Formatting Technical Reports The Proper Way to Format

Formatting Technical Reports The Proper Way to Format Your Engineering Paper 1 Colligate Enrichment Credit Spring 2018 Adapted from University of Sussex School of Engineering

Formatting Technical Reports • This presentation focuses on detailing the general layout for engineering technical reports. • Slight variations of this format occur between what professors may require for a specific class. • ALWAYS BE SURE TO CHECK WITH YOUR PROFESSOR’S REQUIREMENTS.

The Technical Report • A technical report is a formal report designed to convey technical information in a clear and easily accessible format. • It is divided into sections which allow different readers to access different levels of information. • There a variety of formats all more specific to a certain field than another; however we will discuss a broad format presentable for many applications.

Structure • Title Page • Abstract or Summary • Table of Contents • Introduction & Background • Body (Discussion, & Data Analysis ) • Conclusions & Recommendations • References (Bibliography) • Appendices

General Layout • 1” margins. • 12 pt. Times New Roman or Calibri font. • Full Justified text within body. • Left Justified headers with tabbed sub-headers. • Automatic page numbering (MS Word). • Automatic table of contents (MS Word). • Single column unless otherwise instructed.

Formatting Page Numbers • Cover page does not have a page number • All other pages should have page numbers centered at the bottom of the page. • Lower case Roman numerals for pages following the cover page up to but not including the first section of the body • Arabic numerals starting on the first section of the body • 1” margins for the top, bottom, and sides is standard

Title Page • • The title of the report should tell the reader exactly what the report is about. Must include: • Title • Author(s) • Project Assignment • Course • To Whom the Report is Submitted • Date • Associated Department, College, and University (No Logos) • University location (e. g. located city)

Abstract • A short summary of the whole report including important features, results and conclusions. • • Best to write this section last Think of the Abstract as a trailer to a movie • Typically half a page (never more than 1 page). • Do not go into a lot of specific data explanations, keep the details brief and to the point.

Table Contents • Numbers and lists all section and subsection headings with page numbers. • If using MS Word properly utilizing the auto Table of Contents is crucial to properly formatting. • Utilizing the Headings 1, 2, etc. will allow easy use of the auto Table of Contents.

List of Figures and Tables Clearly outlines the figure/table number and the corresponding page number. If using MS Word properly utilizing the auto list of figures/tables. Start with English symbols, followed by Greek in alphabetical order. As the figure/table is displayed in the text, every figure/table should have a figure number and a caption. Text size is typically 10 pt. bold. If figure/table is a reference then make sure it is cited. Center figures/tables unless otherwise instructed (remain consistent). Data in tables should be justified with a consistent number of sigfigs.

Figures and Tables • Use the auto caption feature for tables and figures in MS Word. • This will auto lock the caption to the figure when ever you move the figure later on. • The actual figures and tables should be centered in the page by highlighting the figure/image and using the paragraph center button in the Home menu at top of window. • This allows text to be added later with the image appropriately maintaining spacing.

Equations • • • While not always required to have a list of equations at the beginning of a report, sometimes it is expected and your should clarify with professor. All equations should have an equation number in parenthesis right justified. Do not refer to an equation number before it is defined All symbols are expressed in italic. If using MS Word, it is standard to use the equation writing tool. Use actual Greek symbols from word processor symbol bank.

Introduction • States the objectives of the report and comments on the way the topic of the report is to be treated. • Leads straight into the report itself. • Typically not more than a page long, but can be if needed. • Can include figures if needed but normally.

Background • Sometimes included in the Introduction or Body sections (or as a subsection) is the Background. • Section normally consists of previous work that has been done that you personally did not complete. • This provides the basis for why you want to further investigate the topic of interest.

Body (Discussion) • • • This is where the bulk of the report goes. Any data analysis, reduction, or general discussion goes here. Figures, Tables, & Equations will appear in this section, unless tables and figures are instructed to be placed in appendices. Each section is divided up with similar content grouped under each sub heading. Each section is labeled with a subheading, offset from that of the main section heading. Section numbering should consist of Arabic numerals in decimal sequence (e. g. 1. 2, 1. 3, …. , 4. 1, 4. 2, etc. ).

Conclusions • A short logical summing up of theme(s) developed in the main text (body) section. • Overall results of the project/research should be concisely conveyed (i. e main points) • Typically no figures, tables, equations are presented in this section. • Depending on topic, length of section can range from a paragraph to one page.

Recommendations • This section parallels closely with the Conclusion section. • Depending on the report topic, it is best practice to include if anything went wrong and what could be done next time to improve. • List any comments on how to record better results or improve the project design pending more time. • Items of discussion could range from budgets, time management, materials, etc.

References & Bibliography • Details of published sources of material referred to or quoted in the text. • Any lecture notes and institution websites must also be included. • Wikipedia, other wiki sites, blog sites are scholarly references. • Strictly only copying text from a source(s), placing in quotation marks, and citing in references throughout entire report is still considered plagiarism.

References & Bibliography • If looking for references on Google use Google scholar search. • Bibliography (annotated or unannotated) requires additional text of what information you uses from that source. • Easybib. com or Son of Citation Machine is the easiest way to cite online or any published source. • Always cite in MLA format unless directed otherwise. • Sources should be listed in order of appearance within text.

Acknowledgements • Typically not required for many technical reports for undergraduate course work. • List of the people who helped you research or prepare the report. • This can include professors, colleagues, various forms of supporters, or industry experts that contributed to the progress of the report completion.

Appendices • If figures/tables are not listed in body text, they are then placed here with references within the text. • In this case, everything listed here would appear in the order that it was referenced in the text. • Additionally, any further material which is essential for full understanding of your report (e. g. computer code, raw data, specifications, project questions, large diagrams, hand calculations etc. ). • Content usually isn’t vital to complete understanding of the report topic; simply provides further explanation.

Appendices • The appendices should follow the same text format as the previous sections. • Should be properly headed as Appendix A, B, C etc. • Each new object (previously listed) should be it's own appendix with respective label. • Each appendix should have a cover page containing a tile and a brief 2 -3 sentence description of what the appendix conveys. • Page numbers for appendices are set to English alphabetical characters in sequential order and centered at the page bottom.