Engineering Report Writing

Report Writing for Engineers (2011)
What is a report? A report is a written presentation of factual information based on an investigation or research. Reports form the basis for solving problems or making decisions, often in the subjects of business and the sciences. The length of reports varies; there are short memorandum (memo) reports and long reports. Most often you will be asked to write a long and formal report. What makes an effective report? Clear, concise and accurate Formal, third person writing style Appropriate and easy for the audience to understand Well organised and structured with clear section headings and subheadings Report structure: Reports follow a standardised format. This allows the reader to find the information easily and focus on specific areas. Please look at your assignment question and marking guide carefully. Please check your marking guide to determine the word limit and how marks are allocated to each section. A report must have:
Title Page Table of Contents Abstract or Executive Summary
A report may also contain:

1. Cover letter 2. Glossary 3. Appendices
1.0 Terms of Reference and / or

Introduction
2.0 Procedure
3.0 Findings 4.0 Conclusions and Discussion 5.0. Recommendations References (see next page for details on these sections)
The table below summarises the main headings used in reports and outlines the purpose of each section. Please note: Further headings or subheadings may be used depending on the reports content, and are specific to the individual report.
Title Page (Not part of the word count) Table of Contents (Not part of the word count) Abstract or Executive Summary
Purpose Gives the title of the report, the student name/number, the name of the person the report is being submitted to, and the completion date. Shows the sections of the report and gives the headings, subheadings and page numbers. Gives a summary of the whole report. Outlines the reports purpose, methodology, findings, main conclusions and recommendations. Mainly written in past tense, and written last and section not numbered. Briefly states the purpose and scope of the report, who requested the report, the main issues or problems to be identified, the reason for undertaking the report and the due date of the report. Outlines the context, background and purpose of the report. Defines terms and sets limits of the investigation. The reader/audience can easily identify what the report is about and why the report is needed. Outlines how the information was gathered and the methods used to collect information e.g. interviews, questionnaires, observations and/or research. Gives enough detail so that another person can repeat exactly what has been done working from this description. Findings: What was found during the research Gives the facts only no interpretation by the writer of the report. Tables, graphs or diagrams can be used and are well labelled and in sequence. The data in these must be explained specifically and referred to Must be relevant to the issues and problems identified in the Terms of Reference. Arranged in a logical order with headings and sub-headings. Refers to findings of other studies and/or theories from secondary sources from a range of publications. Brief statements of the key findings of the report. This is where students are required to analyse, interpret and evaluate the findings. No waffle. Arranged so the major conclusions come first. Should relate directly to the objectives set out in the Terms of Reference or Introduction. Follow logically from the facts in the Findings. Must be complete enough for recommendations to be made from them. Do not introduce any new material or ideas that is not covered in the results section.
1.0 Terms of Reference
Introduction (May be used instead of or included in the Terms of Reference)
2.0 Procedure
3.0 Findings or Results Create headings and sub-headings that identify the main issues or problems. e.g. 3.1. Company conditions for the failure, 3.2 Mechanical or Electrical conditions for the failure. 3.3
4.0Conclusions Use same subheadings and numbering as in results section
5.0 Recommendations (note: not all reports give recommendations)
The opinions of the writer of the report about possible changes, or solutions to the problems, including who should take action, what should be done, when and how it should be done. Usually beginsThis report recommends that. A list of the sources that are used in and referred to in the report. Use APA referencing style. Additional relevant information. May include interview questions, surveys, glossary etc. (Appendices are not included in the word count).
References (Not part of the word count)
Appendices (Not always required)
Other notes useful for engineers:

Sit and think put yourself in the readers place For whom are you writing? set the scene and write for a non engineering audience differently to an engineering audience Plan a broad outline Draw up a preliminary table of contents Start to write the first draft. o o o o o o Dont write in section order Start with the easiest section.e.g. procedure and then the results leave the executive summary until last. Treat each section as a story in miniature Structure the text within a section Make a note in the text of each citation and reference you are going to use Plan and make a rough drawing of each illustration
Complete the first draft with all sections in the right order. Write an executive summary. Edit and polish the report. o Check that the report has been written in the simple, past tense. Check that it is in the formal, third person voice and no informal phrases. Check that the spelling and grammar are accurate and that the sentences make sense. Check that each paragraph is written with a topic sentence outlining what is going to be covered in the paragraph and the supporting sentences are in line with the topic sentence.
Check that the in line text citations cover (author, year, page number) and that the reference list is in APA format.
References
CPIT Learning Services. (2010). Report Writing handout. Retrieved March 30, 2010 from www.cpit. \learning services\handouts\report_writing. Silyn-Roberts, H. (2002). Writing for Science: A practical handbook for science, engineering and technology students. Auckland, NZ: Pearson Education Ltd.

Engineering Report Writing

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Report Writing for Engineers (2011)

A report may also contain:

1.0 Terms of Reference and / or

1.0 Terms of Reference

Introduction (May be used instead of or included in the Terms of Reference)

4.0Conclusions Use same subheadings and numbering as in results section

5.0 Recommendations (note: not all reports give recommendations)

References (Not part of the word count)

Appendices (Not always required)

Other notes useful for engineers:

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