UNIVERSITE UConcordia UNIVERSITY FORM & STYLE The Guide to Writing a Technical Report for All Students in the Faculty of Engineering and Computer Science4. INTRODUCTION ‘Proposals are specialize, technical documents that offer persuasive solutions to problems, ‘Proposals are among the most important documents one can write. Persons and organizations ‘that write effective proposals win grants, contracts, and jobs. Proposals are important because ‘they, diretly or indirectly, provide the income that keeps us warm, dry, end wel fed! [1] ‘The format of. proposal mus follow the convention established by the cient, the company, or the organization for which the proposal is written, For any assignment requiring a project proposal inthe Faculty of Engineering and Computer Science at Concordia University, the conventions which you must follow are set out in this document, ‘This report will help you to organize the elements of your propose, format and lay out the document, and reference your sources, I also includes samples forth tite pages, List of | Figures, and reference page2, ORGANIZATION OF THE PROPOSAL Front Mater: Letter of Transmittal Cover Page Abstract ‘Table of Contents Exeoutive Summary List of Figures Main content: ‘Body of Proposal Schedule of Work ‘Budget Qualifications Conclusion Press Release End Mater: Appendices2.41 LETTER OF TRANSMITTAL ‘November 02,2014 Ms ane Stent 1515 St. Catherine West ‘Montreal, 5G 2Wi Dear Ms. Student, ‘To better propre you forthe project proposal assignment in ENCS 282, Technical Writing and ‘Communication, am sending you this template forthe projet proposal ‘As you will eeognize, | am writing this section of the report as transmits letter. could also have ‘chosen to wit tas a memo. Regardless ofthe form, the purpose of this section isto make direct personal contact withthe clients informing them ofthe eonters of the report. Although you do not say so explicitly it signals tothe clients that thsi the final product, nota preliminary draft The letter or memo informs them of te topic ofthe report, bearing mind that ths is only an overview, and that you will have the entire report to present the detail. | trast that you wil en your letter with pleasant concluding sentence, expressing hope thatthe ‘report will meet withthe clients’ expectations. Respectlly, Deborah Dysart-Gale, Ph.D. ‘Brel: Rovisod Form and Style Guide22 COVER PAGE Report On. ‘THE EXACT TITLE OF YOUR PROPOSAL. Submitted to ‘Receivers name ‘nd title and addross complete addres, of course Dato of competion By Yeur name and title ‘stitution or origin of report ABSTRACT: Here you will write an Informative abstract fora technical audience. t wil be a single paragraph that summarlzes the problem, solution, and any malor arguments in favour of your solution will be less than 150 words.23 TABLE OF CONTENTS ‘TABLE OF CONTENTS. ‘EXECUTIVE SUMMARY LIST OF FIGURES A. INTRODUCTION 2. STATEMENT OF THE PROBLEM 2.1 Do Not Create a Subheading One 22 Unless You Create Subsoquent Subheading: 3. SOLUTION CRITERIA, 3.1 Types of Criteria 3.2 Solutions for Different Audiences 4. PLAN OF ACTION, 5. SCHEDULE, 6. BUDGET. 7. QUALIFICATIONS 8, CONCLUSION 9, PRESS RELEASE. APPENDIX A: Information Souross 10 n2.4 EXECUTIVE SUMMARY ‘The exsotve summary begins the repr. The prpow ofthe exetve summary i to permade the readers that your projet intresting and sf Itcondense tho fll report, nung all the techn, mci! and oer prtient questions the reader may have Tn keeping with its persuasive purpose, however, it ighlights the recommendations and suggestions contained in the report. Readers foquently decide whstero ead a proposal bse on a eading ofthe exeetve summary. ‘Rodan suggests thatthe executive summary be written lst (2). It sould, ik the rest of the paper ‘rom here on, be written double-spaced.2.5LIST OF FIGURES: List of Figures: Fig. 4 Buttery Door. Fig. 2 Single-Leaf Door Fig. 3 Elevator Layout... Fig. 4 Weather-proofing materials.2.6BODY OF PROPOSAL, 1. INTRODUCTION ‘The introduction isthe fist main Seton ofthe report. It pial teins with some backaround information tat wil put your project into prope context. Tell the reader why you have writen this document, The reader may not know or fll understand the purpote. So be specific, This will ‘make it easier for your audience to appreciate the reasons for your solutions and recommendations. anon and Klepp sate thatthe main fnction of the introduction to iden the report's purpose and “preview how that purpose wl be sehieved” [3], Thiseflets the form ofa thesis statement found inthe fist paragraph of standard esiy. The First paragraph ofthe introduction wll ‘ppicaly outline the purpose and problem, while second paragraph beuses more upon the solution “This function can take as many paragraphs a necessary, breaking dwn each step ofthe problem and solution.2. STATEMENT OF THE PROBLEM ‘The Statement of the Problem section defines more filly the problem and your solution. Be sure to explain the problem in tems ofthe needs of your audience. At the end ofthis section your audience sould understand why the problem needs tobe fixed, 2.1 Second Level Headings “Typically cach new section wil begin ona now page, and willbe followed by he corresponding subsections. AS you se above, he Fist evel heading i writen in capital eters. If there are no subhéadings, the matra tht follows the heading will desrie the entire section. If ther are subheadings, then this material gives a gonral overview or serves some othe purpose. AS _yoU not the second level heading, “Second Level Headings, is centered and writen with onl the first leters capitalized. (See Section 3 ofthis guide for more detailed explanstion on headings)3. SOLUTION CRITERIA. ‘The Solution Criteria section explains why your solution isthe right solution fr this particular problem, at this paicular time, for this particular audience. Some criteria may include cost, time, availabilty of materials, seasonal changes, environmental or social impact.4, PLAN OF ACTION ‘The Plan of Acton describes how you wil implement your solution tothe problem. Ifyou Juve data ht supports your solution, you show how/fiom where you go this at, and how you snalysod iio make it suppor your propos. This section must mention where you ot your infomation (escarch na ab? na ibrary? Field work? Interviews?) Give an overview of your problem solving method. Also, inthis seton, outline ote proposed solutions to this problem and show why your proposals better than the oes5. SCHRDULE ‘The Schedule should be as realistic as possible, Assume you have two monthsto complet ‘Your investigation, analyze your data evaluate possible solutions, and write your proposal. Be rocie: nobody wos «sloppy engineer or computer scientis.6. BUDGET Fo the Dag set, cunt ow $100 or yur ne coming, rseching investgmtng, testing, et) Alto nla ary oter costs you think might rie inthe course of completing the prot (Do you noe rent quipment? Will yu need technicians onsite). You say use visual diagram for preseatng your budge.7. QUALIFICATIONS ‘The Qualifications section outlines the qualification ofthe researcher doing the study: you. Think: bout what work you've done and what courses you've taken might qualify you to work on this Project. Remember: You are the expert tell your audience why they should trust you.8. CONCLUSION ‘The conclusion restates your recommendations and your rationale for making them. The conclusion also assembles end reiterates the most significant points and data Perhaps: 8 good point at which o raise the question of format and presentation. The purpose ofthis document before you iso act as a model for you to follow in formatting your epor. ‘Neat, consistent format is essential, Do not introduce new material inthe concluding section9, PRESS RELEASE Should be brief (<250 words). Should be writen for popular me language. Should be ehetorially efeative,APPENDIX A: INFORMATION SOURCES [1] Leo Finkelstein, Pocket Book of Technical Writing, Toronte: McGraw Hill, 2000, p. 63 [2] D.G. Riordan, Technical Report Writing Today, Sued. New York: Houghton ‘ifn, 2005, []5M. Lannon and D. Klepp, Technical Communication, 3u Canadian ed. Toronto: Pearson Longman, 2006p. 422.3. LAYOUT (Clear layout and presentation will make your report more accessible to your readers. ‘Some key considerations in layout include headings, illustrations, and other strategies that could be classified, broadly, as the “mechanics” of report writing. These later are not solely layout ‘concems, but are inelude inthis portion of Form & Style for the sake of converience. 3.1 Headings Headings are the writer's direction signals tothe reader. They form a major contbution to your reports readability. All headings shouldbe followed by text, before the next sutheading, Headings should not be part of the text; the text shouldbe able to standalone. As result, you should never refer back tothe heading from the text, but rather write the text 0 tat ts meaning oes not depend on the heading. Add headings to make the text more accessible, See the examples below: G00D: Headings Headings are the writer's direction signals tothe reader. GooD: Headings Readers need headings to follow a text with ase and understanding. POOR: Headings ‘They are the writer's direction signals to the reader. ‘Be sure that your headings reflect accurately the material that appears beneath tem. ‘Good headigs i immeasurably in making # document casy wo read and understand, Form & Style requires the use ofa decimal numbering system to number your headings. First level (chapter): Arabi numerals 1,2,3,et. Second level decimal subdivis 2.1,22,23, et. of rst level Third level: further subdivision 2.41.1,2112,2113, 66 Fourth level: ‘more subdivision 211,212, ee‘Headings should be placed onthe page in the following manner. First level 1, CENTERED BOLD CAPITALS First-level (chapter) headings begin on a new page. Text follows two to four spaces beneath, Second level 1.1 Centered Bold Initial Capitals ‘Second:-level headings do not require afresh page. There isa double space before text following ‘second-level heading. Third level 1.41 Initial Bold Capitals at Margin ‘Third-Jevel headings are also followed by a double-space before text. Fourth level 1.1.1.1 Initial Bold Capitals, Indented. Fourth-level headings on the same line astext. They are followed by a period. Fifth level ‘The ffth-level heading is rarely used, and isan exception tothe rule that headings stand separately from the text. In this cas, the fifth-level heading also forms te initial words of the paragraph which it “heads.” It should be in bold print. 3.2 Graphies Graphic elements of the report include all illustrations, graphs, charts and tables. Each graphic ‘must be numbered and tiled appropriately All lusrations, drawings, maps, graphs and charts ae considered to be figures, and should be included in thelist of figures. Place the number and caption atthe fgure's base. However, for tables, the number and heading go above the table. Alltables and figures should be referred to in your text atthe relevant point. Te textual reference should precede the graphic. Ifa particular graphic is mentioned more than once then ‘the graphic should follow the first textual reference.Figures and tables shouldbe incorporated into the text. Th only exceptions would be for ‘material best suited for the appendix (see Section 2.8, Appendices). Ensure that all images - figures and tables - are clear and legible. Do not include poorly ‘photocopied images or images thet have been downloaded from the World Wide Web in a low- resolution format. Finally, ensure that you give each graphic a comfortable amount of space on ‘the page; graphics should not be erammed between text or squeezed into the margin, All figures and tables should be referenced, unless they are your own original work. See Section 41.3, Referencing Graphics. 33 Mechanics ‘The mechanics of document layout include a range of considerations that contribute to the sccessbilty and readability of your report. These include pagination conventions, text spacing conventions, quotation marks and other punctuation conventions, guidelines for incorporating ‘equations info your text, capitalization conventions, “widow” and “orphan” problems, typefice and style considerations, and finaly, binding guidelines. Conventions governing how to wre ‘numbers, while also appropriate for this section, are fairly extensive and thus are placed in ‘Appendix D. Conventions for using SI (metric) symbols are given in Appendix E. 3.3.1 Pagi Pagination ofthe report can be divided into tht for the main body and end mater, and that for the front mater. tion 33.1.1 Main Body Pagination. The pages ofthe body ofthe report are numbered 1, 2,3 ‘tc, starting with the frst pege of the introduction and including all subsequent pages, throvgh the appendices tothe topic approval. The number “I” ofthe first page of the body is centered at the bottom ofthe page; however, all subsequent numbers ae placed atthe upper right comer of the page. 33.12 Front Matter Pagination, For the front matter, a diferent numbering is use, ‘The abstract isnot included in the pagination at all. Te title page counts asthe first page ofthe report's front matter, but is not numbered. The Table of Contens isthe second page of the font ‘matter, and it receives a small roman numeral “i” centered atthe bottom of the page. The font- matter pages that fllow are all numbered with small roman numerals ii, iv, v, vi, ele. All font ‘matter pagination is centered atthe bottom ofthe page. 332 Spacing ‘The text of the report should be double-spaced, printed on one side ofthe page only. Entries on the Reference page shouldbe single-spaced, bu each entry should have a double- space before the next entry. See the sample Reference page in Appendix C.‘punctuation (e-., colons, semi-colon); leave two spaces after periods and ther forms of end ‘Punctuation (e.g, question marks). 3.33 Quotation Marks and Other Punctuation ‘You should use quotation marks whenever you quote directly from a source. ‘Punctuation should be placed inside quotation marks; reference numbers, however, should be placed outside of quotation marks. 3.3.4 Equations in the Text Ifyou are including equations in your text, you should treat them as part ofthe sentence which Jeads into the equation. That is, you should incorporate equations smoothly nto your sentence structure, 3.3.5 Capitalization of Words ‘Asa general rule, you should capitalize only proper names of individuals and organizations. ‘Words such as “kilograms” and “civil engineering” do not require capitals (although “department of Civil Engineering” does, as it refers toa specific organization). 3.3.6 “Widows” and “Orphans” ‘The terms “widow” and “orphan” refer to typographic | anomalies that ean occur when you are preparing a final document for presentation. ‘An “orphan” is a word or short section of line isolated a the bottom of a paragraph or a page. ‘Oceasionaly reports will have orphan headings - that is, headings which are atthe bottom of the ‘age, with the txt that follows them on the next page ‘A *widow" is word or sentence isolated at the top of a page (especially an otherwise blank page). You should try to avoid these, as they disrupt your layout, are unattractive, and can be confusing.4, DOCUMENTATION Proper documentation involves referencing all of your sources clearly. Different profesional ‘organizations and corporations have developed their own formats for referencing sources, although most formats include the same information. As a result, you will se a number of different referencing styles in use professionally. Form & Style has adopted the IEEE Reference Style, as iis one ofthe most commonly used in the fields of engineering and compuier science. 4.1 In-text Referencing When you quote from or paraphrase source in your text, or reproduce or adapt a graphic from another source, you must provide a reference. The reference shouldbe indicated by a number in ‘square brackets, such as [. This number is then keyed to an entry on the Reference page. 4.1.1 Referencing Quotations I you quote from a source word-for-word, you mus place the words within quotation marks. ‘Thus, “the quoted words go here” [the reference number goes here]. "Note thatthe reference number is placed within the end punctuation; that is, the peicd comes after the reference number. 4.1.2 Referencing Paraphrases of Information {Ifyou take ideas or information ftom a text and pu it in your own words, you have paraphrased information. You should not place paraphrased information in quotation marks, but ou must still reference your source ‘Ths, if the words in this sentence were paraphrased from another source, you should include the reference number atthe end of the sentence [the reference number goes here). Sometimes people wonder how thorough their references should he. Asa general rule, if material or information is considered tobe in the public domain, you do not need to referenceit. For instance, there is no need to reference a source of information forthe assertion that water freezes at °C; however, ifyou were taking information from a journal article about a particular ‘experiment that discussed the freezing properties of certain quis in porous materia s, you should reference that information, I is notin the public domain, but rather comes frm one source of information. 4.1.3 Referencing GraphiesGraphics need to be referenced just as quotations or paraphrase do. Use the same format: put the reference number in square brackets at the end of the caption (for figures) orth heading (for tables). ‘You should reference all graphics that you copy from another source; you should also provide references for those that you adapt from other sources, a this is considered a farm of graphic, paraphrasing. 4.2 Reference Page Layout ‘Your reference page is placed after your conclusion and before the appendices. It will show seferenee numbers on the left margin, with the entry on the page next tothe nusnber. NOTE: Ifyou refer to the same reference entry (eg, if you refer tothe same page or short range ‘of pages in a journal article) more than once in your text, you do not need to give ita new ‘number the second time. Instead, you should repeat the first reference number. Ifthe first reference is [7], then the second reference tothe same page(s) ofthe same source should also be {7}, Both textual references will be keyed tothe single reference [7] in your List of ReferencesIEEE Citation Style Guide ‘Any oltation styl is set upto give the reader immediate Information about sources cited {nthe text. In IEEE otations, the references should be numbered and appear inthe order they appear inthe text. When referring toa reference inthe text of the document, put the ‘number ofthe reference in square brackets, Eg: [1] ‘The TEBE otation styl has 3 main features: * Tho author name i first name (or inital) and lst. This differs from MLA style where author's lst name is first. ‘+ The tile ofan arise (or chapter, conference paper, patent et.) isin quotation marks, ‘+ The tile ofthe Journal or book isin als, ‘Those conventions allow the reader to distinguish between types of reference a glance. ‘The oorreot placement of periods, commas and colons and of date and page numbers ‘depends on the type of reference cited. Check the examples below. Follow the details exactly. Eg. put periods after author and book title, clte page numbers is pp, abbreviate all months to the frst three letters (eg. Jun) ‘Cheak the distinctions between print and electronic sources (especialy for journals) carefully. Print References Book ‘Author(s). Book tle. Location: Publishing company, yes, pp WK. Chen. Linear Networks and Systems, Belmont, CA: Wadsworth, 1993, pp. 123-35. Book Chapters Authors). “Chapter te” in Book title, edition, volume, Bdtors name, Ed. Publishing location: Publishing company, year, p. 4LE, Bourne “Synthetic structure of industrial plano," In Plates, 2 et, ol. 3. J Peters, Ed, New York: McGraw-Hill, 1964, pp.15-67. Article in a Journal Author(s). “Article ttle”. Journal te, vol, pp, dat, ‘Example: G.Pevere “nftared Nation,” The International Journal of Iftared Design, vol. 33, Pp. 56-99, Jan. 1979, ‘Articles from Conference Proceedings (published) Ar Arle” Confrence proce, ew. DB, Payne and H.G. Gunhold. “Dighal sundial and trondband technology" in Pro. 1OOC-ECOC, 1986, pp. 557-598,Papers Presented at Conferences (unpublished) {utr Paper We” Confereoe mane, Locaton yer, B. Brandi and M. Did, “Bagincering names and concepts,” presented atthe 2" Int. (Conf. Engineering Eduoation, Prankfurt, Germany, 1999. Standarde/Patents Autor(sVinventors)."Name/Tie" Courtry where patet is repsteed, Pent number, Example: ‘EE, Rebesos, “Alternating current fed power supply.” U.S, Patent 7 897 777, Nov. 3, 1987, Electronic References Books ‘Autor. (year, Month day), Book tle edition) [Type of medi, Vol. (issue). ‘Availabe: sitepathfile [date aessed). Se: 58. Calmer (1999, June 1), Bnginering and Art. (2 eon. [O-line 27(3)-Avalabl -wowrw.snggert.convexamples/studenta,htm| [May 21, 2003]. Journal ‘Author. (Year, month. “Article tie." Journal le. [Type of medium}. Vol. (issue), ‘pages. Availabe: ste/path fle {date accessed]. Example: ‘A. Paul (1987, Oot), “Bletricl properties of lying machines.” ying Machines, [On- Une). 38(1), pp. 778-998. Available: won flvingmachiour/propertig/ly.ed (Dex. 1, 2003}. ‘World Wide Web Author()*. “Tite. Internet complete URL, date updated {dat accessed]. M. Dunoan, “Enginoering Conoepts on Ie, internet: wor ioenas edu etafE html, Oct 25, 2000 [Nov. 28,2003}. Author “Arlt” Newspaper (month, ye etn, ae. B. Bur. “Going Faster” Globe and Mall (Ot. 14,2002) sc, Ap. “Telceat in Albert” Tron Star (Nov. 12,2003) se G pp 3.Dissertations and Theses Autor “Ti” Degree level shoo, eatin, yer ph S. Mack. “Desperate Optimism.” M.A. thesis, University of Calgary, Canad, 2000, Lecture ‘Lecturer(®). Occasion, Tope: “Lecture ttle.” Location, dat. Bxampl SMa. Engg 251, Class Lecture, Topi: “Speed ating” 1C7 24, Feculy of Engineering, Univeray of Calony, Calgary, Albert, Get 31,003, E-mail ‘Author. Subject Ine of posting. Personal E-mail (date), Example: 4 Aston, “RE: new location, okay?” Personal e-mail (Jl. 3, 2008) Internet - Newsgroup ‘Author or Tops®, “Title,” Complete network address, date when it was updated [date aooetsed]. Example: GG. Gavin, “Climbing and limb torsion #3387," USENET: selclimb.torsion, Ap. 19, 2000 (Oct. 4, 2002) * if you can't find this information, exclude it, Exact page numbor References ‘To refer readers to specific page numbers ina text, use the numter of the reference followed by acolon () and the page numbers. Example: Johnoon suggests tha citing wil lend toa decrease in being cited for plagiarism [1:28- 29). ‘The [1] refers tothe numbered reference And the 28-29 refers othe pages being cited,3. Plagiarism “Plagiarism” refers to the unacknowledged use of other people's work, whether this wore be in the form of ideas taken without acknowledgment, or sentences copied without documentation. Plagiarism is intellectual thet. ‘Plagiarism isan offence under the University’s Code of Conduct (Academic). Inthe Faculty of Engineering and Computer Science, first offences have typically been sanstioned with a failing ‘rade forthe course and the requirement to take extra credits in ethics. or more information, oe the Undergraduate Calendar.6. Sexist Writing Ifyou write “An engineers writing skills may determine the success ofhis carer,” you are implying that all engineers are male. Ifyou advertise for a “draughtsmaa,” you are implying that all persons who do draughting are male. The use ofthe pronouns “he” or “his” as generic terms ‘to include both male and female pronouns is not professionally acceptable, and neither isthe use cof occupational terms which imply maleness exclusively, ‘The occasional use of "he or she" or "his or her" i acceptable, but their systematic use is sawkovard and hence should be avoided. Sentences can often be writen to avoid the need forthe singular male pronoun, Writing inthe plural will often work, but you need to avoid creating new problema - remember that a singular subject requires a singular pronoun, For : “Everybody raised his hand” is sexi “everybody raised their hands.” while not sexist, is ungrammatical, since “everybody” isa singular subject. “They all raised their hands” solves both problems,