ACC) for automobiles. My topic-smart car
as use of radar, lidar,
"Every minute at least one person dies in a car microprocessors and
crash" p.40 expert systems are
"The ultimate solution .is to keep cars from explained.
smashing into one another" p.40 Jones' main claim
The technology exists for sensors and processors I agree as it
that can respond instantly to the distance and would be a very
movement of other vehicles- cars speed & smart car to do this.
distance from other objects can be controlled,
very expensive installed in luxury cars(p44)

Bibliographic information
quotations
paraphrase
Your thoughts
Research notebook
School provides?
Date of entry
Describe in detail work performed
Record results
Note ideas, questions, problems
Signed/co-signed

Using outlines Writing in
layers
Brainstorm/mind map ideas and information
on the topic/task
Form an draft TOC outline.
Prepare a writing plan.
Write descriptions/intentions for each
section
Write draft sections order??
Revisit and revise the above often!

Editing Process
Check for overall structure - logical? Answers the
q?
Check sections logical?
Check grammar correct?
Check style consistent?
Check referencing in-text & reference list
Check formatting fonts, layout,
Drawer Treatment 24hr +
Need more Info?
Check with tutor and course notes
Discuss ideas with fellow students
Visit The Learning Centre
Learning Centre & Library resources
( research skills, style guides, report writing,
referencing guides)
Learning Centre workshops/consultations
http://www.lc.unsw.edu.au
References
The following published sources were used in preparing this slide show:
Berk M, Hart B, Boerema D, Hands D, 1998, Writing Reports: Resource
Materials for Engineering Students, University of South Australia.
Finkelstein L, 2005, Pocket Book of Technical Writing (2
nd
ed.) McGraw-Hill,
Boston.
Thankyou to Dr Paul Hagan ( Mining Engineering UNSW) for allowing me to use
extracts from his draft paper for publication as teaching materials.
Thankyou to Alfa Nyandoro (CSE PhD Student) for use of his table as a teaching
resource.
Figure 1 was taken from:
Dix A, Finlay G, Beale R, 1993, HumanComputer Interaction, Prentice Hall