Writing engineering report

Writing Engineering Writing Engineering ReportsReports

OverviewOverview

This presentation will cover:This presentation will cover:• Report purpose and planningReport purpose and planning• Report format and organizationReport format and organization• Headings and languageHeadings and language• Visual designVisual design• Source documentationSource documentation• Finishing touchesFinishing touches

Report PurposeReport Purpose

Describe researchDescribe research• Explain problem or issue studiedExplain problem or issue studied• Discuss research methodDiscuss research method• Describe data collectedDescribe data collected• Describe research findingsDescribe research findings• Explain implicationsExplain implications

Report PurposeReport Purpose

Inform readers of research Inform readers of research results precisely, concisely, and results precisely, concisely, and specificallyspecifically• They shouldn’t have to read whole They shouldn’t have to read whole

report to get essential pointsreport to get essential points

Report PlanningReport Planning

Before writing, consider:Before writing, consider:• Why you are writingWhy you are writing• What you hope to achieveWhat you hope to achieve• Who you are writing forWho you are writing for

These considerations will determine your

report’s content, organization, textual

and visual design

Report Format and OrganizationReport Format and Organization

Reports generally include Reports generally include these sections in this order:these sections in this order:• AbstractAbstract• IntroductionIntroduction• Literature ReviewLiterature Review• MethodologyMethodology• ResultsResults• DiscussionDiscussion• ConclusionConclusion

But be aware that order is But be aware that order is flexible in that sections can be flexible in that sections can be combinedcombined• Some journals combine introduction and literature Some journals combine introduction and literature

review review • Others have the results and discussion combinedOthers have the results and discussion combined



AbstractAbstract• Always Always comes first comes first • Microcosm of entire paper – contains key Microcosm of entire paper – contains key

info from each sectioninfo from each section Contains essential information Contains essential information only – only – it is brief!it is brief! Covers research highlightsCovers research highlights Gives the research problem and/or main Gives the research problem and/or main

objective of the research objective of the research Indicates the methodology usedIndicates the methodology used Presents the main findings and conclusionsPresents the main findings and conclusions

Abstract Example: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 to

demonstrate the accuracy and efficiency of the method.

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

Effects” in Journal of Structural Engineering.



Background/IntroductionBackground/Introduction• Explains the research problem and its Explains the research problem and its

contextcontext Explains importance of the problem (Why Explains importance of the problem (Why

does it matter? Why is more information does it matter? Why is more information needed?)needed?)

Explains reason and goals for studyExplains reason and goals for study Explains the limitations of the research Explains the limitations of the research

performedperformed

You want your reader to fully understand the

significance of your research


Literature ReviewLiterature Review• Summarizes and Summarizes and evaluates evaluates the literature that the literature that

you have used in your study by considering:you have used in your study by considering: How that literature has contributed to your area of How that literature has contributed to your area of

researchresearch The strengths and weaknesses of previous studies The strengths and weaknesses of previous studies

How that literature informs your own research and How that literature informs your own research and understanding of the research problemunderstanding of the research problem


MethodologyMethodology• Explains how data was gathered/generatedExplains how data was gathered/generated• Explains how data was analyzedExplains how data was analyzed• Assumes reader understands materialAssumes reader understands material

Does not include explanatory material Does not include explanatory material

• Is in Is in past tense past tense and and passive voice passive voice ““A 1” piece of coil was cut”A 1” piece of coil was cut”

• The research has been carried outThe research has been carried out• It is the research, and not your activities, that are of It is the research, and not your activities, that are of

interestinterest


ResultsResults• Visually Visually andand textually represents textually represents

research findingsresearch findings Visual representation of results:Visual representation of results:

• Graphs, tables, diagrams, chartsGraphs, tables, diagrams, charts Explanatory text:Explanatory text:

• Text points out the most significant portions of Text points out the most significant portions of research findings research findings

• Highlights expected and/or unexpected findingsHighlights expected and/or unexpected findings


DiscussionDiscussion• Assesses and comments on research resultsAssesses and comments on research results• Includes:Includes:

Explanation for ResultsExplanation for Results• Comments on unexpected results, offering hypothesis Comments on unexpected results, offering hypothesis

for themfor them Comparison to literatureComparison to literature

• Does your research confirm previous studies? Deviate Does your research confirm previous studies? Deviate from them?from them?

Explanation for how info can be applied in Explanation for how info can be applied in broader contextbroader context


Summary Summary • Discusses:Discusses:

What was learned through researchWhat was learned through research What remains to be learnedWhat remains to be learned Weaknesses and shortcomings of studyWeaknesses and shortcomings of study Strengths of studyStrengths of study Possible applications of study (how it can be Possible applications of study (how it can be

used)used) RecommendationsRecommendations

Organizational ConsiderationsOrganizational Considerations

Your audience, purpose, and Your audience, purpose, and contents should influence your contents should influence your report organization and formatreport organization and format• Example: your professor may have very Example: your professor may have very

specific guidelinesspecific guidelines Carefully consider your decisionsCarefully consider your decisions

Headings and SubheadingsHeadings and Subheadings

Headings and subheadings guide Headings and subheadings guide readers’ attentionreaders’ attention

Can be used to keep track of various Can be used to keep track of various parts of project:parts of project:• For example: “Making Components,” For example: “Making Components,”

“Assembling Components,” and “Testing “Assembling Components,” and “Testing Assembly”Assembly”

They should be:They should be:• Specific and helpfulSpecific and helpful• Used to break up text and “chunk” informationUsed to break up text and “chunk” information• Used to guide readers’ attentionUsed to guide readers’ attention

Headings and SubheadingsHeadings and Subheadings

Example of vague heading:Example of vague heading:• ““The use of some computing The use of some computing

technologies in certain engineering technologies in certain engineering classrooms”classrooms”

Example of specific heading:Example of specific heading:• ““Using Matlab in the Freshman Using Matlab in the Freshman

engineering classroom”engineering classroom”

Language and VocabularyLanguage and Vocabulary

Reports should be easily Reports should be easily accessible accessible • Be straightforward and conciseBe straightforward and concise• Use simple terms, not jargon and Use simple terms, not jargon and

technical termstechnical terms• Keep sentences short and simple (20 Keep sentences short and simple (20

words max)words max)• Be specific and not generalBe specific and not general

Use concrete numbers and metaphors or Use concrete numbers and metaphors or similes similes

Visual DesignVisual Design

A report’s visual design can A report’s visual design can make or break its communication make or break its communication successsuccess

Visual Design includes:Visual Design includes:• Use of graphs and other graphicsUse of graphs and other graphics• Use of white spaceUse of white space


Graphics:Graphics:• Should be used to illustrate specific Should be used to illustrate specific

pointspoints• Should be incorporated in a way that is Should be incorporated in a way that is

natural to report’s content/contextnatural to report’s content/context• Should be explained fully in text using Should be explained fully in text using

references such as “Fig. 1 shows…”references such as “Fig. 1 shows…”• Should be cited if taken from a sourceShould be cited if taken from a source


Graphics – a caveatGraphics – a caveat• Graphics Graphics do notdo not speak for themselves! speak for themselves! • For this reason, textual information For this reason, textual information

should come should come beforebefore graphics. graphics.


General layout should focus General layout should focus readers on key informationreaders on key information• Use white space to guide readers’ Use white space to guide readers’

attentionattention Created through use of headings, Created through use of headings,

subheadings, and visualssubheadings, and visuals

Source DocumentationSource Documentation Cite sources whenever you are Cite sources whenever you are

quoting, paraphrasing, or quoting, paraphrasing, or summarizing work that is not your summarizing work that is not your ownown• Quoting directly is discouraged Quoting directly is discouraged

Sources include:Sources include:• BooksBooks• Journal, magazine, or newspaper articlesJournal, magazine, or newspaper articles• InterviewsInterviews• Conference ProceedingsConference Proceedings• LecturesLectures

Source DocumentationSource Documentation

Citing:Citing:• Shows your credibility as a researcherShows your credibility as a researcher• Gives proper credit to authors and Gives proper credit to authors and

researchersresearchers• Protects you from accusations of Protects you from accusations of

plagiarismplagiarism

Source DocumentationSource Documentation

Use APA or other specified format for Use APA or other specified format for documentationdocumentation

Check online for style guidesCheck online for style guides• http://owl.english.purdue.eduhttp://owl.english.purdue.edu• http://www.apastyle.org/http://www.apastyle.org/

Check journals for format infoCheck journals for format info

Finishing TouchesFinishing Touches

Usability TestingUsability Testing• Have a colleague read your report for Have a colleague read your report for

clarity, organization, and visual designclarity, organization, and visual design Check your sources for proper Check your sources for proper

citationscitations Proofread carefully – or better yet, Proofread carefully – or better yet,

ask someone to do it for youask someone to do it for you

ReferencesReferences Asian Institute of Technology Language Center. (2003). Asian Institute of Technology Language Center. (2003). Writing Writing

Up Research Guidebook. Up Research Guidebook. Asian Institute of Technology. Retrieved Asian Institute of Technology. Retrieved June 9, 2005 from June 9, 2005 from http://www.clet.ait.ac.th/el21open.htmhttp://www.clet.ait.ac.th/el21open.htm

Chan, S.L., Kitipornchai, S., and Al-Bermani, F.G.A. (1991). Elasto-Chan, S.L., Kitipornchai, S., and Al-Bermani, F.G.A. (1991). Elasto-plastic analysis of box-beam-columns including local buckling plastic analysis of box-beam-columns including local buckling effects. effects. Journal of Structural EngineeringJournal of Structural Engineering, 117, 1946-1978., 117, 1946-1978.

Halligan, N. (2004). A short course on writing technical reports. Halligan, N. (2004). A short course on writing technical reports. Technical Writing. Technical Writing. Retrieved June 9, 2005 from Retrieved June 9, 2005 from http://www.technical-writing-course.com/type-of-technical-report.hhttp://www.technical-writing-course.com/type-of-technical-report.htmltml

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

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