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Writing Engineering

Reports

Purdue Writing Lab



Over view

� This pre sentation will cover:

± Report pu r pose and planning

± Report f ormat and organization

± Headings and language ± Visual design

± Sour ce documentation

± Finishing touches



Report Purpose

� Describe resear ch

± Explain problem or issue studied

± Discuss resear ch method

± Describe data collected ± Describe resear ch f indings

± Explain implications



Report Purpose

� Inf orm readers of resear ch results precisely, concisely, and specif ically

± They shouldn¶t have to read whole report to get

essential points



Report Planning

� Bef ore writing, consider: ± Why you are writing

± What you hope to achieve

± Who you are writing f or

These considerations will determine your

report·s content, organization, textual

and visual design



Report Format and Organization

� Reports generally include these sections in this order: ± Abstract

± Introduction

± Literature Review

± Methodology

± Results

± Discussion

± Conclusion



� But be aware that order is f lexible in that sections can be combined ± Some journals combine introduction and literature

review

± Others have the results and discussion combined





� Abstract ± Always comes f irst

± Microcosm of entire paper ± contains key inf o f rom

each section� Contains essential inf ormation only ± it is brief!

� Covers resear ch highlights

� Gives the resear ch problem and/or main objective of the

resear ch � Indicates the methodology used

� Presents the main f indings and concl usions



� Abstract Example:

A nonlinear finite element procedure for the pre- and postbuckling analysis of

thin-walled box-section beam-columns is presented. The influence of local plate

buckling upon the overall ultimate buckling behavior of the member is

incorporated in the analysis by adopting a set of modified-stress ± versus ± strain

curves for axially loaded plates. Factors such as residual stresses, associated

with hot-rolled and cold-formed sections, and initial geometrical imperfections are

Accounted for in the analysis. A number of examples are presented todemonstrate the accuracy and efficiency of the method.

From ´Elasto-Plastic Analysis of Box-Beam-Columns Including Local Buckling

Effectsµ in Journal of Structural Engineering.





� Background/Introduction ± Explains the resear ch problem and its context

� Explains importance of the problem (Why does it matter?

Why is more inf ormation needed?)

� Explains reason and goals f or study

� Explains the limitations of the resear ch per f ormed

You want your reader to fully understand the

significance of your research




� Literature Review

± Summarizes and eval uates the l iterature that you have used in

your study by considering:

� How that l iterature has contributed to your area of resear ch

� The strengths and weaknesses of previous studies How that l iterature inf orms your own resear ch and understanding of the resear ch probl em




� Methodology ± Explains how data was gathered/generated

± Explains how data was analyzed

± Assumes reader understands material

� Does not include explanatory material ± Is in past tense and passive v oice

� ³A 1´ piece of coil was cut´

± The resear ch has been carried out

± It is the resear ch, and not your activ ities, that are of interest




� Results ± Visually and textually represen ts resear ch f ind in gs

� Visual represen tation of results:

± Graphs, tables, d iagrams, charts

� Explan atory text:

± Text poin ts out the most sign if ican t portion s of resear ch f ind in gs

± Ind icates key trend s or relation ships

± Highlights expected and /or un expected f ind in gs




� Discussion ± Assesses and comments on resear ch results

± Includes:

� Explanation f or Results ± Comments on unexpected results, off ering hypothesis f or them

� Comparison to literature

± Does your resear ch conf irm previous studies? Deviate f rom them?

� Explanation f or how inf o can be applied in broader context




� Summary ± Discusses:

� What was learned through resear ch

� What remains to be learned� Weaknesses and shortcomings of study

� Strengths of study

� Possible applications of study (how it can be used)

� Recommendations



Organizational Considerations

� Your audience, pur pose, and contents should inf luence your report organization and f ormat

± Example: your prof essor may have very specif ic

guidelines� Caref ully consider your decisions



Headings and Subheadings

� Headings and subheadings guide readers¶ attention� Can be used to keep track of various parts of project:

± For example: ³Making Components,´ ³Assembling Components,´ and ³Testing Assembly´

� They should be: ± Specif ic and helpf ul

± Used to break up text and ³chunk´ inf ormation

± Used to guide readers¶ attention





Language and Vocabulary

� Reports should be easily accessible ± Be straightf or ward and concise

± Use simple terms, not jargon and technical terms

± Keep sentences short and simple (20 words max) ± Be specif ic and not general

� Use concrete numbers and metaphors or similes



Visual Design

� A report¶s visual design can make or break its communication success

� Visual Design includes:

± Use of graphs and other graphics ± Use of white space



Visual Design

� Graphics:

± Should be used to illustrate specif ic points

± Should be incor porated in a way that is natural to

report¶s content/context ± Should be explained f ully in text using ref erences such

as ³Fig. 1 shows«´

± Should be cited if taken f rom a sour ce





Visual Design

� General layout should f ocus readers on key inf ormation

± Use white space to guide readers¶ attention

� Created through use of headings, subheadings, and visuals



Source Documentation

� Cite sour ces whenever you are quoting, paraphrasing, or summarizing wor k that is not your own

± Quoting directly is discouraged

� Sour ces include:

± Books

± Journal, magazine, or newspaper articles

± Interviews

± Conf erence Proceedings ± Lectures




� Citing: ± Shows your credibility as a resear cher

± Gives proper credit to authors and resear chers

± Protects you f rom accusations of plagiarism




� Use APA or other specif ied f ormat f or documentation

� Check online f or style guides

± http://owl.english.purdue.edu ± http://www.apastyle.org/

� Check journals f or f ormat inf o



Finishing Touches

� Usability Testing ± Have a colleague read your report f or clarity,

organization, and visual design

� Check your sour ces f or proper citations� Proof read caref ully ± or better yet, ask someone to

do it f or you



References

� Asian Institute of Technology Language Center. (2003). W riting Up R esear ch G uid eb ook. Asian Institute of Technology. R etrieved June 9, 2005 f rom

http://www.clet.ait.ac.th/el21open.htm

� Chan, S.L., Kitipornchai, S., and Al-Bermani, F.G .A. (1991). Elasto-plastic analysis of b ox-

b eam-columns includ ing local b uckling eff ects. Journal of Structural Engineering, 117,

1946-1978.

� Halligan, N. (2004). A short course on writing technical reports. Technical W riting. R etrieved June 9, 2005 f rom http://www.technical-writing-course.com/type-of -technical-

report.html

� Kvam, E. (Personal communication, June 11 2005).

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